Renting vs Buying Office Space: Which is Right for You?

It’s a challenge to find commercial space, especially for a small business. The real estate market is competitive, with limited inventory available for smaller companies. High demand in desirable locations often drives up prices, making affordability a major concern. Additionally, many landlords prefer to lease to larger tenants with established credit histories, which can leave small businesses with fewer options.

Small businesses must decide whether to rent or buy space based on their unique financial situations, long-term goals and flexibility needs. Renting can be appealing for those seeking lower upfront costs, greater mobility and less responsibility for property maintenance. On the other hand, buying offers the potential to build equity, gain more control over the property and receive tax advantages. When business owners need to find commercial space, weighing these factors can help decide the best option for current and future needs.

Buying company office space offers predictable monthly payments, equity growth and tax advantages.

There are key advantages to owning your office space. Owners have more control and potential for long-term financial gain.

• Offers design flexibility.
  As a property owner, you can amend the structure without requiring approval from a landlord. While you'll have to adhere to zoning requirements, you can reconfigure layouts, and incorporate branding and energy-efficient features into the design.
  
  
• Ensures payment predictability.
  With a fixed-rate loan, your monthly payment will remain the same for the term of the loan. That means you don't need to worry about rent increases, plus you'll be in a better position to budget for future expenses and set financial goals.
  
  
• Increases net worth and revenue.
  Unlike renting, mortgage payments are investments that build equity and increase net worth over time. Since you'll own your company office space, it's an asset you can use to generate additional revenue — for example, renting unused space to tenants. In a high-demand location, when you find commercial space, you might eventually sell the property for a profit.
  
  
• Reduces tax liability.
  When you buy real estate, you can deduct mortgage interest, depreciation and property taxes when filing an annual income tax return. If you make energy-efficient improvements to the building, you may also be able to deduct a percentage of the cost of these upgrades.
  
  

Prohibitive costs, limited flexibility and market risks are disadvantages of buying office space.

If you're considering buying company office space, it's equally important to weigh the potential drawbacks alongside the advantages.

• Requires significant upfront costs.
  Buying business real estate requires significant upfront capital. You'll need a down payment which is typically 10% to 35% of the purchase price of commercial properties, depending on the loan.1 You'll also need to cover closing costs. Those are typically 3% to 5% of the purchase price.2 SBA loans may carry considerably lower down payments and closing costs.
  
  
• Ownership comes with maintenance expenses.
  When you own a property, you'll need a maintenance and repair budget in addition to your fixed monthly ownership expenses. Average annual maintenance for commercial properties is $2.00-$2.50 per square foot, while office buildings and retail average $2.15 and $1.50-$2.00 per square foot, respectively.3 You'll also need to invest time and effort into maintaining the space. Rental construction company, PropertyBuild, offers a free commercial property maintenance calculator for help budgeting repairs and capital reserves.4
  
  
• Limits expansion and relocation.
  When you buy company office space, you're locked into a particular location and a set amount of space, especially if you wait for the property to appreciate before selling. Selling itself can be a costly and time-consuming process.
  
  
• Real estate carries inherent risks.
  Generally, properties appreciate over time, but there are no guarantees. While real estate isn't the riskiest market, it can still be volatile. For example, local economic decline or increased crime rates can cause property depreciation, leading to economic loss when selling.

Purchasing office space for your small business could require a substantial upfront investment, including a sizable down payment and closing costs. As the owner, you'll be responsible for all maintenance and repairs, which means budgeting extra funds and dedicating time for upkeep.

In addition, buying a property limits flexibility since selling or relocating can be a lengthy and expensive process. Finally, property values are subject to market fluctuations, introducing risk if local conditions change and the value of your investment declines.

Renting office space preserves capital, reduces costs and maximizes flexibility.

When you want to find commercial space, renting provides flexibility without a long-term commitment — desirable for startups or new company owners.

• Reduces upfront costs.
  Renting office space demands much less money upfront, so you won't tie up capital in real estate. You’ll be able to readily make investments elsewhere in your company.
  
  
• Rent payments are fully deductible.
  Only the interest portion of a mortgage is tax-deductible. However, you can deduct 100% of your monthly lease payment from annual business taxes.5
  
  
• Offers maximum flexibility.
  Business leases are typically three to 10 years in length. If you outgrow your space, it's much easier to find another spot at the end of the lease. However, if you own company office space and want to make modifications, you’re limited to expanding the space or selling, both of which can be inconvenient and costly.
  
  
• Minimizes maintenance expenses.
  Although lease terms vary, landlords may handle maintenance and repairs. When you find commercial space, a rental agreement ensures you won't have to worry about expenses for pricey, unexpected repairs or paying to outsource maintenance.

Renting office space offers significant advantages for businesses seeking financial flexibility, lower upfront costs and reduced maintenance responsibilities. The ability to easily relocate or expand at the end of a lease term further maximizes adaptability, making renting an attractive option for startups and growing businesses.

Disadvantages of renting office space include limited control, lack of equity and higher costs.

While renting office space offers advantages like lower upfront costs and reduced maintenance responsibilities, it also comes with drawbacks.

• Reduces design control.
  When renting office spaces, you’ll need the landlord’s approval to make any modifications as what you can change may be limited. Your landlord can also increase the rent amount at the end of the lease if the modifications increase the property’s value.
  
  
• Increases monthly fees.
  In some areas, rent is often higher than a mortgage payment which makes it challenging to find commercial space. Depending on your agreement, you may also be responsible for monthly property taxes, insurance and other costs. For example, with a triple net lease (NNN), tenants pay property taxes, insurance and maintenance expenses.6 These expenses are in addition to rent and utilities. The base rent is usually lower with an NNN lease, though, so this type of lease requires careful consideration.
  
  
• Offers no equity.
  If you're in an area where property values are increasing, you won’t benefit from asset appreciation when renting company office space. In addition, you won’t realize any gains from improvements such as remodeling the space if your work increases the property's value.
  
  
• Office rent is rising.
  When you find commercial space, it might be necessary to decide quickly. Base and effective monthly rental rates for top-tier (Class A+/A) office buildings rose 3.1% and 5.2% since 2023, respectively.7 While rental rates for lower-tier properties have declined, landlord concession and tenant-improvement allowances have also dropped. The result is more pressure to find lower-tier property for company office space. The trend in rising rent and landlords who are less willing to negotiate creates uncertainty for small businesses with limited capital.

Renting office space presents several notable disadvantages that business owners should consider. Limited control over the property means you may face restrictions on modifications and must obtain landlord approval for any changes, potentially limiting your ability to customize the space to your needs. Additionally, renting offers no opportunity to build equity or benefit from property appreciation, so improvements you make do not increase your business’s assets.

The risk of rent increases and unpredictable lease terms can strain your company’s finances and make long-term planning challenging. Furthermore, certain lease agreements may result in higher monthly costs, especially if you are responsible for expenses like property taxes, insurance and maintenance. These factors can impact your business’s stability and overall financial health.

To find commercial space, ask questions to make the right decision.

Deciding whether to rent or buy office space is a major milestone for any business owner. Asking the right questions is essential as it helps clarify financial responsibilities, long-term goals and the potential risks and benefits of each option.

• Do you have the necessary capital?
  Evaluate your company's finances and determine if you have the capital needed to buy a property and meet the ongoing costs of ownership in your area. Also, assess whether you have adequate funds to cover security deposits and other fees associated with renting. Consider prepaying several months’ rent if the landlord allows.
  
  
• Are you in a desirable and growing location?
  A commercial property’s value can increase and bring a return on investment if it’s in a desirable location. Inflation, interest rates, supply and demand, proximity to amenities and other factors affect property appreciation and the ability to find commercial space. A commercial real estate agent with local market knowledge can provide insight.
  
  
• Are you a startup or growing small business?
  If you're just starting your business, it’s rapidly growing or you’re uncertain about future growth, the flexibility and lower costs of renting company office space may be appropriate. If, however, your business is experiencing predictable growth and maintains steady cash flow, a more permanent solution might be best.
  
  
• How much time can you commit to property management? 
  Determine how much time you or your management team can commit to repairs and maintenance. If property management is unrealistic or doesn't fit company goals, renting might be a better choice.
  
  
• Will your employees work remotely?
  When considering company office space, decide whether your staff will consist of full- or part-time employees, as well as whether a remote, hybrid or combination work model is appropriate. Survey employees to learn their preferences. Evaluating your requirements early on can eliminate the risk of leasing or buying more square footage than you need.

Analyze your company goals, financial situation and market trends to decide whether to buy or rent office space. Both options have their merits and trade-offs, so making an informed decision is key. Remember, there isn't a one-size-fits-all answer that works for every company.

Need help securing your company office space?

As a small business owner who needs to find commercial space, understanding the pros and cons of renting or buying can help you make a decision that supports your objectives. Whatever you decide, Synovus can help. Synovus is an SBA Preferred Lender that is committed to helping small business owners achieve their goals. For assistance funding your office purchase or rental, contact a Synovus Business Banker, call 1-888-SYNOVUS (1-888-796-6887) or stop by one of our local branches.