Back to InsightsFor planning purposes, allow about 2 to 4 months from starting your search to moving into an existing commercial space that already fits your business. A space needing a moderate build-out might call for 4 to 8 months. A substantial renovation, shell space, or complex medical project may need 9 to 12 months or longer. These are illustrative planning ranges, not measured Central Florida averages or promises. The biggest question is whether you are leasing usable space or a space that still needs to become usable.
Requirements and search: 2 to 6 weeks
Start with your opening date, budget, preferred locations, and the work your business will do inside the space. Include operating expenses and construction costs, not just base rent. Decide which requirements are essential and which you can compromise on. Parking, access, electrical capacity, and room layout can eliminate a property before a tour.
Confirm the property's permitting jurisdiction and whether your intended use is allowed. An Orlando mailing address does not by itself settle jurisdiction. Within City of Orlando limits, the Certificate of Use process checks whether a business can operate in its zoning district, with specified exceptions. A prior tenant's approval is not a substitute for checking your own use. [1]
Tours and the letter of intent: 2 to 4 weeks
Tour a focused shortlist and bring the person who can approve the decision. If construction is likely, involve a contractor or architect before committing. A second visit should answer practical questions about the building, not simply confirm that everyone likes it.
The letter of intent, or LOI, outlines proposed business terms such as rent, lease length, improvement allowances, and delivery condition. Most business terms remain subject to a signed lease, but some LOI provisions can be binding. Clarify responsibilities and timing here so the lease does not reopen avoidable disagreements.
Legal review and signing: 2 to 6 weeks
Once the business terms are settled, the lease must translate them into enforceable obligations. Counsel should review the permitted use, guarantees, operating expenses, repair responsibilities, construction provisions, and commencement dates. Agree on what happens if landlord work or approvals are delayed.
Have financial statements and entity information ready for landlord review. Set a realistic turnaround time for comments and identify who has final approval on each side. Signing may secure the premises, but it does not automatically authorize construction or business operations.
Design, permitting, and build-out: 2 to 6 months or longer
This phase can outweigh everything before it. A modest alteration and a shell-space build-out require very different schedules. Have the design team and contractor map the scope, permit requirements, equipment lead times, and inspection sequence before promising an opening date.
Orlando's permit guidance describes plan review, permit issuance, construction inspections, and final closeout. It expressly notes that review times vary with project type and scope. Budget time for review comments and corrections, not just the first submission. A change of use or occupancy may require additional approvals even when little physical work is planned. [2] [3]
Why medical space can take longer
A medical office may need more than exam rooms and fresh paint. Depending on the services offered, plumbing, ventilation, electrical capacity, accessibility, parking, and equipment installation can affect feasibility and scheduling. Confirm whether the proposed clinical use changes the building's applicable requirements.
An existing medical suite may reduce construction, but it still needs evaluation against your practice's needs and any applicable licensing requirements. Bring in a designer familiar with the intended specialty early. Discovering that a treatment room needs different infrastructure after signing can change both the budget and the opening date.
Move-in and rent commencement are different milestones
Lease signing, delivery of possession, lawful occupancy, and rent commencement can fall on different dates. Early access might permit measurements or approved work without allowing patient visits or customer service. Verify required inspections and occupancy documentation with the governing jurisdiction before opening.
Read the rent commencement language carefully. Rent might begin on a fixed date or after a defined delivery event, and it may not depend on your actual opening. A free-rent period can help with setup costs, but it does not replace a workable construction schedule. Plan separately for furniture, internet, equipment testing, and staff preparation.
How to avoid preventable delays
Work backward from your current lease's renewal notice deadline, not just its expiration date. Keep one shared schedule with owners for decisions, lease comments, design submissions, and construction milestones. Submit complete information, respond promptly, and avoid changing the layout after plans are underway. Leave room for inspections, corrections, and deliveries. Some phases can overlap, so these planning allowances should not simply be added together.
Our perspective
A slightly less polished space with a verified path to occupancy can be a better choice than an attractive suite with unresolved use or construction questions. Treat the opening date as a feasibility question before treating it as a marketing commitment. Resolve the expensive unknowns before signing, while you still have options.
Frequently asked questions
Does medical office space take longer to lease than standard office space?
Often, yes. The search may be similar, but medical use, plumbing, parking, and code requirements can add time to both the lease negotiation and the build-out. Confirm that the intended use is allowed before you spend weeks on a space that cannot support it.
Can I move in as soon as the lease is signed?
Only if the space is already built out for your use and ready for occupancy. In many cases, design, permitting, and construction happen after signing, and you move in after inspections and a certificate of occupancy.
What most often slows a lease down?
Slow decisions, incomplete financials, unclear space requirements, delayed legal review, landlord approval processes, and construction or permitting delays. Having your financials, decision makers, and target date ready at the start keeps the process moving.
When should I start looking if my current lease is ending?
Start well before your notice deadline, and earlier still if you may need a build-out or might relocate. Many leases require renewal notice well before expiration, and missing that date can weaken your position.
Timelines in this article are illustrative planning allowances, not measured market averages or guaranteed schedules. Lease obligations and permitting requirements depend on the property, project, and jurisdiction.
