How to Tour a Private Office Like a Pro: Key Questions to Ask & Pitfalls to Avoid

Finding the perfect private office space for your business is a critical decision that impacts productivity, team satisfaction, and your bottom line. While virtual tours and online listings can provide initial impressions, nothing replaces an in-person tour to truly evaluate whether a space meets your needs. This comprehensive guide will walk you through how to maximize your office tour experience, asking the right questions, identifying potential issues, and ultimately selecting a space that will serve your business well for years to come.

Despite the convenience of virtual tours and 3D renderings, there are compelling reasons why seasoned business leaders still prioritize physical tours:

The Intangible Factors

Online listings can't convey the full sensory experience of a space. The acoustics of an office, natural light quality throughout the day, the feel of common areas, and even subtle environmental factors like air quality or ambient noise are impossible to gauge remotely. These elements significantly impact daily work life and can make or break team satisfaction.

Context and Surroundings

Understanding how a building fits into its neighborhood ecosystem requires experiencing it firsthand. Are there convenient lunch options? How does traffic flow during rush hour? What's the security presence like after hours? These contextual factors influence your team's daily experience and can only be properly assessed in person.

Building Management Insights

Meeting property managers or building administrators face-to-face provides valuable insights into how the property is run. Their responsiveness, professionalism, and knowledge during the tour often reflect how maintenance issues and tenant concerns will be handled throughout your lease term.

Negotiation Leverage

Touring in person equips you with specific observations that can serve as negotiation points. Perhaps you notice the hallway carpeting needs replacement, or that certain promised amenities are under construction. These observations can help secure more favorable lease terms or improvements before move-in.

Learn more about scaling your business with the right lease strategy.

A productive office tour begins long before you arrive at the property. Proper preparation ensures you'll ask the right questions and make the most of your limited time.

Define Your Non-Negotiables

Before scheduling any tours, document your absolute requirements:

• Square footage requirements (current and projected)

• Location parameters and commute considerations

• Budget constraints (all-in monthly expenses)

• Technical infrastructure needs (connectivity, server rooms, etc.)

• Special requirements (loading access, specific power requirements, etc.)

• Desired amenities (conference facilities, pantry, reception area)

Having this list handy during tours keeps you focused on whether spaces meet your essential criteria rather than being swayed by impressive but unnecessary features.

Research the Building and Management

Armed with your tour appointment, conduct preliminary research:

• Building history and recent renovations

• Ownership structure and management company reputation

• Current tenant mix (are there competitors or complementary businesses?)

• Online reviews from current or former tenants

• Recent news about the property or neighborhood developments

• Transportation options and typical commute times

Prepare Your Questions in Advance

Develop a standardized questionnaire to use across all property tours. This ensures you gather consistent information for fair comparison and don't forget critical inquiries in the moment. Later in this guide, we'll provide an extensive list of questions to include.

Bring the Right Tools

Arrive equipped with:

• Measuring tape for verifying dimensions

• Camera or smartphone for documentation (ask permission first)

• Note-taking method (digital or physical)

• Calculator for quick cost comparisons

• Your requirements checklist

• Building plans or layouts (if provided in advance)

Schedule Strategically

When possible, schedule tours:

• During regular business hours to observe typical building activity

• On different days of the week if multiple visits are possible

• During weather conditions that might reveal issues (rainy season can expose leaks or drainage problems)

While property representatives will highlight the best features, a savvy prospective tenant knows to look deeper. Here's your comprehensive inspection checklist:

Infrastructure Assessment

Electrical and Power

• Location and number of outlets

• Circuit capacity for your equipment needs

• Backup power arrangements (especially crucial in areas with unreliable power)

• Age of electrical systems

• Separate metering for accurate billing

Connectivity

• Available internet service providers

• Building's fiber optic capabilities

• Mobile signal strength throughout the space (check your phone in different areas)

• Existing cabling infrastructure

• Server room capabilities or potential

HVAC (Heating, Ventilation, and Air Conditioning)

• Age and condition of air conditioning systems

• Control mechanisms (centralized or zone-based)

• Operating hours and weekend availability

• Maintenance schedule

• Air quality and ventilation effectiveness

Plumbing and Facilities

• Condition of bathrooms

• Water pressure and quality

• Dedicated kitchen/pantry plumbing

• History of water issues or interruptions

Physical Space Evaluation

Layout and Functionality

• Natural workflow within the space

• Flexibility for various configurations

• Natural light penetration

• Acoustic properties (test by having conversations in different areas)

• Column placement and structural limitations

Finishes and Condition

• Flooring quality and condition

• Wall condition and soundproofing

• Ceiling height and type

• Window quality and operability

• Door security and condition

Building Access and Security

• Entry systems and protocols

• Security personnel presence and hours

• CCTV coverage

• Emergency exit routes and safety equipment

• Loading and delivery access

Operational Considerations

Building Management

• On-site management presence

• Maintenance response procedures

• After-hours access protocols

• Rules and regulations (signage, alterations, etc.)

• Cleaning services included or available

Common Areas

• Lobby condition and professional appearance

• Elevator reliability and capacity

• Bathroom cleanliness and maintenance

• Corridor and hallway upkeep

• Shared conference rooms or facilities

The questions you ask can reveal as much as what you observe. Here's a comprehensive list organized by category:

Lease Terms and Financials

1. What is the quoted rental rate, and what exactly does it include?

1. Are there additional charges beyond the base rent (CAM fees, utilities, etc.)?

1. What has been the historical pattern of rent increases?

1. What are the standard lease term options?

1. Is there flexibility for expansion within the building if needed?

1. What security deposit is required?

1. Are there any current lease incentives or concessions available?

1. How are annual increases calculated and applied?

1. What costs are involved in the fit-out process?

1. Are there restoration requirements at lease end?

Building Operations

1. What are the building's operating hours?

1. Is HVAC available on weekends or after hours? At what cost?

1. What is the procedure for after-hours access?

1. How frequently are common areas cleaned?

1. What is the protocol for reporting and addressing maintenance issues?

1. How quickly are typical repairs addressed?

1. What pest control measures are in place?

1. Has the building experienced any major system failures in the past two years?

1. What renovation or major maintenance projects are planned?

1. How does the management handle tenant complaints?

Technical and Infrastructure

1. What is the maximum electrical load capacity for the space?

1. Are there any connectivity limitations or preferred providers?

1. Has the building been retrofitted for modern technical needs?

1. Is there a building-wide generator? What does it power during outages?

1. How is internet access managed and secured in common areas?

1. What telecommunications providers serve the building?

1. Are there restrictions on installing supplemental cooling for server rooms?

1. How is water pressure throughout the building, particularly on higher floors?

1. What types of technical upgrades are permitted without special approval?

1. How recent was the last electrical system upgrade?

Amenities and Services

1. What shared facilities are available to tenants?

1. Is there a charge for conference room or event space usage?

1. What food options exist within the building or immediate vicinity?

1. Is bicycle storage available? At what cost?

1. Are there shower facilities for commuters?

1. What mail and package handling procedures are in place?

1. Is receptionist service available (shared or dedicated)?

1. What recycling programs does the building maintain?

1. Is there dedicated visitor parking?

1. What security services are provided?

Tenant Experience

1. What is the average tenant retention rate?

1. Who are the longest-standing tenants and how long have they been here?

1. Are there any current tenant satisfaction initiatives?

1. What types of businesses typically thrive in this location?

1. How does management handle conflicts between tenants?

1. Are there any tenant community events or programs?

1. What recent improvements were made based on tenant feedback?

1. What is the current vacancy rate in the building?

1. Who would be our direct contact for day-to-day issues?

1. Can you provide references from current tenants in similar businesses?

Office hunting in the Philippines comes with unique factors that savvy business leaders should specifically address during their tours.

Weather Resilience

The Philippines experiences severe weather conditions, particularly during typhoon season, making building resilience crucial:

1. Flooding Assessment: Ask about historical flooding in the area and specific building mitigation measures. Check for flood marks on walls or water damage signs, particularly on ground floors or basement parking.

1. Typhoon Preparedness: Inquire about the building's typhoon protocols, including window reinforcement and emergency procedures. Buildings with older windows may experience leaks during heavy rain and wind.

1. Power Stability: Power interruptions remain common in many areas. Verify generator capacity, coverage (does it power only emergency lights or full office operations?), and fuel reserve duration during extended outages.

1. Water Reserves: Many buildings maintain water reserves for interruptions. Confirm tank capacity and how many days of normal usage they can support.

Transportation and Accessibility

Filipino urban areas present unique transportation challenges:

1. Traffic Patterns: Visit the location during morning and evening rush hours to experience typical traffic conditions. A seemingly convenient location can become problematic during peak hours.

1. Public Transportation Access: For staff relying on public transportation, proximity to MRT/LRT stations, jeepney routes, or P2P bus terminals is essential. Walk the actual routes employees would take.

1. Parking Realities: Many Manila buildings have limited parking. Verify not just availability but actual ratios (number of slots per square meter leased) and overflow arrangements during high-volume days.

1. Flood-Prone Roads: Some access roads become impassable during heavy rain. Ask local businesses or building staff about which surrounding streets typically flood.

Infrastructure Reliability

Infrastructure varies significantly across Philippine business districts:

1. Internet Redundancy: Given the critical importance of connectivity and occasional service disruptions, confirm if the building has multiple ISP options and redundant lines.

1. Water Pressure: Especially in high-rise buildings, water pressure can be an issue during peak usage hours. Test taps and flushes during your tour.

1. Elevator Reliability: In tall buildings, elevator downtime can severely impact operations. Ask about the maintenance schedule and typical response time for elevator repairs.

1. Air Conditioning Efficiency: In the tropical climate, AC effectiveness is crucial. Philippine office spaces often struggle with temperature consistency—some areas freezing while others remain warm. Test different areas of your prospective space.

Cultural and Business Considerations

The Philippine business environment has unique characteristics worth considering:

1. Mixed-Use Developments: Many newer office buildings are part of mixed-use developments with residential and retail components. While convenient, this can mean competing for parking and elevators during certain hours.

1. BPO Compatibility: If your operation involves evening or overnight shifts (common in BPO industries), verify that building services and security are fully operational during these hours.

1. Cultural Spaces: Consider whether the building accommodates cultural needs like prayer rooms or lactation areas that may be important for your workforce.

1. Local Business Registration: Some localities within Metro Manila have more streamlined business registration processes than others. Ask about typical timeframes for securing business permits and certificates specific to that location.

Not every space warrants serious consideration. Here are warning signs that should give you pause:

Management Issues

• Building representatives who can't answer basic questions about operations

• Reluctance to provide current tenant references

• Excessive tenant turnover

• Visible maintenance backlogs in common areas

• Defensive responses to reasonable questions

Physical Concerns

• Water stains on ceilings or walls

• Musty or unpleasant odors

• Excessive noise from mechanical systems

• Inconsistent temperature control

• Signs of pest problems

• Outdated life safety systems

Operational Red Flags

• Unclear or verbally modified lease terms

• Pressure tactics to sign quickly

• Unwillingness to put promises in writing

• Excessive restrictions on space modifications

• Hidden fees revealed only after expressing serious interest

Location-Specific Problems

• Security concerns in surrounding areas

• Limited food or service options nearby

• Chronic traffic congestion with no alternative routes

• Evidence of street flooding during rain

• Nearby construction with uncertain completion timelines

After completing tours of potential spaces, a structured evaluation process helps ensure an objective decision:

Comparative Analysis Framework

Create a scoring matrix with weighted criteria based on your priorities. Categories might include:

• Location convenience (for staff and clients)

• Space quality and condition

• Technical infrastructure

• Building management quality

• Cost considerations

• Expansion potential

• Amenities and services

• Lease flexibility

Assign numerical scores to each property across these dimensions, weighted by importance to your operation.

Total Cost Calculation

Look beyond the base rent to calculate the true monthly cost:

• Base rent

• Common area maintenance fees

• Utilities (based on realistic estimates)

• Parking

• Additional service charges

• Anticipated annual increases

• Amortized fit-out expenses

• Security and deposits

Compare these totals across properties for a fair financial comparison.

Team Input

If appropriate, gather feedback from key team members who joined tours or viewed photographs. Different perspectives often reveal considerations you might have missed, particularly regarding daily work experience.

Future-Proofing Assessment

Evaluate each space based on your growth projections:

• How easily could the space accommodate a 20% team expansion?

• Are there adjacent spaces potentially available for expansion?

• How well would the space adapt to evolving work models?

• Does the location align with long-term industry trends in your sector?

Negotiation Strategy

Before making your final selection, determine your negotiation approach:

• Identify your must-haves versus nice-to-haves

• Establish your walk-away points on key terms

• Prepare reasonable justifications for requested concessions

• Research comparable deals to support your position

• Consider engaging a tenant representative for complex negotiations

Maintaining momentum after tours concludes is essential to securing your ideal space:

Documentation and Follow-Up

1. Organize your notes, photographs, and materials for each property

1. Send follow-up questions to property representatives

1. Request written confirmation of any verbal promises or clarifications

1. Verify any information that seemed uncertain during the tour

Due Diligence

Before committing to any space:

1. Review the building's reputation online and through industry contacts

1. If possible, speak with current tenants about their experience

1. Visit the location at different times to assess consistency

1. Check local development plans that might affect the area

1. Verify that all building certificates and permits are current

Legal Review

Have qualified legal counsel review any lease agreement, paying particular attention to:

• Early termination provisions

• Renewal options and terms

• Responsibility allocations for repairs and maintenance

• Building rules and regulations

• Improvement allowances and conditions

• Force majeure clauses (particularly important given Philippine weather events)

Taking a methodical, thorough approach to office tours places you in a position of strength—both in negotiations and in ultimately selecting a space that truly serves your business needs. While the process requires investment of time and attention, the return on this investment extends throughout your entire lease term in the form of appropriate space, fair terms, and a productive work environment.

The perfect office space balances practical considerations with the intangible qualities that make a workplace engaging and productive. By approaching tours with preparation, asking incisive questions, and evaluating options systematically, you position your business to thrive in a space that supports your operations, culture, and growth objectives.

Remember that the relationship with your landlord and building management is typically a long-term one. The impression you make during the touring and negotiation process sets the tone for this relationship. By demonstrating professionalism and thoroughness, you establish yourself as a valued tenant whose concerns will be taken seriously throughout your tenancy.

With the insights from this guide, you're well-equipped to tour private offices like a seasoned professional, ask the questions that truly matter, avoid common pitfalls, and ultimately secure a workspace that becomes a genuine asset to your business operations and culture.

Looking to rent a private office in Mandaluyong, Ortigas, or BGC? Schedule a guided tour with KMC today and discover flexible workspaces built for entrepreneurs, SMEs, and growing teams.