The steps landlords should take to fill a vacant office space

With the average office vacancy rate in Hertfordshire sitting at 8.2%, the highest in the decade, landlords need to be extremely conscious of how to market their properties effectively to get them filled as soon as possible.

Success comes to those who adopt a proactive, holistic approach; one that accentuates every advantage of your space, targets the right audience, and minimises time on the market. Drawing on our decades of office-letting experience, we’ve put together a step‑by‑step playbook to ensure your next void is a very brief one:

 

Choose your location and your ideal tenants wisely

Location is critical for all occupiers. You cannot physically reposition your building, so you must position your marketing.

If your property is under 2,000 sq ft

Appeal to local tenants, including SMEs, professional services organisations, and start‑ups. Use a prominent ‘To Let’ board, list on mainstream property portals (e.g. Rightmove, Zoopla), and ensure registration on local authority vacant premises registers. Engage the local community, chambers of commerce, and business networks to spread the word by word‑of‑mouth.

If your property is over 2,000 sq ft

Widen your net to regional or national occupiers. Retain all the local outlets above but elevate your profile through targeted mail‑outs to occupier contacts, LinkedIn posts, and email newsletters. Consider a formal building launch or open‑house event, inviting influential agents and corporate occupiers.

You can also look into whether your local area has any sector-specific business hubs, such as finance or tech, and tailor your messaging to those sectors. Showcase case studies of existing tenants in that field or reference local sector‑specific business parks.

 

Prioritise making an excellent first impression

Occupiers will inevitably gravitate to the best-looking space on the market. If your building doesn’t stand out, it simply won’t get viewed. Here are some tips to maximise the aesthetic appeal of your space:

  • Remove dated or poor‑quality furniture
  • Wherever possible, revert heavily partitioned plans to bright, open spaces that are optimal for collaboration
  • Include well-designed kitchenettes and breakout areas
  • Clean or replace carpets and flooring as required
  • Use a fresh lick of neutral paint to give your prospective tenants a high-quality blank canvas
  • Ensure you have streak‑free glazing and working blinds

 

Create a positive work environment

Today’s occupiers don’t just want four walls and a roof; they want an environment that boosts morale and productivity. In your marketing materials and viewings:

  • Highlight natural daylight and sightlines
  • Emphasise ventilation, air quality, and comfort
  • Showcase communal areas or outdoor terraces if available
  • Use high‑quality photography and, where budget allows, a short video tour to bring the space to life online

 

Invest in ESG

Environmental, Social and Governance credentials have migrated from “nice to have” to “must‑have”, especially for corporate tenants looking to bolster their green report. Consider investing in:

  • Renewables, such as solar PV installations to offset electricity use
  • Efficient heating, ventilation, and air conditioning; for example, by swapping gas‑fired heating for electric air‑source heat pumps with heat‑recovery ventilation
  • Eco-friendly water management, such as rainwater harvesting for WCs or irrigation
  • Sustainable transport options by including EV charging bays in the car park and secure cycle parking

Emphasise these enhancements in your brochures and energy performance certificates. It isn’t just good for the planet; it attracts “green‑minded” occupiers and can justify a small premium on rent.

 

Don’t race to the bottom on rent

Rent is rarely the primary decision‑maker, unless two properties are otherwise identical. A tempting “cut‑price” headline rent may generate enquiries, but it also:

  • Attracts bargain hunters who aren’t a long‑term fit
  • Cheapens your asset in the eyes of quality occupiers
  • Sends an unspoken message that something must be wrong with the building

Instead, review rents in similar buildings locally and regionally. That way you can set a rent that aligns with the market and offer incentives to position your assets competitively. These incentives can include rent-free periods or fit-out contributions, as these don’t undermine your property’s value

In viewings and marketing packs, highlight why your building represents a superior opportunity, whether that’s the specification, location, ESG credentials or the quality of landlord support.

 

Choose the right commercial property agents

Your agency partners are your eyes and ears in the market. To get the best coverage, ensure you go for an expert in your local area. Ask your prospective agency about their experience in your area and sectors, making sure they provide you with relevant case studies and testimonials.
Once you commence your agency partnership, share all marketing materials, floorplans and site‑visit slots promptly so the agents can get started with filling your space as soon as possible. It’s also advisable to arrange regular feedback sessions to adjust your strategy based on prospect feedback.

From targeting the right tenant audience, through to flawless presentation, ESG enhancements and intelligent rent positioning, each step reduces vacancy time and safeguards your asset’s value. Looking for a Hertfordshire office lettings specialist? Find out more about our expertise here

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