Canada + United States / Property guides
Office buildings: Project Planning
An office project works best when the brief distinguishes the shared building systems from the spaces operated by individual tenants.
The operating context.
An office project works best when the brief distinguishes the shared building systems from the spaces operated by individual tenants. Identify the asset, floor or suite involved and provide the existing drawings and service history that help define the starting point. The owner or asset manager may approve the investment while a property manager coordinates delivery and tenant contacts explain their operating needs. Record those roles before requesting comparable proposals. Occupancy patterns, meetings and business-critical activities can influence when investigation or disruptive work is practical.
Discuss access through reception, loading areas and secure suites, including who can escort visiting contractors. If a project touches both shared and tenant-controlled assets, flag that boundary for review instead of allowing each bidder to assume a different scope. Ask how the contractor will communicate proposed interruptions, new findings and changes requiring approval. At handover, collect asset records, updated information and the remaining action list. The goal is a project record that the facilities team can use while tenants receive a clear account of the work affecting their space.
Bring the right people into the decision.
- Owner or asset manager approving investment and project scope
- Property or facilities manager coordinating shared building systems
- Tenant representatives confirming suite access and business operating needs
Gather the property records.
- Available building-system drawings and prior service or investigation reports
- Tenant scope boundaries identified for review with the property team
- Occupancy schedules and known business-critical events during the project
Plan access before the visit.
- Reception sign-in, secure suite access and contractor escort arrangements
- Loading dock bookings, freight elevator use and material storage
- Work windows coordinated with affected tenant representatives
Project collection
Roofing
Office roofing work can interact with rooftop plant and tenants working beneath the project area. Share the roof access arrangements and coordinate with the facilities team before asking for a detailed sequence.
Roof leak investigation
A documented explanation of the likely entry paths, remaining uncertainties and the next investigation or repair decision.
Roof replacement planning
Proposals that explain the replacement assembly, project boundaries, occupied-building arrangements and completion responsibilities.
Roof maintenance program
A documented visit scope, reporting format and approval process that makes roof maintenance easier to track.
Roof condition survey
A condition record that distinguishes observations, assessment limits and options for maintenance, repair or renewal planning.
Project collection
Plumbing
Office plumbing requests can involve shared washrooms, tenant kitchens and services crossing multiple suites. Define the affected locations and clarify who coordinates tenant access so the plumber can plan an efficient assessment.
Drain camera survey
A traceable inspection record showing what was assessed, what could not be reached and which findings need action.
Building water leak investigation
A recorded investigation with identified findings, remaining uncertainty and a clearly separated corrective-work proposal.
Shared water heater replacement
An equipment and installation proposal that explains capacity assumptions, connections, interruptions and commissioning responsibilities.
Project collection
Fire safety
Office fire safety projects may cross landlord systems and separately controlled tenant spaces. Bring inspection findings, corrective work or upgrade proposals together with responsibility records, tenant contacts and the building’s operating schedule.
Fire alarm system upgrade planning
A coordinated proposal identifying assessment, design responsibilities, installation boundaries and the records needed at completion.
Fire inspection deficiency corrections
An itemized correction proposal and completion record that can be reconciled with the original deficiency report.
Sprinkler system assessment
A documented assessment explaining observed issues, investigation limits and the next maintenance, repair or design decision.
Emergency lighting correction project
A location-based proposal and completion record showing the equipment addressed and the verification provided.
Project collection
EV charging
Office charging proposals need a clear picture of employee, visitor and tenant parking use. Explain the intended users and operating arrangements so an installer can assess the project with the property and facilities teams.
EV charging feasibility assessment
A documented set of feasible approaches, assessment limits and decisions needed before design or installation.
Shared EV charger installation
An installation proposal with clear equipment, infrastructure, commissioning and operating responsibilities.
EV charging system expansion
An expansion proposal that explains compatibility, available infrastructure and the changes needed for additional users.
EV charger maintenance and repair
A support scope with clear diagnosis, maintenance responsibilities, escalation contacts and reporting expectations.
Project collection
Commercial electrical
Office electrical work needs coordination with tenant equipment and business activity in the affected spaces. Start with the reported issue or planned fit-out and identify the facilities contact responsible for the shared building system.
Electrical capacity assessment
A documented assessment of the proposed change, its assumptions and any further design or infrastructure decisions.
Common-area lighting upgrade
A lighting proposal with identifiable locations, selection assumptions, control arrangements and completion records.
Tenant electrical fit-out
A fit-out proposal with clear tenant boundaries, equipment requirements, landlord coordination and completion responsibilities.
Electrical panel replacement planning
A defined replacement proposal explaining equipment selection, connected systems, shutdown coordination and completion verification.
Project collection
Heating, cooling and ventilation
Office HVAC concerns often depend on room use, occupancy and the timing of complaints. Provide those observations along with existing service records so the provider can discuss the affected zones and investigation scope.
Building ventilation assessment
A documented assessment connecting observations to the systems reviewed, remaining questions and recommended follow-up.
Central heating replacement planning
A comparable equipment-renewal proposal with documented assumptions, installation sequence and commissioning responsibilities.
HVAC controls upgrade
A controls proposal that explains system boundaries, intended operation, access ownership and support after installation.
HVAC maintenance program
A maintenance scope with identified equipment, visit responsibilities, reporting and an approval process for repairs.
Project collection
Building envelope
Office envelope work may affect exterior access and business activity inside perimeter suites. Bring together the exterior observations and tenant reports so the provider can assess their locations and propose a coordinated investigation.
Window replacement project
A replacement proposal that explains window selection, installation details, interior work and verification responsibilities.
Facade condition assessment
A location-based condition record with observed concerns, assessment limits and recommendations for further investigation or work.
Below-grade water ingress investigation
A documented understanding of the observed entry paths, investigation limits and options for further assessment or corrective work.
Project collection
Grounds and landscape care
Office grounds work needs to fit around commuting, visitor arrival and deliveries. Define the maintained areas and expected presentation, then explain how the property team coordinates outdoor work with tenant-facing building operations.
Site drainage investigation
A location-based assessment with observed drainage concerns, investigation limits and options for the next project stage.
Irrigation system renewal
A defined irrigation scope with identified zones, operating assumptions and clear installation or repair boundaries.
Landscape planting renovation
A planting proposal with a clear area schedule, maintenance assumptions and a plan for establishment after installation.
Shared-property tree care program
A tree inventory and prioritized proposal with documented findings, work boundaries and follow-up responsibilities.
Keep useful records after completion.
- Asset-level service records and updated project drawings
- Tenant-specific completion notes where work enters leased space
- Operating guidance and open items assigned to a named contact
About this guide.
Prepared by Booked Intros. These project checklists help owners, boards and managers organize a scope and compare proposals. Your provider confirms the technical approach, local requirements and site-specific conditions.
Content updated: . How our guides are prepared.
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