6 Expenses You May Have Overlooked for Your Office Refurb

Planning an office refurbishment can be an exciting yet complex process. While most businesses account for major expenses such as office furniture, construction, and design, many hidden costs can catch companies off guard. Overlooking these factors can lead to budget overruns, project delays, and unexpected financial strain. To help you stay ahead, we’ve identified five commonly overlooked expenses that can impact your office refurbishment budget. Whether you’re updating an existing space or undergoing a complete transformation, working with an experienced office design and fit out specialist can help you avoid these hidden costs and ensure a smooth transition.

1. Time Commitment and Disruptions

One of the most underestimated costs of an office refurbishment is time. The process requires significant input from key decision-makers, including time spent reviewing designs, approving plans, and coordinating with contractors. A typical office fit out in the UK can take anywhere from 8 to 14 weeks for a standard space of up to 10,000 sq. ft.—but this does not include the discovery and design phases, which require additional time for approvals, landlord permissions, and regulatory compliance. Additionally, securing permits and legal requirements can introduce further delays, especially if the office is located in a listed building or protected area.

If your business operates during the refurbishment, disruptions can lead to decreased productivity. Employees may struggle with noise, restricted access to facilities, or changes in workflow. Planning for temporary workspace solutions, phased construction, or flexible working arrangements should be factored into your budget. Office design and fit out experts can help streamline the process by ensuring all requirements are met efficiently, reducing unnecessary delays and minimising disruption.

2. Unexpected Infrastructure Upgrades

Many businesses focus on aesthetic changes without considering the condition of their building’s infrastructure. Older office buildings often require upgrades to meet modern safety, energy, and technology standards. Issues such as outdated electrical systems, inadequate HVAC (heating, ventilation, and air conditioning), and poor plumbing can significantly impact costs if not identified early.

A thorough building survey before finalising your refurbishment plans can help uncover potential problem areas. This ensures necessary remedial work is accounted for in your initial budget rather than becoming an expensive surprise later. Investing in infrastructure improvements can also enhance the long-term sustainability and efficiency of your office. For example, upgrading an outdated heating and cooling system may require an initial financial outlay but can lead to long-term cost savings through increased energy efficiency and reduced maintenance expenses. Modernising cabling and internet infrastructure can also future-proof your office, ensuring it can handle new technologies and connectivity demands.

3. Design Changes and Contingency Planning

Office refurbishment projects rarely go exactly as planned. Unexpected adjustments, whether due to structural limitations, unforeseen challenges, or evolving business needs, can quickly add to costs. Design changes may also arise from employee feedback or compliance with updated building regulations, leading to unplanned modifications in layouts, furniture, or technology integration.

To accommodate these changes, it is essential to allocate a 10-20% contingency budget. This allows flexibility without derailing your project’s financial plan. Carefully reviewing your initial office design and fit out proposal and working with a reliable contractor can minimise the likelihood of last-minute changes and cost increases. Transparent communication with your fit-out team and thorough planning from the outset can also help ensure that modifications remain within a manageable scope and budget.

4. Temporary Workspace and Relocation Costs

If your refurbishment is extensive, your employees may need a temporary workspace. Many businesses forget to factor in the costs of alternative office spaces, off-site working arrangements, or temporary storage solutions. The cost of renting a co-working space, securing temporary storage for office furniture, or setting up remote work infrastructure can quickly add up.

For smaller refurbishments, businesses may opt for phased renovations to allow continued operations. However, for larger-scale projects, renting co-working spaces or securing temporary office setups may be necessary. These additional expenses, including moving costs and IT setup for remote work, should be included in your initial planning to avoid unexpected disruptions and financial burdens. Ensuring that IT infrastructure and communication systems are in place to support remote work during refurbishment can help maintain workflow and productivity.

5. Long-Term Operating Costs

Many businesses focus on the upfront costs of an office refurb but fail to consider the long-term financial impact. Energy-efficient systems, high-quality materials, and sustainable design choices may require a larger initial investment but can save businesses significant amounts in ongoing maintenance and utility costs.

For example, installing energy-efficient LED lighting, optimising HVAC systems, and incorporating smart office technology can reduce electricity consumption and lower operational expenses. Investing in durable, high-quality office furniture can also minimise the need for frequent replacements, reducing costs over time. Additionally, selecting sustainable materials and environmentally friendly office layouts can contribute to corporate social responsibility goals and compliance with UK sustainability standards. Businesses that prioritise eco-friendly design elements may also be eligible for tax incentives or government grants for energy-efficient upgrades.

6. Compliance and Health & Safety Costs

Another often-overlooked expense is compliance with UK workplace regulations and health and safety requirements. Ensuring that an office refurbishment meets fire safety, disability access, ventilation, and workplace safety standards is crucial. Failing to adhere to these regulations can result in costly fines or forced modifications after completion.

Fire safety assessments, emergency exit accessibility, ergonomic workspace design, and electrical compliance checks all add to the overall budget. Consulting with a professional office design and fit out specialist can ensure that all legal requirements are met, avoiding unexpected costs later in the project.

Plan Your Office Refurbishment with Confidence

At Bates Studio, we specialise in creating inspiring workspaces that are functional, sustainable, and tailored to your business needs. Our expert office design and fit out team takes a collaborative approach, ensuring that every aspect of your refurbishment is carefully planned and executed without unexpected costs.

From comprehensive building assessments to future-proofing your workspace with energy-efficient solutions, we work with you to deliver a seamless office transformation. Whether you’re looking to enhance productivity, create a culture-driven workspace, or improve employee well-being, we’re here to help.

Let’s bring your vision to life. Contact Bates Studio today to discuss your office refurbishment project and create a workspace that works for you.