How Long Should I Plan for Tenant Improvements (TI) When Leasing Office Space?

When a company leases new space, the build-out process—known as tenant improvements (TI)—is one of the most important and time-sensitive steps. Whether you’re fitting out office, warehouse, manufacturing, medical, or retail space, accurately estimating your TI time can mean the difference between a smooth move-in and costly delays.

At Keyser, a global, AI-enabled, and conflict-free real estate advisory firm, helping occupiers plan, budget, and manage tenant improvements efficiently is central to ensuring that every project supports business goals, not disrupts them.

What Are Tenant Improvements (TI)?

Tenant improvements are the physical modifications made to a leased space to meet a tenant’s operational, branding, and technical needs. These can include:

• Office layout customization (walls, lighting, flooring).
• Electrical, HVAC, or plumbing upgrades.
• Manufacturing or warehouse infrastructure installations.
• Medical or lab compliance modifications.
• Retail display, signage, and point-of-sale configurations.

The scope of TI varies widely by property type, making accurate forecasting of TI time essential.

Typical TI Timeframes by Property Type

While each project is unique, these general guidelines help establish realistic expectations.  It is important to note that these time frames are JUST for actual construction time.  Planning, negotiating, permitting, furnishing and move-in takes substantially longer.

• Office: 12–20 weeks for design, permitting, and construction, depending on complexity.
• Warehouse & Manufacturing: 16–24 weeks, often requiring utility coordination and equipment installations.
• Medical: 20–30 weeks, given the need for code compliance, sterilization systems, and specialty equipment.
• Retail: 10–16 weeks for layout, signage, and branding integration.

These estimates assume that plans, permits, and materials are ready to proceed. Delays often occur when tenants underestimate how early the TI time process must begin.

Why Early Planning Is Critical

A common mistake is waiting until after lease execution to start the design and permitting process. In reality, TI planning should begin during site selection.

Early coordination allows tenants to:

• Confirm infrastructure capacity (power, water, HVAC).
• Negotiate adequate TI allowances from the landlord.
• Establish construction schedules that align with lease commencement.
• Secure permits before rent obligations begin.

Failing to start early can push move-in dates back by weeks or even months—impacting business continuity and budgets.

AI-Enabled Project Forecasting

Keyser is AI-enabled, integrating artificial intelligence and market analytics to predict TI time more accurately based on location, property type, and construction trends.

Keyser’s technology analyzes thousands of recent projects across markets to anticipate:

• Average permitting durations by jurisdiction.
• Supply chain or labor bottlenecks.
• Typical lead times for mechanical and electrical components.
• Cost inflation forecasts tied to construction schedules.

These predictive models help tenants avoid surprises and keep projects on track from planning through completion.

Global Reach, Local Precision

With over 600 professionals and international partners worldwide, Keyser combines global insight with local expertise. The firm manages tenant improvement projects for clients across multiple markets, ensuring consistency in budgeting, scheduling, and design execution.

From office headquarters to manufacturing plants, medical clinics, retail showrooms, or warehouse distribution hubs, Keyser’s full-service platform provides hands-on project management support to minimize downtime and deliver high-performance spaces on schedule.

Conflict-Free Advocacy for Every Build-Out

Unlike traditional brokerages that may have conflicting landlord interests, Keyser’s conflict-free, occupier-only model ensures full alignment with the tenant’s objectives. The firm’s advisors negotiate TI allowances, manage vendor selection, and oversee project timelines to safeguard the tenant’s financial and operational interests.

By combining AI forecasting, global project experience, and selfless service, Keyser helps companies turn build-outs into strategic investments—not stress points.

Frequently Asked Questions:

Q: How much time should I allocate for the tenant improvement (TI) build-out when leasing office space?
A: For a standard office fit-out, you should typically plan for 8 to 12 weeks from lease execution to occupancy—though the exact timeline depends on the scope of work (walls, MEP upgrades, finishes), permitting requirements, and landlord versus tenant control of construction. It’s prudent to build in contingency for design changes, reviews and approvals, and potential site conditions.

Q: What factors influence the duration of a TI timeline in a commercial office lease?

A: Key factors include: (1) the condition and readiness of the space (vanilla shell vs existing finish); (2) the scope and complexity of improvements (simple re-layout vs full HVAC/re-wiring); (3) who controls and coordinates the construction—tenant-led vs landlord-led fit-out; (4) permitting and inspections required in that jurisdiction; and (5) whether the lease includes a defined rent-commencement date tied to TI completion. Each of these can lengthen or shorten the timeline.

Q: How can business leaders work with their tenant-only advisor to manage TI timeline risk?

A: Business leaders should engage their tenant-only advisory firm early to benchmark similar timelines in the market, coordinate design and contractor selection ahead of lease execution, build a realistic project schedule with milestones, and include a buffer for unforeseen delays. Additionally, negotiating lease terms that allow a rent-commencement aligned with actual occupancy (rather than estimated fit-out completion) helps protect the occupier’s interests.