Moving your team from coworking to a private office: a practical London checklist

When the coworking space that worked for a team of three starts working against you – noise, no meeting rooms, a bill that no longer adds up – the decision to move coworking to private office space is rarely complicated. The process is. This checklist covers every stage so that when you move coworking to private office space you do it without gaps, surprises, or a second move within the year.

Is it actually time to move coworking to private office space?

Before running the checklist, it is worth being honest about whether the move is justified. Many teams decide to move coworking to private office space too early – before the numbers make sense – or too late, after productivity has already taken a hit. These are the clearest signals that it is time:

• Your team is at or approaching 6-8 people. Below that, coworking’s flexibility usually wins. At 7-8 desks, the arithmetic shifts – an all-in private office can undercut combined coworking memberships.
• Confidentiality is a real concern. Shared space is not appropriate for legal, financial, HR, or client-sensitive conversations. Phone booths are not a long-term solution.
• You are booking meeting rooms more than twice a week. At that frequency, you are effectively paying for private meeting space and not getting it.
• Clients visit. A lockable, branded space sends a different signal than a hot-desk in a shared building.
• You are paying for desks nobody uses. Coworking memberships do not flex downward easily. A per-desk private office licence at least lets you right-size at renewal.

If three or more of those apply, the move coworking to private office decision is probably overdue. The checklist below assumes you have made the call and need to execute it cleanly.

The checklist: ten steps to move coworking to private office in London

Step 1: audit your current coworking costs before you move

The first step when you move coworking to private office space is to establish what you are actually paying now – not what the headline membership costs. Pull together every cost line: monthly fees, day passes, meeting room bookings, printing charges, locker fees, and overage charges. Divide the total by the number of people regularly using the space. Many teams find their real cost per desk per calendar month is £350-£500 once extras are included – well above the headline rate. That number becomes your comparison baseline.

Also note your contract terms: what notice period you are on, whether you are in a minimum term, and what early exit fees apply. You will need this at Step 8.

Step 2: define what your private office actually needs to do

One of the most common errors teams make when they move coworking to private office space is failing to define requirements before they start viewing. Work out what you actually need first. The main variables:

• Headcount now and in 12 months. Build in a 20-30% buffer to avoid a second move within the year.
• Meeting and call space. How many people need to be on camera calls simultaneously? A dedicated room or phone booth?
• Storage and equipment. Server kit, filing, samples – coworking spaces rarely handle these well.
• Access hours. Verify 24/7 access if your team keeps irregular hours.

The standard allocation is roughly 60-80 sq ft per person. A team of ten needs 600-800 sq ft. Use this to sanity-check quotes: a 10-person room at 400 sq ft will be cramped.

Step 3: set a realistic all-in budget

When you move coworking to private office space in London, the headline desk rate is rarely the total cost. Common extras: meeting room hire, printing, parking, IT infrastructure, and deposits (typically 1-3 months’ rent). Use the table below as a starting point.

Workspace type	Typical cost (central London)	What is included
Coworking (shared desk)	£250-£450 per desk per calendar month	Desk, shared amenities, Wi-Fi, some meeting room credits
Private office (serviced, budget)	£400-£550 per desk per calendar month	Dedicated room, utilities, Wi-Fi, reception, shared amenities
Private office (serviced, mid-market)	£550-£750 per desk per calendar month	As above plus fit-out quality, more meeting room allowance
Private office (serviced, premium)	£750-£900+ per desk per calendar month	Full-service, high-spec, prime postcode
Managed office	£600-£1,000 per desk per calendar month	Bespoke fit-out, dedicated building or floor, longer term

See our full London office cost breakdown for per-desk figures by area and type.

Step 4: choose the right office type for the move

When teams move coworking to private office space in London for the first time, a serviced private office is almost always the right starting point. Licence terms of 3-12 months, all-inclusive pricing, no fit-out required, and move-in ready. This is the right call unless your team is over 20 people or you need a bespoke layout.

Managed offices become relevant past 20-25 people with a stable growth trajectory. Most teams that move coworking to private office space for the first time are not in that bracket yet.

See our guide comparing serviced office vs coworking space for a detailed breakdown, and the guide to private office space in London for pricing and what to look for in a licence.

Step 5: select your London neighbourhood

Location affects cost per desk, commute time, and what your address signals to clients. Approximate ranges for serviced private offices:

• City of London: £550-£890 per desk per calendar month. Strong transport links, financial sector concentration.
• Shoreditch and Farringdon: £450-£750. Tech and creative concentration, good transport.
• South Bank and Bermondsey: £400-£650. Good value relative to Zone 1, improving infrastructure.
• West End (Mayfair, Soho, Marylebone): From £700, climbs steeply. Justified only if your clients expect a premium address.
• King’s Cross and Euston: £450-£700. Strong rail connections, improving office stock.

When evaluating location for your move coworking to private office transition, plot where your team travels from, not only where clients are based. A cheaper office your team cannot get to easily is not actually cheaper.

Step 6: search, shortlist, and view spaces

Approach three to five providers for quotes. At viewings:

• Check natural light in the actual room you would occupy, not the common areas shown in the brochure.
• Test internet speed on the day (a speed test app on your phone is sufficient). Ask for their uptime SLA in writing.
• Assess noise levels during a typical working day – visit on a Tuesday or Wednesday, not a Monday or Friday.
• Check building access logistics: key fob or app, 24/7 or staffed hours only, guest sign-in process.
• Request a written cost breakdown before proceeding – headline rate, what is included, and what is billed as an extra.

Do not negotiate at the viewing. Get written quotes first, then negotiate across competing offers – standard practice when you move coworking to private office space.

Step 7: review the licence agreement before you sign

Most serviced offices in London operate on a licence rather than a lease. Understanding the difference matters when you move coworking to private office space: a licence grants the right to use a space without transferring exclusive legal possession. This is generally an advantage for a growing team – exit provisions are more straightforward than a commercial lease – but the details still matter. Check:

• Break clauses: when can you exit, and with how much notice?
• What is included vs extra: meeting rooms, printing, parking, IT support – get a definitive list in writing.
• Rent review provisions: frequency and whether there is a cap.
• Reinstatement obligations: what you must leave in place and who pays for dilapidations.
• IT and data SLAs: guaranteed uptime and what happens when connectivity fails.

If the total annual commitment exceeds £50,000, have a solicitor review the licence. The cost is marginal relative to the commitment, and a poorly reviewed licence can constrain teams that move coworking to private office space more than they expect.

Step 8: serve notice at the right moment in the move coworking to private office process

Once you have a confirmed, signed start date, serve written notice to your coworking operator immediately. Do not serve notice before the private office date is confirmed. If it falls through, you may be left without a space. A two-week overlap – running both spaces simultaneously – is worth the extra cost to avoid a gap. Most London operators require 30 days to three months’ notice: always check your written agreement.

Step 9: handle the operational admin before move day

When you move coworking to private office space, there is a set of administrative tasks that must happen before your move date – not after. Each item below has a lead time; start at least three weeks out:

• Companies House registered address. Update before your last day at the coworking space. Keeping an inaccurate registered address is a criminal offence under the Companies Act 2006.
• HMRC correspondence address. Update via your Government Gateway account.
• Business bank account address. Allow up to five working days for some banks.
• Client and supplier notifications. Brief email to active contacts with your new address and move date.
• Website and Google Business Profile. Update address and verify the postcode displays correctly.
• Business insurance. Notify your insurer; confirm cover extends to the new premises from day one.
• IT setup. Confirm internet is live and tested before moving day – do not assume it is ready.

Step 10: plan the physical move

The final step when you move coworking to private office space is the physical move itself. Even for a small team, a commercial move has more logistics than a residential one. The main points:

• Use a specialist commercial removal firm – monitors, standing desks, and server racks need specialist handling.
• Confirm the building’s move-in policy: lift access, start time, whether the building requires indemnity from your removal firm.
• Label equipment with the new room number before packing, not on arrival.
• IT setup first. Everything else waits on the network being live.
• Brief the team on the new address, access codes, and building entry before move-in day.

Timeline: how long each stage takes

Realistic timeline for teams that move coworking to private office space via a serviced licence. A managed or traditionally leased office adds 2-4 months.

Stage	Time required	When to start
Audit current costs and usage (Step 1)	1-2 days	Week 1
Define requirements and budget (Steps 2-3)	2-3 days	Week 1-2
Research providers and neighbourhoods (Steps 4-5)	1 week	Week 2
Viewings – 3-5 shortlisted options (Step 6)	1-2 weeks	Week 3
Negotiate and agree terms (Step 6-7)	1-2 weeks	Week 4-5
Licence review and sign (Step 7)	1 week	Week 5-6
Serve notice at coworking space (Step 8)	Immediately after signing	Week 6
Address changes and admin (Step 9)	1-2 weeks	Week 6-8
Physical move (Step 10)	1-2 days	Week 8-10

What teams get wrong when they move coworking to private office space

The six most common mistakes when you move coworking to private office space – most are avoidable with the checklist above.

• Serving notice too early. Notice given before the private office start date is confirmed leads to a gap or forced extension.
• Underestimating all-in costs. The headline desk rate is not the total cost. Extras regularly add 20-30% to the bill.
• Viewing the common areas, not the room. Providers show the best parts of their building. Always view the specific room your team would occupy.
• Forgetting the Companies House update. Your registered address must stay current at all times. The coworking provider will not forward statutory mail indefinitely.
• Planning IT last. Internet setup should be the first task on move-in day. Everything else waits on connectivity.
• Moving at the wrong team size. Teams that move coworking to private office at four people often find themselves moving again at ten. A slightly longer stay in coworking until the numbers genuinely support it avoids a second disruptive move within 18 months.

When you are ready to shortlist, you can compare London private office options on myhqspaces.com – listings include all-in pricing per desk per calendar month, availability by area, and direct contact with operators.

Frequently asked questions