When renting office space, it’s crucial to look beyond just the location and design — service charges matter too. These often-hidden costs can have a big impact on your monthly expenses. Here, we explain what service charges are, how they’re calculated, and how to avoid unwelcome surprises.
Everything you need to know about renting office space and service charges
When you're searching for the ideal office space to rent, it’s important to consider more than just location and looks. Hidden costs — like service charges — are a crucial part of your lease agreement and can significantly affect your monthly expenses. That’s why it’s essential to understand exactly what you’re paying for.
What exactly are service charges?
Service charges, in the context of office rentals, are the costs for additional services and facilities on top of the base rent. As a tenant, you pay these charges to the landlord for extras like utilities (gas, water, electricity), municipal waste disposal, and building services such as staffed receptions and phone answering. These aren’t just nice-to-haves — they’re often part of the total workspace experience.
How are service charges calculated?
Unlike rent, service charges don’t follow a strict formula. That’s why they can sometimes lead to confusion or surprise bills at the end of the year. In the Netherlands, lease agreements often refer to guidelines from the ROZ (Dutch Real Estate Council), specifically articles 18.1 through 18.11. These outline how service charges are settled and what both tenants and landlords can expect from each other.
Advance payments and settlements
Your lease agreement will usually include an estimate for monthly service charges. These are advance payments based on expected usage. At the end of the year, the actual usage is calculated and reconciled — with a final statement. As a tenant, you usually have the right to review these invoices for transparency. Final service charges can vary based on usage, but typically fall between €30 and €50 per square meter annually — depending on how the landlord defines them.
Fluctuations in service charges
Service charges are not set in stone. Global factors — like rising energy prices — can cause unexpected spikes in costs. That’s why budgeting can be tricky. One smart move during lease negotiations is to agree on a cap, for example, a maximum 10% variation on the annual service charge settlement. This gives you more control and predictability in your financial planning.
Transparency is key
At Sollf, we value transparency when it comes to the office spaces on our platform. We want you to find not only the right space, but also a clear understanding of the full cost. That’s why we guide you through the pros and cons before you commit. Our slogan 'click, rent, work' is all about making the process simple and clear — with no surprises.
Tips to manage service charges
Here are a few tips to help you stay in control:
- Ask for a detailed breakdown of service charges before signing any agreement.
- Check if you have the right to review the annual statement and underlying invoices.
- Negotiate a maximum deviation for annual service charge settlements.
- Monitor your usage of heating, lighting, and other services to avoid unnecessary costs.
- Consider negotiating fixed service charge rates for a set period.
Conclusion
Renting office space often comes with additional costs you might not consider at first. Service charges are a big part of your monthly expenses, so it’s crucial to understand what they include and how they’re calculated. While much of the guidance is based on Dutch lease standards, the same principles apply everywhere: clarity is everything. At Sollf, we’ll help you find an office that fits your needs — and your budget. Skip the surprises and make sure you’re informed about every aspect of renting your next office space.
