Your landlord isn’t waiting until your lease is up to make a plan—so why should you?
They’ve already run the numbers, circled the dates, and lined up their options long before you sit at the table. Most leaders think the lease expiration is the only date that matters. Truth is, landlords have their own hidden timelines—a playbook they’ve been perfecting for years—and every move is designed to tilt the leverage their way.
The Landlord’s Hidden Timelines
24–36 months out: They’re already sizing you up. Are you stable? Growing? Worth keeping—or could they land a “better” tenant?I’ve seen landlords quietly start planning a replacement tenant three years out, just in case. By the time you think about your lease, they’ve already sketched out Plan B.
12–18 months out: They test the market. Quiet calls to brokers, rent comparisons, maybe even a look at other tenants who’d love your space.
9–12 months out: They might already be marketing your space—even if you haven’t said a word about leaving. It’s their insurance policy, and it pressures you without you realizing it.I can’t tell you how many leaders call me at month nine thinking they’ve got time—by then, the landlord’s already run the playbook.
6–9 months out: This is when they tighten the screws. If you don’t have a plan, they know you’re cornered. Concessions shrink, flexibility disappears, and suddenly you’re negotiating on their terms.At this stage, landlords don’t negotiate—they dictate. And if you don’t have options lined up, you’re stuck nodding along.
By the time most companies wake up at expiration, the landlord’s playbook has already been executed.
Why Waiting Kills Your Options
Here’s the simple truth:
- If you don’t have time to move, the landlord knows it.
- If you haven’t created competition, they don’t have to sharpen their pencil.
- If you’re under pressure, you’re not negotiating—you’re just picking from the outcomes they designed.
That’s not a negotiation. That’s a trap.
How You Flip the Script
The only way to beat their hidden timelines is to run your own. And it has to start earlier than you think:
- 24–36 months out (big or complex needs): Step back and look at the big picture—growth plans, new locations, special buildouts. These take years to get right. That’s the moment to sit down with us and map the strategy.
- 18–24 months out (most companies): Revisit your space plan and goals. Can your current setup handle where you’re headed? If not, start scouting the market now.
- 12–18 months out: Tour real options. Even if you plan to stay, lining up alternatives puts leverage in your back pocket.
- 9–12 months out: Negotiate. With options in play, you can push harder—and walk away if your landlord won’t move.
The Bottom Line
Lease expirations don’t control your leverage—timelines do. The earlier you start evaluating your options, the more power you have, and the less chance you’ll get boxed in.
Your landlord has their calendar mapped out years in advance. The only question is: are you running your own timeline—or playing straight into their playbook?
Frequently Asked Questions
Q1: What are hidden lease timelines in commercial real estate?
Hidden lease timelines are the schedules landlords plan years in advance—like when to market your space, evaluate tenants, or cut concessions—long before your lease expires. These landlord negotiation strategies are designed to reduce your leverage if you wait too long.
Q2: When should businesses start planning for a lease renewal or relocation?
Most companies should start lease renewal planning 24-36 months before expiration. Larger or more complex needs (special buildouts, multi-site operations) should start 36+ months in advance to protect leverage and avoid last-minute pressure.
Q3: Why do hidden timelines matter in lease negotiations?
Because landlords prepare years ahead, waiting until the last 6–9 months kills your leverage. Without time or competition, you’re negotiating from a corner—essentially trapped by the landlord’s playbook. Starting early creates leverage and real choices.
