1) Treat defects as evidence
Defects are not only facilities issues – they often reappear at check-out.
• Photograph it
• Date it
• Store it somewhere safe
• Notify the relevant party (landlord/managing agent) in writing
• Track responses and actions
2) Consider an in-term condition review (especially in older stock)
An in-term survey is like checking your bank balance before a big purchase. It tells you where you stand.
• Identify developing liabilities early
• Plan repairs gradually, rather than in a frantic last sprint
• Confirm what your responsibility is vs the landlord’s
• Support negotiations if you’re renewing, re-gearing, or exercising a break
3) Compliance & safety audits: keep them documented
• Understand statutory obligations relevant to your demised premises
• Identify gaps in landlord-provided documentation
• Prioritise actions based on risk, not panic
4) Alterations, licences, and the “reinstatement trap”
If you’ve altered the space (fit-out, partitions, cabling, HVAC adjustments), your lease may require reinstatement, even if the next occupier doesn’t want it.
• Keep copies of your Licence to Alter and approvals
• Maintain as-built drawings and specs
• Record what was changed and when
• Seek early clarity on reinstatement expectations
This is one of the most controllable parts of lease-end exposure.
Paperwork now = fewer surprises later.
5) Leave an evidential trail of your own
• Photograph condition at hand back
• Retain contractor invoices and completion evidence
• Record correspondence and agreements
• Confirm any landlord approvals in writing
9–6 months out
• Dilapidations assessment
• Budget and strategy decision
• Contractor planning (if doing works)
6–3 months out
• Deliver works or negotiate settlement
• Confirm reinstatement approach
• Maintain documentation
Final months
• Handover plan
• Final evidence capture
• Close out agreements in writing
The strongest lease-end outcomes usually come from occupiers who:
• Document condition early
• Keep records tidy
• Don’t let defects drift
• Treat exit as a project that builds over time
Key ideas underpinning dilapidations
The occupiers who handle lease exits best aren’t usually the ones who spent the most on lawyers at the end. They’re the ones who managed the building as an asset all along – keeping records, fixing issues early, and seeing exit as a gradual process, not a sudden crisis.
That doesn’t mean spending more time on your building than on your business. It means having the right people alongside you, so that when the moments that matter arrive, you’re ready for them.
If you’re in occupation and want to lower your lease-end risk, or if you’re planning a move and need a strategy based on evidence, we’re here to help you get clear answers and act with confidence.
