The Leasing Process

Leasing an office in a company's name usually moves through viewing, negotiation, submitting a letter of intent, landlord approval and signing the formal lease. Landlords and agents need to verify the tenant's identity and ability to perform, so each stage calls for supporting documents. Preparing them early keeps things moving.

Company Identity Documents

Proving the company legally exists and is authorised to sign is the foundation. Common requests include:

  • Certificate of Incorporation (CI): confirming the company is registered in Hong Kong.
  • Business Registration (BR): showing the registered name, address and validity.
  • Annual return or Companies Registry records: to verify current directors and shareholders.
  • Director or authorised signatory ID: generally a copy of an identity card or passport.

If someone other than a director signs, a board resolution or authorisation letter setting out the signing authority may also be required.

Letter of Intent and Lease

Once you find a suitable unit, you typically submit a Letter of Intent (LOI) stating the proposed rent, term, rent-free period, deposit and key conditions, sometimes with a small good-faith payment. The LOI is usually preliminary; once both sides agree on terms, a lawyer or agent drafts the formal Tenancy Agreement.

Before signing, review the permitted use, rent review mechanism, repair obligations, subletting limits and notice periods carefully. For larger sums or longer terms, seek professional advice first.

Deposit and Guarantee

Landlords usually require a deposit, commonly a few months' rent, to secure performance. Some may ask for an additional guarantee, such as a personal director's guarantee or a bank guarantee, especially for newer companies with a limited financial record. Actual requirements depend on the landlord's policy and the tenant's profile, so clarify them during negotiation.

Preparation Tips

Before viewing, gather up-to-date copies of your company documents and set aside funds for stamp duty and the first month's rent plus deposit. Complete paperwork not only smooths approval but also signals a serious, stable tenant during negotiation.