If you’re planning an office fit-out, you might be worried about the timeline. How long will the work take? How much disruption will there be? And how do you plan it around a busy, working business?
In London, those questions rarely have simple answers. Buildings vary, approvals can be required, and no two projects follow exactly the same path.
This guide is designed to give you a clear, realistic view of your office fit-out timeline, explain how the process usually works, and show where careful planning makes the biggest difference.
Want support with your office fit-out? With over 30 years of experience, HQ Renovations is here to help with quality support from start to finish. Reach out to our team today.
What Shapes an Office Fit-Out Timeline?
One of the first questions most businesses ask is, ‘How long will our office fit-out take?’ The honest answer is that it depends, and for good reason.
Office fit-outs are rarely simple, linear projects. In London, buildings vary enormously in age, condition, layout, and compliance requirements.
A small, straightforward Cat B refresh might take six to eight weeks. A full refurbishment in a multi-tenant or older building may take several months once design, approvals, and phasing are considered.
In practice, it usually comes down to a few key factors:
Starting Condition
The type and condition of your space determine the project’s direction. A shell unit, an older office, or a space being reworked will each require a different approach. Until the space is properly assessed, it is difficult to be precise about the timeline.
Scope and Complexity
Some fit-outs focus on layout and finishes. Others involve bigger changes to services or structure. The broader the scope, the more planning and coordination are usually needed.
Compliance and Approvals
Building regulations, fire safety, accessibility, and landlord approvals often influence how a project is designed and delivered, particularly in multi-tenant or older London buildings.
Design and Decision-Making
Design is about how the space works as much as how it looks. Early, clear decisions may help keep a project moving smoothly, while later changes may affect both programme and cost.
Stage 1: Defining Your Brief
Every successful office fit-out starts with a clear understanding of what you need from the space. This stage is about setting direction before any design or build decisions are made.
Getting this right early may help avoid unnecessary changes later. At this point, most briefs usually come down to three simple questions:
- What are Your Business Needs?
This is about understanding how your business operates and what the space needs to support day-to-day.
- How is Your Space Used?
Looking at how your current office is actually used often highlights what needs to change.
- What are the Priorities and Constraints?
Being clear about budgets, limitations, and non-negotiables helps keep the project realistic and focused.
A clear brief creates a solid foundation for the rest of the project. It helps guide design decisions, manage expectations, and keep the fit-out focused and efficient.
Stage 2: Design and Space Planning
Once the brief is clear and the space has been properly assessed, the focus turns to shaping how the office will actually work and feel. Good design is not just about appearance. It is about creating a space that functions well now and remains flexible for the future.
At this point, the process usually focuses on these areas:
- Layout and flow
- Ergonomics and comfort
- Refinement
- Sign-off
A well-considered design stage helps avoid compromises later. It sets a clear direction for approvals, costing, and the build itself. This is a core part of HQ Renovations’ design-led approach to making sure the space works in practice, not just on paper.
Stage 3: Approvals and Compliance
Before work can begin on site, the necessary approvals and compliance checks usually need to be in place. This stage is about making sure the project meets all relevant requirements and can move forward without unnecessary risk.
At this stage, you’ll need to ensure all building regulations are met and that any required local authority or landlord approvals have been secured. Likewise, you’ll need to confirm that your building has no specific requirements or additional conditions that must be addressed.
Understanding Your Building Requirements
Every building has specific conditions that determine what can and cannot be changed. These usually sit alongside a small set of core requirements that apply to most office fit-outs, such as:
- Fire safety and means of escape
- Accessibility and inclusive access
- Ventilation, lighting, and basic comfort standards
- Structural safety for any building changes
Checking these early helps avoid design changes or delays later.
Stage 4: The Build Phase
This is where HQ Renovations’ project management and delivery experience really comes into play.
Once the scope is agreed and everything is in place, the project moves on-site, and the space starts to take shape. HQ Renovations manages the entire build process, acting as your single point of contact from start to finish.
The build phase usually covers:
- Strip-out and Construction
Where required, existing areas are carefully stripped back before new walls, ceilings, partitions, and structural elements are built in line with the approved design.
- Services and Infrastructure
Mechanical, electrical, data, lighting, and other critical systems are installed or upgraded to support how the space will be used in practice.
- Site Management and Coordination
Trades are sequenced, quality is monitored, and progress is managed to keep the project moving safely and efficiently, with clear communication throughout.
This is where HQ Renovations’ end-to-end project management makes the biggest difference to quality, coordination, and continuity.
Stage 5: Finishing Touches
With the main construction and services in place, the focus shifts to the details that bring the office together and make it ready for everyday use.
At this point, the focus is usually on:
- Flooring and wall finishes
- Ceilings and joinery
- Decoration and final touches
- Furniture and workstations
- Storage and fixed fixtures
- Lighting and final electrical fit-off
- Signage and wayfinding
- Quality checks
Taking care at this stage helps ensure the finished office not only looks right, but also performs properly for your team from day one.
Stage 6: Handover
At this stage, final checks are conducted to ensure everything meets the highest standards. This usually involves:
- Final inspections and compliance sign-off
- Handover of documentation and certificates
- Final walkthrough of the space
- Any remaining minor adjustments
- Preparing the space for occupation
- Moving in and getting operational
A well-managed handover then helps ensure a smooth transition into the new space and avoids issues once the office is back in use.
How Much Does an Office Fit-Out Cost?
The cost of an office fit-out is shaped by decisions, not just square metres. The same space can end up at very different price points depending on its configuration, required changes, and the level of finish and performance required.
This is why headline figures and online averages rarely reflect what a real project will cost. A proper survey, a clear brief, and a defined scope are what turn a rough idea into a reliable budget.
In practice, a tailored quote is the only way to plan with confidence rather than assumptions.
Planning an Office fit out in London?
Every office, every building, and every business comes with its own challenges. That is why the most important first step is not guessing timelines or budgets, but properly understanding the space and what you need it to do.
HQ Renovations works with businesses across London to plan and deliver office fit-outs with a clear, structured process; from early advice and design through to build, handover, and ongoing support.
Get in touch with HQ Renovations to discuss your project and get tailored, practical advice based on your space today.
