Is a Flexible Office Broker Worth It? Costs, Benefits and When to Go Direct

For many businesses looking for flexible office space, using a broker can be worthwhile. The service generally carries no direct cost to the tenant, and an experienced broker may save clients money and several working days of effort. There are also situations where representation may add less value, and this guide covers those too.

Office Freedom has been assisting tenants in finding flexible office space since 1993. As the world's first flexible office brokerage, we naturally bring our own perspective to the question. Below, we aim to offer a balanced answer, including circumstances in which going direct may make sense.

For a broader introduction to the support available during an office search, read our guide to finding office space through a broker.

How do flexible office brokers get paid?

Flexible office brokers generally offer tenants a service with no direct fee. The workspace provider—the operator or landlord—pays the broker a commission when a deal completes, typically a percentage of the first year's fee, often around 10%. This is similar to the model used by insurance or mortgage brokers: the supplier pays for the introduction because brokers bring them prospective customers they might otherwise need to reach through their own marketing.

Two important consequences of this model:

Using a broker should not automatically mean paying more. Providers account for customer acquisition costs in different ways, whether through broker commissions or their own marketing. In many cases, brokers can negotiate from the advertised rate because they understand comparable transactions and can present competing options. Established relationships with providers may also help a broker secure competitive terms for a client.
A broker is normally paid only if you view through them and then complete a deal. That commercial model can create an incentive to move a search forward, so it is worth choosing a broker whose approach aligns with your needs.
Brokers focused on repeat business and referrals also have a strong reason to recommend a suitable long-term solution, particularly in a flexible market where clients may search again within a year or two. Ask any broker you're considering how many providers they work with and how well they know them.
For context, Office Freedom works with providers covering the great majority of the UK flexible market and aims to recommend waiting where the available options do not properly meet a client's needs.

What does a flexible office broker do?

It is easy to think of a broker as simply a search website with a phone number, but searchable listings are only one part of the service. On a typical engagement, a broker will:

Take the client's brief: headcount, budget, locations, growth plans, reasons for moving, preferred type of space and required amenities, such as dog-friendly facilities, 24/7 access, a private floor or internal meeting rooms.
Shortlist suitable options using their inventory and market knowledge, factoring in what is available now or expected to become available. There is no complete, accurate, real-time record of availability across the flexible office market, so direct conversations and strong provider relationships remain important.
Arrange and attend viewings, ideally compressed into a day or two rather than weeks of back-and-forth. Accompanying clients can help the broker explain the advantages and limitations of each option in relation to the brief.
This is not always possible, particularly for regional or international requirements. In those cases, strong relationships with local providers become especially important.
Benchmark the pricing. This is one area where a broker's market knowledge can be particularly useful. Advertised desk rates are often opening positions. A broker may know the levels at which comparable space has recently transacted, what incentives—such as rent-free months, meeting-room credits or waived setup fees—are available, and which providers have space they are keen to fill.
Help negotiate and review the agreement, including the term length, break options, deposit and what is genuinely included rather than charged as an extra.

Where might an office broker save you money?

Desk rates: gaps between advertised and transacted rates are common, particularly in buildings with space to fill and in certain locations.
Rent-free periods: these may be negotiable with longer-term commitments.
Additional costs: meeting-room credits, IT setup fees and internal building work may need to be agreed before the contract is signed.
Break clauses and expansion rights: these may not produce an immediate cash saving, but they can make an agreement more genuinely flexible.

The potential savings vary with deal size and local supply and demand. On smaller deals in high-demand buildings or areas, there may be less room to negotiate. A broker should be open about this and realistic about what the available budget can achieve.

When might you not need a flexible office broker?

Hot desks or coworking memberships: it can make sense to sign up directly with a space you already know and like. These tend to be relatively standardised products with published pricing. For smaller volumes, there may be little to negotiate, so a broker's impact can be limited.
Conventional long-term leases: specialist tenant representation is generally more appropriate. This is a different discipline, and a RICS-regulated tenant-representation surveyor may be better suited than a broker focused only on flexible workspace.
Office Freedom has an internal agency team and can assist clients with leased space as well as flexible office space, while some flexible office brokers do not provide this service.

When can a flexible office broker add most value?

You need space for a team of roughly 2–400 people.
You are comparing multiple areas or cities.
You are working to a deadline and need to reduce the time spent researching and arranging viewings.
You have a more complex requirement, such as rapid growth, a shorter term, split sites or specialist facilities.
You are negotiating a renewal and need evidence of what comparable space is currently costing.

Questions to ask a flexible office broker

Who pays you, and how much?
How much of the market do you cover, and which locations or providers do you not cover?
What did comparable deals in this area transact at recently?
Will you attend viewings and handle the negotiation, or just send listings?
Are you part of a wider team or working as an individual?

If you're taking flexible office space for a team, using a broker is an option that generally carries no direct fee and may save both time and money. The question is less about broker versus no broker than whether a particular broker offers useful market coverage, relevant experience and a service that suits your search.

Track record can be one helpful indicator, alongside recent client experience and the broker's knowledge of your target market.

Would you like to discuss your office search?

If you are comparing offices, negotiating a renewal or simply want a second opinion on a deal, speak to an Office Freedom consultant. There is no fee for tenants and no obligation to proceed.

Call us now: 0203 603 2576

About Office Freedom

Office Freedom is the world's first flexible office brokerage, founded in London in 1993 as Search Office Space. Our service is free for tenants: we shortlist from more than 15,000 locations worldwide, arrange viewings and negotiate on your behalf. If you would rather sanity-check a deal you have already found, we can do that too.

Frequently asked questions

Do office brokers charge tenants fees?

Flexible office brokers are generally paid a commission by the workspace provider rather than charging the tenant directly. Arrangements can vary, so it is sensible to ask a broker to explain how they are paid and whether any tenant fees apply.

Is it cheaper to go direct to the office provider?

Not necessarily. Providers do not always offer a lower rate for direct enquiries, while a broker may be able to use market evidence and knowledge of recent transactions to negotiate. Outcomes vary by building, timing and deal size, so it is worth comparing the full terms rather than assuming either route will always be cheaper.

Do brokers show all offices or just ones that pay them?

Brokers can normally transact only with providers with whom they hold agreements. Coverage varies, which is why asking how much of the market a broker covers is an important part of choosing one.

How long does finding an office through a broker take?

Timescales vary, but for flexible space it may be possible to receive a shortlist within a day or two, arrange viewings within a week and move in within two to four weeks. A faster move may be possible where suitable space is already fitted and available.

What's the difference between a broker and a listing website?

A listing site primarily presents available properties and passes enquiry details to providers or agents. The information shown may not always reflect every current or forthcoming option.

A broker combines listings with provider relationships, current market knowledge and negotiation support, and may also know about space that is not yet widely marketed. Some listing sites are operated by brokerages or serve as lead-generation channels for them, so it is worth understanding what service sits behind a website.