Fit-out planning checklist, 60 key items.

An office fit-out runs dozens of parallel tracks at once - design, engineering, construction, furniture, IT, the move. A point missed early turns into rework or a delay later. This checklist does not replace a project manager, but it helps make sure nothing falls through the cracks.

Phase 1. Brief and requirements

• Headcount confirmed for move-in day and for two years out.
• Working pattern set - fixed seating, hot-desking or hybrid.
• List of zone types drawn up - open space, meeting rooms, phone booths, kitchen, server room, reception, break-out.
• Number and capacity of meeting rooms decided.
• Project budget agreed with a breakdown - design, construction, furniture, IT, the move.
• Target move-in date set and hard deadlines locked in.
• An internal project lead appointed on the client side.
• Measured survey and technical file for the space obtained from the landlord.
• Lease terms clarified - rent-free period, contribution, permission for layout changes.
• Rules for contractors working in the building agreed (hours, lifts, noise).

Phase 2. Choosing a contractor and design

• Proposals received from at least three contractors against one shared brief.
• Contractor's portfolio checked for projects of comparable scale and type.
• References requested and checked with previous clients.
• Licences and accreditations verified, where locally required.
• Contract format agreed - fixed price or open-book costs.
• Scope of design documentation agreed - architectural, structural, mechanical, plumbing, electrical, low-voltage.
• Change order process confirmed, with defined response times.
• Design supervision arranged - who, how often, what gets recorded.
• Landlord's written approval obtained for the layout.
• Confirmed whether adapting the sprinkler and fire alarm systems is in the contractor's scope.

Phase 3. Concept and design sign-off

• Zoning concept signed off by company leadership.
• Layout checked against evacuation requirements.
• 3D renders of key zones approved and kept as a reference document.
• Materials and finishes approved with product codes and manufacturers noted.
• Logos, fonts and brand colours handed to the designer for wayfinding and branding.
• Acoustic treatment agreed - partitions, ceilings, flooring.
• Lighting specification checked - light levels by zone, source type.
• Privacy zones and requirements defined (sound isolation for meeting rooms).
• Storage and archiving plan agreed with the team.
• Accessibility requirements confirmed and built into the design.

Phase 4. Construction and site control

• Site hoarded off and isolated from any operating tenants in the building.
• Waste removal plan confirmed (skips, routes).
• Weekly progress meetings scheduled with minutes recorded.
• Design changes only go through a signed change order, verbal agreements are not accepted.
• Concealed work photographed before it is closed up - in-slab electrics, pipework behind walls.
• Engineering systems (ventilation, cooling, fire) tested before final finishes go in.
• Furniture delivery scheduled against the construction programme, not before the final clean.
• IT infrastructure connection (network, cabling, phones) included in the master schedule.
• Interim sign-off at key milestones recorded formally.
• Snagging list (punch list) built continuously, not only at final handover.

Phase 5. Furniture and technology

• Furniture spec finalised and mapped to the floor plan.
• Manufacturing and delivery lead times confirmed with the supplier, with two to three weeks of buffer.
• Desk ergonomics, height adjustment and chair support checked against the target headcount.
• Socket, USB and network port placement matches the final furniture layout.
• Room booking system selected and integrated with the corporate calendar.
• AV equipment (screens, video conferencing) tested before the team moves in.
• Access control programmed - permissions by zone, schedule.
• Wayfinding and signage installed and legible - entrances, washrooms, meeting rooms, exits.
• Storage, personal lockers and archive shelving checked against capacity.
• Office equipment (printers, MFPs) connected and tested before day one.

Phase 6. Handover, the move and operations

• Final sign-off with the contractor, every punch list item closed or logged with a fix date.
• Complete as-built documentation received.
• Warranty documents and manuals for engineering equipment handed over.
• Operating instructions for systems (ventilation, air conditioning, access control) given to the responsible staff member.
• Contractor's warranty terms set out in writing, duration, contact person.
• Move planned floor by floor and team by team, groups relocate in sequence, not all at once.
• IT equipment moved separately, inventoried before and after.
• New address communicated to counterparties, banks and government bodies.
• First 30 days after move-in set aside for collecting feedback on the engineering systems and lighting.
• Project budget closed, actuals reconciled against plan, variances documented.