{"id":121922,"date":"2018-10-26T16:57:37","date_gmt":"2018-10-26T15:57:37","guid":{"rendered":"https:\/\/startups.co.uk\/?p=121922"},"modified":"2021-11-15T14:28:58","modified_gmt":"2021-11-15T14:28:58","slug":"commercial-lease-rent-reviews","status":"publish","type":"post","link":"https:\/\/startups.co.uk\/premises\/legal\/commercial-lease-rent-reviews\/","title":{"rendered":"Rent reviews: How to handle a rent increase on your commercial lease"},"content":{"rendered":"<p>So, you&rsquo;ve signed a commercial lease and moved your start-up into a new business premises. You know exactly how much rent you&rsquo;ll be paying each quarter &ndash; but what happens when that changes?<\/p>\n<p>Any long-term commercial lease will likely be subject to rent reviews, during which your landlord might decide to change your rent &ndash; potentially introducing a rent increase.<\/p>\n<p>Of course, as a tenant, you want to keep rent on your business premises as low as possible, so it&rsquo;s fortunate that you don&rsquo;t have to accept your landlord&rsquo;s proposed rise without debate. But it is important that you understand how to properly contest an impending rent rise, and how to negotiate effectively for a fairer rent.<\/p>\n<p>So, read on for everything you need to know about commercial rent reviews and how negotiating through them works&hellip;<\/p>\n<p>This article will cover:<\/p>\n<ol>\n<li><a href=\"#what\">What a rent review is<\/a><\/li>\n<li><a href=\"#how\">How rent reviews work<\/a><\/li>\n<li><a href=\"#clause\">Your rent review clause<\/a><\/li>\n<li><a href=\"#advisor\">Hiring an advisor<\/a><\/li>\n<li><a href=\"#market\">Researching the rental market<\/a><\/li>\n<li><a href=\"#dispute\">Solving rent review disputes<\/a><\/li>\n<li><a href=\"#after\">What happens after agreement<\/a><\/li>\n<\/ol>\n<p><a name=\"what\"><\/a><\/p>\n<hr>\n<h2><span style=\"color: #ff0000\">What is a rent review?<\/span><\/h2>\n<p>At regular intervals &ndash; usually every three to five years &ndash; your commercial lease will be subject to a rent review.<\/p>\n<p>In other words, your landlord will value the premises and review the rent they&rsquo;re charging you for it, with a view to adjusting the amount so that it better aligns with current market conditions and the state of the property.<\/p>\n<p>Unfortunately, most commercial leases specify that rent can be adjusted &ldquo;upwards only&rdquo;, which means your rent can only either increase or stay the same with each review. Even if market prices are falling, your rent will remain static rather than decrease.<\/p>\n<p><a name=\"how\"><\/a><\/p>\n<hr>\n<h2><span style=\"color: #ff0000\">How do rent reviews on commercial leases work?<\/span><\/h2>\n<p>There are several methods by which your landlord might carry out a rent review.<\/p>\n<p>The process your landlord is required to follow will be set out in the rent review clause of your commercial lease. So, to get the clearest idea of how yours will work, the best thing to do is thoroughly read that clause.<\/p>\n<p>In general, though, it&rsquo;s likely that your landlord will look to work out your new rent in one of two ways:<\/p>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li style=\"color: #fb4b4e\"><span style=\"color: #ff0000\"><strong>According to open market rental value.<\/strong><\/span><span style=\"color: #000\"> This refers to the rent your landlord can reasonably expect to receive for the property, based on its value and the rents that are being paid for similar properties &ndash; with similar lease terms &ndash; in the local area. The majority of commercial rent reviews are carried out in this way.<\/span><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<ul>\n<li style=\"color: #fb4b4e\"><span style=\"color: #ff0000\"><strong>According to the Retail Prices Index (RPI).<\/strong><\/span><span style=\"color: #000\"> The RPI measures average changes in the prices of goods and services across the UK. Therefore rent that aligns with the RPI reflects general inflation levels rather than changes in the rental market specifically.<\/span><\/li>\n<\/ul>\n<p>While regular rent increases might sound like a poor deal, the good news is that you don&rsquo;t have to accept the new rent your landlord proposes. Any increase at all can be subject to review, debate and negotiation&hellip;<\/p>\n<h3>Negotiating a rent review: The process<\/h3>\n<p>While each rent review can differ, in general, a rent review negotiation is likely to follow these stages:<\/p>\n<ol>\n<li style=\"list-style-type: none\">\n<ol>\n<li style=\"color: #fb4b4e\"><span style=\"color: #000\">Your landlord will send, in writing, a trigger notice &ndash; in other words, they will inform you that they&rsquo;re going to increase your rent and detail how much by.<\/span><\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<p>&nbsp;<\/p>\n<ol>\n<li style=\"list-style-type: none\">\n<ol>\n<li style=\"color: #fb4b4e\"><span style=\"color: #000\">You and your advisor (more on them below) will respond to the rent increase notice with a counter notice that says you do not accept the landlord&rsquo;s proposed rise.<\/span><\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<p>&nbsp;<\/p>\n<ol>\n<li style=\"list-style-type: none\">\n<ol>\n<li style=\"color: #fb4b4e\"><span style=\"color: #000\">Your advisor will negotiate with your landlord on your behalf. At this stage, a new rent amount that both parties are happy with may be agreed.<\/span><\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<p>&nbsp;<\/p>\n<ol>\n<li style=\"color: #fb4b4e\"><span style=\"color: #000\">If you and your landlord can&rsquo;t agree on a new rent, a third party will need to be appointed to solve the dispute (more on this below).<\/span><\/li>\n<\/ol>\n<p>But that&rsquo;s far from all there is to it. Before a negotiation can get going in earnest, you&rsquo;ll need to understand some crucial elements of the rent review process&hellip;<\/p>\n<hr>\n<p>&nbsp;<\/p>\n<div style=\"padding: 12px;background-color: #eff0f0;border: 0px;border-style: solid;border-color: #FF0000\">\n<p>If you&rsquo;re looking for start-up office space that operates on more flexible terms than leasing your own commercial property does, <strong>coworking<\/strong> could be a more affordable, less complex option for your business.For help with finding the best coworking spaces for you, tell us what you&rsquo;re looking for via the form at <a href=\"#top\">the top of this page<\/a>, and you&rsquo;ll receive offers tailored to your business&rsquo; needs.<\/p>\n<\/div>\n<p>&nbsp;<\/p>\n<p><a name=\"clause\"><\/a><\/p>\n<hr>\n<h2><span style=\"color: #ff0000\">Understanding your rent review clause<\/span><\/h2>\n<p>The rent review clause of your commercial lease will explain everything you need to know about your reviews, so it&rsquo;s worth reading and digesting it even if you&rsquo;re not expecting a review any time soon.<\/p>\n<p>The clause should explain:<\/p>\n<ul>\n<li style=\"color: #fb4b4e\"><span style=\"color: #000\">How your landlord is to conduct the rent review process<\/span><\/li>\n<li style=\"color: #fb4b4e\"><span style=\"color: #000\">The process that any negotiations need to follow<\/span><\/li>\n<li style=\"color: #fb4b4e\"><span style=\"color: #000\">How any disputes between you and your landlord are to be solved<\/span><\/li>\n<\/ul>\n<p>As well as this, the clause will detail some crucial dates and timescales that you&rsquo;ll need to make note of in your diary. These include:<\/p>\n<h3>Your rent review dates<\/h3>\n<p>It&rsquo;s important that you&rsquo;re well aware of the dates on which your rent reviews are going to take place. It may seem unnecessary but it&rsquo;s actually worth considering your rent review strategy as far as 18 months in advance.<\/p>\n<p>&nbsp;<\/p>\n<div style=\"padding: 12px;background-color: #ffffff;border: 3px;border-style: solid;border-color: #FF0000\">At least 12 months ahead of your next review, you should start monitoring the local rental market. Look into hiring a rent review advisor to help you with the process, set a budget rent, and establish in which direction market rents are moving.<\/div>\n<p>&nbsp;<\/p>\n<p>This will show you the best time to start negotiations: if the market is rising, you should look to initiate negotiations as early as the lease permits. If market rents are falling, you should wait as long as possible before starting negotiations, collecting as much evidence as you can that prices are dropping.<\/p>\n<h3>When you can hire a rent review advisor<\/h3>\n<p>Having the help of a professional advisor or surveyor throughout the review process will likely prove invaluable. But it may be that your rent review clause specifies a particular time frame in which you&rsquo;re permitted to hire one.<\/p>\n<p>It&rsquo;s best to get the assistance of a professional as early in the process as your lease allows so that they can start monitoring your local rental market and gathering evidence for what they believe your rent should be.<\/p>\n<p>You don&rsquo;t want to miss out on the opportunity to have a professional on your side &ndash; so be sure not to miss your deadline for hiring one.<\/p>\n<h3>The notice your landlord has to give<\/h3>\n<p>Your landlord will need to inform you in good time if they&rsquo;re planning to increase your rent. Typically, they&rsquo;ll be required to send the trigger notice with three months&rsquo; notice, although this won&rsquo;t be the same for everyone.<\/p>\n<p>You should be aware of this timescale as it may be that, if your landlord doesn&rsquo;t inform you of an impending rise ahead of the deadline for doing so, they no longer have the right to impose the increase.<\/p>\n<h3>How long you have to start negotiations<\/h3>\n<p>Your commercial lease will only give you a certain amount of time in which to respond to your landlord&rsquo;s notice, contest an impending rise and initiate negotiations for a new rent.<\/p>\n<p>It has been known for tenants to end up paying inflated rents because they&rsquo;ve failed to respond to their landlord within the time limit given &ndash; avoid this fate by being fully aware of your deadline so that if the time comes, you can respond well in advance.<\/p>\n<p><a name=\"advisor\"><\/a><\/p>\n<hr>\n<h2><span style=\"color: #ff0000\">Hiring a professional advisor<\/span><\/h2>\n<p>We would strongly advise enlisting the professional services of a rent review surveyor or advisor.<\/p>\n<p>Such an expert can:<\/p>\n<ul>\n<li style=\"color: #fb4b4e\"><span style=\"color: #000\">Help you research the local rental market, value your property and objectively determine the rent you should rightfully pay<\/span><\/li>\n<li style=\"color: #fb4b4e\"><span style=\"color: #000\">Negotiate with your landlord on your behalf<\/span><\/li>\n<\/ul>\n<p>Hiring professional help will of course be more expensive than doing it yourself, but an advisor\/surveyor should easily make up for what they&rsquo;ve cost by securing you the best rent possible.<\/p>\n<h3>How to find the right surveyor\/advisor<\/h3>\n<p>To find a suitable rent review surveyor\/advisor, try consulting:<\/p>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li style=\"color: #fb4b4e\"><span style=\"color: #ff0000\"><strong>The RICS.<\/strong><\/span><span style=\"color: #000\"> This organisation, the Royal Institution of Chartered Surveyors, can provide a list of suitably experienced chartered surveyors in your area.<\/span><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li style=\"color: #fb4b4e\"><span style=\"color: #ff0000\"><strong>Other business tenants in your area.<\/strong><\/span><span style=\"color: #000\"> They may be able to provide recommendations for surveyors\/advisors they&rsquo;ve worked with.<\/span><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<ul>\n<li style=\"color: #fb4b4e\"><span style=\"color: #ff0000\"><strong>Your property agent.<\/strong><\/span><span style=\"color: #000\"> If you used an agent to acquire your property, they&rsquo;ll probably have, or be able to recommend, a suitable surveyor\/advisor (they&rsquo;ll also have the benefit of knowing how the original transaction was brokered, which can also assist negotiations).<\/span><\/li>\n<\/ul>\n<p>Before you choose an advisor\/surveyor, ask all of your options for a written proposal outlining what they will do for their fee. This is a good way to establish who will work best on your behalf.<\/p>\n<p>Remember: the agent offering the lowest fee may not always be the best candidate.<\/p>\n<h3>How much will a rent review surveyor\/advisor cost?<\/h3>\n<p>The fees you pay a rent review advisor will largely depend on:<\/p>\n<ul>\n<li style=\"color: #fb4b4e\"><span style=\"color: #000\">The size of the premises in question<\/span><\/li>\n<li style=\"color: #fb4b4e\"><span style=\"color: #000\">The complexity of the case<\/span><\/li>\n<\/ul>\n<p>It&rsquo;s often useful to agree a success-related element &ndash; for example, they can charge you more if they win you a good result &ndash; to ensure they&rsquo;re incentivised to work for the best possible outcome.<\/p>\n<p><a name=\"market\"><\/a><\/p>\n<hr>\n<h2><span style=\"color: #ff0000\">Understanding the market<\/span><\/h2>\n<p>Understanding the rental market around you is key to negotiating your rent &ndash; and coming up with a fair rent to suggest to your landlord.<\/p>\n<p>In order to do this, you&rsquo;ll need to research local premises that are similar to yours &ndash; with similar lease terms &ndash; and see what their rents are, and how they compare to yours.<\/p>\n<p>It&rsquo;s a good idea to have done this research well in advance of your rent review date. That way, if your landlord proposes a rent that seems high compared to what similar properties are achieving, you&rsquo;ll have the information you need to kick negotiations off already.<\/p>\n<p>&nbsp;<\/p>\n<div style=\"padding: 12px;background-color: #ffffff;border: 3px;border-style: solid;border-color: #FF0000\">Don&rsquo;t worry if this seems overwhelming &ndash; if you&rsquo;ve hired a professional advisor, they should be able to play a big part in this process, carrying out indepth research and relaying what they find back to you.<\/div>\n<p>&nbsp;<\/p>\n<p>For this research to be as accurate as possible, you (or your advisor) should only be researching properties that are truly similar to yours.<\/p>\n<p>You can determine how similar a premises is to yours by comparing:<\/p>\n<ul>\n<li style=\"color: #fb4b4e\"><span style=\"color: #000\">How old it is<\/span><\/li>\n<li style=\"color: #fb4b4e\"><span style=\"color: #000\">The condition it&rsquo;s in<\/span><\/li>\n<li style=\"color: #fb4b4e\"><span style=\"color: #000\">The building&rsquo;s specifications<\/span><\/li>\n<li style=\"color: #fb4b4e\"><span style=\"color: #000\">Its amenities, for example air conditioning, central heating, good plumbing<\/span><\/li>\n<li style=\"color: #fb4b4e\"><span style=\"color: #000\">The location it&rsquo;s in<\/span><\/li>\n<li style=\"color: #fb4b4e\"><span style=\"color: #000\">The property&rsquo;s most valuable potential use<\/span><\/li>\n<\/ul>\n<p>When it comes to retail premises in particular, the building&rsquo;s location can make a huge difference to rent. In some cases, even different sides of the same street can fetch different valuations.<\/p>\n<p>There will be an assumption in place that the property is being used for its most valuable purpose (i.e. that which achieves the highest rent and charges) even if it isn&rsquo;t. So, no matter what you&rsquo;re using it for, rent for your space will usually be based on its most valuable potential use.<\/p>\n<p>For example, say that office spaces achieve higher rent than storage space. If you&rsquo;re using your premises to store stock but it could be used as offices, your rent will be calculated as if you&rsquo;re using the premises as office space. So, you&rsquo;ll need to take potential uses into account when looking into other properties.<\/p>\n<p>&nbsp;<\/p>\n<div style=\"padding: 12px;background-color: #ffffff;border: 3px;border-style: solid;border-color: #FF0000\">\n<h3>Taking improvements into account<\/h3>\n<p>If the property has structurally, aesthetically or otherwise improved since you first moved in, it could be that this is taken into account during your rent review and used as a reason to raise your rent.<\/p>\n<p>If your landlord is the one who&rsquo;s made these improvements, this is their prerogative. However, if you&rsquo;ve paid for the improvements yourself, your landlord should not raise your rent as a result. In spite of this, though, they may still try to.<\/p>\n<p>For this reason it&rsquo;s crucially important that you keep a record of any improvements that you make to the property during your tenancy, so you can prove they came out of your pocket and so don&rsquo;t call for extra rent.<\/p>\n<\/div>\n<p>&nbsp;<\/p>\n<h3>What other factors will help my negotiations?<\/h3>\n<p>Alongside the expertise and negotiating prowess of your advisor &ndash; plus the reasonableness of your new rent request &ndash; there are several other factors that might help your cause.<\/p>\n<p>For example, your counter proposal is likely to be considered more favourably by your landlord if:<\/p>\n<ul>\n<li style=\"color: #fb4b4e\"><span style=\"color: #000\">You&rsquo;ve been a good tenant who always pays rent and charges on time<\/span><\/li>\n<li style=\"color: #fb4b4e\"><span style=\"color: #000\">Your landlord hasn&rsquo;t always lived up to their obligations<\/span><\/li>\n<li style=\"color: #fb4b4e\"><span style=\"color: #000\">The local property market is slow, and your landlord would find it difficult to find a new tenant if you ended your lease<\/span><\/li>\n<\/ul>\n<p><a name=\"dispute\"><\/a><\/p>\n<hr>\n<h2><span style=\"color: #ff0000\">Solving an ongoing dispute<\/span><\/h2>\n<p>It may be that you and your landlord are unable to agree on a new rent. Perhaps you even suspect that your landlord is employing delaying tactics; refusing to agree now in order to better capitalise on a rising rental market (this is frustrating for a tenant, but has been known to happen).<\/p>\n<p>The good news is that such disputes can be solved &ndash; and your commercial lease will tell you exactly how it should be done.<\/p>\n<p>In most cases, however, your lease will instruct that you appoint a third party, such as a local chartered surveyor specialising in rent reviews, to make the call.<\/p>\n<p>This third party can be placed in one of two roles. Your lease will explain whether they need to act as:<\/p>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li style=\"color: #fb4b4e\"><span style=\"color: #ff0000\"><strong>An arbitrator.<\/strong><\/span><span style=\"color: #000\"> In this case the third party would consult both you and your landlord, and listen to and assess your arguments. They would then decide on the new rent based on these cases.<\/span><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<ul>\n<li style=\"color: #fb4b4e\"><span style=\"color: #ff0000\"><strong>An independent expert.<\/strong><\/span><span style=\"color: #000\"> In this case the third party would use their own expertise to decide on the new rent, often without consulting you or your landlord at all.<\/span><\/li>\n<\/ul>\n<p>Once a third party gets involved, it&rsquo;s often the case that the dispute is solved within a couple of months. But be aware that it may cost both you and your landlord around &pound;1,000 each to appoint this party.<\/p>\n<p>&nbsp;<\/p>\n<div style=\"padding: 12px;background-color: #ffffff;border: 3px;border-style: solid;border-color: #FF0000\">Important: If the third party deems that someone involved in the process (namely you or your landlord) has behaved unreasonably, they can award costs against them &ndash; so be sure to conduct yourself professionally and don&rsquo;t push for unrealistic, unreasonable results if you&rsquo;d like to avoid this costly outcome.<\/div>\n<p>&nbsp;<\/p>\n<p>If you&rsquo;re still not happy with the result, you might be able to appeal to the court, although this may be an expensive process for you.<\/p>\n<p><a name=\"after\"><\/a><\/p>\n<hr>\n<h2><span style=\"color: #ff0000\">What&rsquo;s next?<\/span><\/h2>\n<p>A rent review can take as little as a month or as long as several years to negotiate, depending on whether the review leads to an early consensus or a continuing dispute.<\/p>\n<p>&nbsp;<\/p>\n<div style=\"padding: 12px;background-color: #ffffff;border: 3px;border-style: solid;border-color: #FF0000\">Importantly, you&rsquo;ll continue to pay your current rent &ndash; rather than any new amount suggested &ndash; while negotiations are taking place. But, if the rent finally agreed on is higher than your current rent, you&rsquo;ll need to make back payments to cover the difference back to the review date. You may also have to pay interest.<\/div>\n<p>&nbsp;<\/p>\n<p>So, it&rsquo;s in your best interests to resolve the matter quickly &ndash; which is why recording important dates and thinking about your strategy as early as possible is key.<\/p>\n<p>Once the new rent has been agreed, you&rsquo;ll need to keep a signed copy of the rent review memorandum &ndash; which details the new rent that&rsquo;s been confirmed &ndash; for your records. It&rsquo;s best to keep this with your copy of your commercial lease.<\/p>\n<p>Negotiating a rent review can be a stressful process &ndash; after all, it concerns your hard-earned money and your all-important business premises.<\/p>\n<p>But by being prepared, knowing your stuff and getting the advice and help of a professional (and, of course, being a stellar tenant in general), you&rsquo;ll give yourself the best chance of success!<\/p>\n<p>Good luck!<\/p>\n\n","protected":false},"excerpt":{"rendered":"<p>So, you&rsquo;ve signed a commercial lease and moved your start-up into a new business premises. You know exactly how much rent you&rsquo;ll be paying each quarter &ndash; but what happens when that changes? Any long-term commercial lease will likely be subject to rent reviews, during which your landlord might decide to change your rent &ndash; [&hellip;]<\/p>\n","protected":false},"author":85235,"featured_media":121930,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[2962,4325],"tags":[],"acf":[],"yoast_head":"\n<title>Rent reviews: How to handle a rent increase on your commercial lease<\/title>\n<meta name=\"description\" content=\"Rent reviews on commercial leases can be complex processes. 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