Renewing Your Lease: 5 Important Things to Know
by TRAVIS SMITH L
eases and lease renewals typically are not conducted on a level playing field. After all, the landlord is in the real estate business and most doc-
tors are not. By planning ahead and having professional representation, it is possible to negotiate a lower lease rate and receive a substantial tenant improvement allowance and free rent.
1) HOW DOES THE LEASE RENEWAL PROCESS WORK? An important clause found in a standard lease is the renewal option. This allows you to extend your lease for a predetermined amount of time (often three, five or 10 years) by giving your landlord advance written notice. Renewal options include terms for specific lease rates, concessions such as free rent and tenant improvement allowance, and whether a new base year for operating expenses will be granted. Whether or not a renewal clause exists in the original lease, all of these options are negotiable and play a large role in the financial structure of a lease renewal.
Renewal negotiations are most effective when conducted in the proper time frame, by having multiple viable relocation options, and by creating a strong posture to maintain the upper hand.
2) WHEN SHOULD THE PROCESS BEGIN? As a rule of thumb, you should begin to consider the renewal process 12-18 months in advance of your lease’s expiration. This is recommended so that you can compare all relocation options in the market before your current lease options expire. Tenants who miss their lease options incur more risk. Landlords view this as an opportunity to push rents higher as the window of opportunity to relocate closes. If tenants holdover (stay in the space after the lease expires), they often see penalties of 150-200
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percent of their last month’s rent and also can incur damages if they holdover without permission. The bottom line is that if there is not ample time to relocate if necessary, the landlord has a strong upper hand.
3) WHAT TYPE OF COST SAVINGS CAN BE ACHIEVED THROUGH A SUCCESSFUL RENEWAL? If properly negotiated, you can achieve significant rent savings, a build-out allowance, free rent and other concessions. It is very common to start a lease renewal term at a lower lease rate than what you currently are paying. In many markets, landlords are offering aggressive concessions and more attractive lease terms to good tenants to keep their buildings leased and avoid vacancies. The amount of overall savings will depend on the availability of competitive vacancies, the efficiencies of the buildings, and your market knowledge and ability to negotiate business points.
4) PRACTICES MAKE DURING THE PROCESS? One of the most common mistakes practices make is negotiating without the help of a commercial real estate professional, specifically one who specializes in representing healthcare providers. Some believe they can save money by not using an agent; but to benefit in real estate, leverage is the key to posture. Landlords are in the real estate business and negotiate with professional guidance. Selecting an expert to represent you provides the leverage needed to receive the best possible lease terms. Further, landlords are typically responsible for paying commissions so professional representation is available to you at no out of pocket cost.
Another mistake practices make when entering into a lease renewal negotiation is not being familiar with their current lease terms and risk exposure. Prior to contacting the landlord about a lease renewal, you
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