Alterations and landlord consent

Commercial fit-out work should be checked against the lease before contractors are instructed. Consent may be needed even where the work is internal and planning permission is unnecessary. ^[1]

Define the proposed works package

Supply drawings, specifications, method statements and the programme. Identify structural work, service connections, signage and anything affecting common parts. Ask whether superior landlord, lender or insurer approval is also required.

Clarify who obtains planning and building control approval and who pays the landlord's review costs. A licence for alterations should identify the approved documents so a later change does not quietly fall outside consent.

Resolve the end-of-lease treatment

Discuss reinstatement, ownership of installed equipment and delivery of completion certificates. If the landlord can require removal later, establish how that requirement is communicated and when the decision must be made.

The initial condition record should remain distinguishable from the altered layout. Dilapidations preparation needs the licence and completion evidence. Keep contractor warranties and as-built information where appropriate, so a future buyer or adviser can understand what was authorised and what was actually installed.

Identify every part of the building the works affect Describe the fit-out by reference to the building elements involved, including structure, services and areas outside the unit. An internal installation may need cabling through common parts, a roof penetration or equipment mounted on an external wall. Mark those connections on the drawings rather than confine the application to the tenant's floor layout. Ask the solicitor which provisions regulate the work and which other parties may need to consent. The relevant question is the scope of the intervention, not simply whether the contractor calls it an internal refurbishment.

Provide a specification that explains the intended equipment, installation method and programme. Identify temporary arrangements such as scaffolding, delivery access or shutdown of a shared service. If works are phased, describe what will be completed at each stage and whether the business will trade during construction. The landlord's technical reviewer needs enough information to assess the proposal, while the solicitor needs to connect the authorised work with the correct documents. A vague consent request can produce an equally vague response that becomes difficult to rely on when the design changes. ## Coordinate technical approval with the legal licence Ask which drawings and revisions will be listed in the licence for alterations. Keep a single current set for the design team, contractor and advisers, with superseded versions clearly identified. If the landlord's surveyor approves a technical detail, confirm how that approval fits the legal consent process. A technical email may be only one step towards the completed licence. The RICS leasing code treats alteration controls, fit-out requirements and reinstatement as matters needing clear agreement. ^[1] Establish the complete approval route before treating one favourable response as authority to commence.

Identify separate statutory approvals and the person responsible for obtaining them. Where an authority or insurer requires a change, update the landlord's application as necessary so the final project remains consistent. Ask how review fees, professional costs and any security for works are calculated and when they become payable. If the business has a fixed opening date, discuss the unresolved consent steps before booking non-refundable contractor time. The commercial programme should reflect the actual dependencies, including time for a revised submission where an initial design is not accepted. ## Follow the authorised design during construction Give the contractor the approved drawings and the conditions affecting how the work must be carried out. A contractor proposing a practical substitution should know who can approve it and whether further landlord consent is needed. Keep a record of material variations rather than rely on an informal instruction from a site visit. A small change to equipment location can affect structure, noise, access or maintenance rights. The business should not discover at lease end that the installed system differs from the one described in its licence.

Record inspections, completion documents and any testing or commissioning information required by the agreement. If a defect or damage to another part of the building occurs, preserve the evidence and notify the relevant people through the agreed process. Distinguish practical completion of the contractor's work from satisfaction of every licence condition. The landlord may require particular certificates or as-built drawings. Ask the adviser which items remain outstanding so the fit-out file closes with the required evidence rather than only the contractor's final invoice. ## Decide how the installation will be treated later Before committing to the works, understand whether they must be removed at the end of the lease or whether the landlord can require reinstatement through a later notice. Identify the timing and scope of that decision. A costly installation can create a second substantial expense on departure, especially if removal affects surfaces or shared services. Ask how ownership of equipment, financed items and fixtures is addressed. The business's operational preference to leave something behind does not establish that the landlord must accept it or that a finance provider permits abandonment.

Retain the completed licence, approved and as-built drawings, warranties and certificates with the lease. Keep the original schedule of condition separate so the starting state and later authorised changes remain distinguishable. When assigning the lease or planning an exit, provide the alterations file to the advisers early enough to assess remaining obligations. If the landlord agrees that an installation can stay, record the scope and legal effect of that agreement appropriately. A casual expression of interest in keeping the fit-out should not be mistaken for a complete release from reinstatement liability.