For occupiers and property seekers
Renting commercial premises or offices without surprises
The base rent per m² is rarely what makes the difference. Service charges, incentives, indexation, allocation of maintenance responsibilities and handover condition determine what you actually pay over five years. Here is what to look out for and what to negotiate.
At a glance
- Always calculate the total occupancy cost: base rent, service charges, energy, VAT and fit-out.
- Incentives are easier to secure than a lower base rent.
- Check the planning designation, environmental category and clear height before signing an LOI.
What you actually pay
- Base rent per m² per year for the lettable floor area (VVO) measured in accordance with NEN 2580.
- Service charges: an advance payment per m² per year, with an annual reconciliation based on actual costs.
- Energy: with a poor energy rating, the difference compared with an A rating can easily amount to a few euros per m² per year.
- One-off fit-out: floor finishes, partition walls, data cabling, cooling and warehouse racking.
- VAT on rent and service charges for VAT-taxable lettings.
- A bank guarantee or security deposit, typically equivalent to three months' rent including service charges.
Technical checks by property type
- Industrial building or warehouse: clear height, floor loading in kN/m², number and type of overhead doors, loading docks, manoeuvring space, sprinkler system and electrical connection capacity in kVA.
- Office space: energy rating (at least C), climate control system and maintenance status, daylight, parking requirement per 100 m² and cabling.
- Retail space: pedestrian flows, frontage width, rear deliveries and statutory tenant protection for commercial premises under Article 290.
- General: asbestos survey for properties built before 1994 and the condition of the roof.
How to negotiate
Ask about vacancy levels in the building and how long the space has been on the market. If a unit has been vacant for more than six months, there is scope for incentives. Negotiate in this order: lease term and break option, rent-free period, fit-out contribution, indexation, and only then the base rent. Have the owner record the handover condition in a schedule of responsibilities with photographs, so that when you leave you are not liable for repairs to defects that were already present at the start.
Lease provisions that cost money
- Reinstatement obligations at the end of the lease: 'in its original condition' can result in a substantial repair bill.
- Uncapped indexation combined with a long lease term.
- Service charge items that are actually the owner's maintenance responsibility, such as replacing building services.
- A ban on subletting or surrendering part of the space when your business is growing or shrinking.
- No condition covering permits or fit-out financing.
Handle it yourself or use a tenant's agent
A tenant's agent works for you, not the owner, and is paid a fixed fee or a percentage of the first year's rent. Their added value lies in market knowledge of incentives, lease expertise and keeping two or three alternatives in play, preserving your negotiating position.
Frequently asked questions
How much does it cost to rent commercial premises per m²?
In the Netherlands, indicative rents for commercial premises (industrial buildings, warehouses and units) range from €55 to €110 per m² per year, with office space ranging from €110 to €350 and retail space in prime A1 locations considerably higher. These amounts are base rents per m² per year, excluding VAT and service charges. Each location page provides a local indication.
Do I have to pay VAT on the rent?
For VAT-taxable lettings, you pay 21% VAT on rent and service charges; you can reclaim this if you are VAT-liable yourself. If you are exempt (for example, healthcare, education or financial services), the owner lets the property VAT-free and usually passes on those costs through a higher base rent.
What incentives can I negotiate?
Common incentives include a rent-free period of one to three months per five-year term, a contribution towards fit-out or floor finishes, phased rent increases in the early years and a break option after three years. Incentives are easier for an owner to offer than a lower base rent.
Do I need a tenant's agent?
For more than approximately 500 m² or a lease term of five years or longer, a tenant's agent often pays for themselves: they know which incentives other tenants in the same building received and check the ROZ lease for provisions that could cost you money later. For a small unit with a standard lease, you can handle it yourself.
What should I look out for in the planning designation?
Check the environmental plan to see whether your activity is permitted, which environmental category applies and whether there are restrictions on noise, storage of hazardous substances, opening hours or retailing from commercial premises. Include a condition covering the required permits.
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