What you need to know about service charges when renting office space

● 15 October 2025

How to avoid unpleasant surprises

● 15 October 2025

When renting office space, service charges are often a grey area. Tenants rarely know exactly what they are paying for, how the amounts are calculated or why they fluctuate each year. Yet service charges can make up a significant portion of the total rental costs. Because the final settlement usually takes place quite late, it can be difficult to keep control over these costs.

Parella Nederland - Wat u moet weten over servicekosten bij het huren van kantoorruimte

As an experienced commercial real estate broker, we know how important it is to make clear agreements. That is why we explain below where the pitfalls lie, what you can arrange in advance, and how to prevent unpleasant surprises later in the lease agreement.

What is included in service charges?

Service charges are fees for supplies and services arranged by the landlord on behalf of all tenants in a building. Think of cleaning of common areas, energy for the lift, or reception services—but the exact package differs per building, per landlord, and sometimes even per year.

What many tenants do not realise is that landlords often reserve the right to adjust this service package during the lease term. This can impact your costs without giving you much control. An experienced commercial real estate broker can help you map this out in advance.

The three biggest risks for tenants

1. Unclear specifications

In many lease agreements, the services included in the service charges are only described in general terms. As a result, it can be difficult to determine whether an annual increase is justified.

2. One-sided changes

Landlords often reserve the right to add or change services, and therefore to pass the related costs on to you.

3. Late settlement

The annual settlement often arrives much later than expected. This can create unforeseen expenses that are difficult to fit into your budget.

Make clear agreements in the lease agreement

Fortunately, there are ways for tenants to gain more control over these costs. It all starts with a well-drafted lease agreement. These are the most important points of attention:

Request a detailed specification

Ask the landlord for an itemized list of all services included in the service charges, including an estimate of the cost per service.

Limit unilateral changes: Contractually agree that changes to the service package may only take place after consultation or with the tenant’s prior approval.
Put a cap on rising service charges: Consider including a cap on annual increases of service charges. This prevents you from being confronted with disproportionate cost increases.
Set a deadline for settlement: Agree on a fixed deadline by which the annual settlement of service charges must take place. If this deadline is missed, consider contractually including a penalty, such as a temporary rent discount.

Independent advice makes the difference

A good commercial real estate broker does more than just negotiate space—they also critically assess the terms of the lease agreement. That includes the service charge provisions. Thanks to our independent position, we can negotiate on your behalf for clear and balanced conditions. In addition, we analyse existing lease agreements and identify potential risks before you sign. That way, you know exactly where you stand, both now and in the future.

At Parella, we believe that a commercial real estate broker should do more than simply find square meters. We make sure the terms are right and the overall picture makes sense. As a tenant, you come first—and we ensure there are no unpleasant surprises.

Want to know more?

Would you like to know whether the service charges in your current or new lease agreement are in line with the market? Or would you like to have your lease agreement checked for potential risks? Contact us for a non-binding conversation with one of our experienced commercial real estate brokers.

Erik Tijsma

Partner & Strategic Advisor

[email protected]

+31 (0)6 5155 5504

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