Overview

In real estate, as insurance, there are independent brokers and affiliated agencies. In New York City, most commercial lease brokers represent owners or lessors of real property, and are referred to as either "managing" or "leasing" agents (agency brokerages). Their primary goal is to market and lease their clients' properties. If you (as a commercial tenant) engage an agency broker to locate space, you may not be shown all the space that's available. Or if you decide to lease space in one of the buildings marketed by the agency broker, when it comes time to negotiate the terms of the lease, who will represent your organization?

Manhattan Office Space ™ only represents commercial tenants, not owners or landlords. Its staff will provide your organization with a complete listing of all available space, a summary of the costs (including rent, electric and escalations), and comparisons with surrounding submarkets. Manhattan Office Space ™ employs an independent research firm that provides data on all commercial office space with updates daily, and our staff regularly visits locations throughout Manhattan to identify space before it's even listed.  

Finding commercial office space that meets your use requirements and budget involves a series of steps. First, it's important to decide upon using one broker, but only after you've had a chance to evaluate several. Ask for a listing of available space and have the broker tell you which you'll be shown (that way you will avoid being shown the same space by different brokers). And you don’t need to sign any exclusive agreement, binding you to one brokerage.  But it is in your best interest to use one, excellent broker to find space, instead of calling/emailing a dozen agents who will be chasing the same space.  That will lessen the landlord’s commitment to show you space and leave the impression that his/her time is being wasted (since multiple agents are chasing other spaces as well). 

Second, in the current real estate market, it’s essential to consider at least two or more spaces upon which to make offers. If you focus on only one, the chances of your offer being accepted can be problematic (due to other prospective tenants).  When the vacancy rate was higher, it was often useful to advise landlords that multiple offers were being made.  Today, that strategy can backfire and result in your offer being discarded.  And if you use a landlord’s rep or broker who often represents landlords (listing their property), they’re more likely to share that (confidential) information with the landlord.   

Third, be prepared to submit up-to-date financial statements and a brief description of your organization. This is a landlord’s market in which offers are held and compared against one another. What will make your offer stand out and motivate the landlord to rent the space to your organization? How will your business impact the neighborhood, complement the building, or add value to the leasehold? These are questions you and your broker should consider, and the answers incorporated into the offer.  So choose a broker with the same care you'd select an attorney or accountant— knowledgeable and who will save you money

Summary of Factors to Consider in leasing office space.

1. Why use a Tenant Broker?  The simple answer is you'll save money.  Office space advertised online, in a newspaper, or on a building sign directs you to landlords' agents who do not represent your interests (they represent the landlord).  As a result, the asking rent will be inflated and the agent may not show you all available space.  And unlike most who call themselves "tenant brokers," Manhattan Office Space (R) only represents tenants, not landlords.  We know the historic rents in the building, vacancy rate, and other key data which affect market price, and can obtain much better business terms for your organization.

2. Select your broker carefully.  To be effective, a broker must match your needs with the right space, draft a competitive and detailed offer that protects your rights, and structure the transaction to close in a timely manner.  He should be a licensed real estate broker, not an agent-in-training.  Also, inquire if his employer represents landlords or is acting as an exclusive leasing agent.  If so, ask for a written Tenant Agency Agreement that specifies he's working for you and will not share confidential information with the landlord. 

3. Make offers on a variety of spaces. This can significantly improve your bargaining position and provides a backup in the event your first choice is leased to someone else.  Even after an offer is accepted, most landlords continue to show the space, and some will actually lease it to another party who they feel is a better credit risk.  With a sublease, the landlord typically has the right to cancel the prime lease and recapture the space (which can result in the loss of 3-6 weeks).  In the current market, it's better to have a back-up.

4. Be proactive and market your company.  Financial statements and a company brochure or written summary should be submitted with the offer.  Landlords will not consider an offer without basic financial information, and a written overview can showcase your company.

5. Include other professionals.  If Tenant Improvements (TI) are anticipated, an architect or experienced office space planner should be consulted and any recommendations incorporated into the offer.  Your insurance broker should also review those portions of the lease that deal with property damage, personal injury, and condemnation rights.  We co-ordinate with your attorney, architect, and other professionals to complete the transaction.  We also recommend that TI be approved as part of the lease negotiations instead of after the lease is signed (a)  to avoid wasting free rent while the landlord reviews plans and (b) because there's greater bargaining power before the lease is signed (than afterwards).

6. Don't stop looking for space.  Just because your offer has been accepted by the landlord doesn't necessarily mean a lease will ultimately be consummated.  Until the lease is signed by both parties, there's no legally enforceable contract.  We therefore continue to look for space and check new listings for you until the lease is fully executed and delieverd.