Lease Plan for Commercial Property: What You Need to Know

A commercial property lease needs to clearly identify the space being rented.

This is particularly important when a building contains several offices, shops, units or other commercial spaces.

A commercial lease plan can help show exactly which part of a building or site is included in the lease. It can identify the leased premises, boundaries, entrances, parking areas and other relevant parts of the property.

Whether you are leasing an office, retail unit, warehouse, workshop or another commercial space, a clear plan can make the lease easier to understand.

In this guide, we explain what a commercial lease plan is, what it should show, common mistakes to avoid and what to check before finalising the document.

What Is a Commercial Lease Plan?

A commercial lease plan is a drawing that identifies the premises covered by a commercial lease.

It can be used to show the location and extent of the property being leased.

For example, a commercial lease plan may identify:

A retail shop
An office
A warehouse
A restaurant
A workshop
A business unit
A storage area
A factory unit
A showroom
A commercial development unit

The plan should make it clear which space belongs to the lease and which areas remain outside it.

This distinction becomes important when multiple businesses occupy the same building.

Why Is a Commercial Lease Plan Important?

Commercial buildings often contain several different areas.

One building could have:

Multiple offices
Several retail units
Shared corridors
Communal toilets
Shared entrances
Parking spaces
Loading areas
Storage facilities
Plant rooms
Service areas

Without a clear plan, it can be difficult to understand which areas form part of a particular lease.

A commercial lease plan helps visually define the leased premises.

The written lease and the plan should work together to describe the same property.

When Do You Need a Commercial Lease Plan?

The requirement depends on the lease and the circumstances of the transaction.

A plan may be useful or required when:

Granting a new commercial lease
Leasing part of a larger building
Leasing a newly created commercial unit
Dividing a commercial property into separate units
Assigning or transferring a lease
Registering certain leases
Leasing offices within a shared building
Leasing retail units within a shopping development

If the lease involves only part of a larger property, clear identification becomes particularly important.

For registration matters, HM Land Registry’s guidance on preparing plans for registration applications explains how plans should clearly identify the relevant land.

What Should a Commercial Lease Plan Show?

The exact requirements depend on the property and the lease.

However, a good commercial lease plan should make the important areas easy to identify.

1. The Leased Premises

The main purpose of the plan is to show the area included in the lease.

The leased premises should be clearly marked.

Suitable edging, colouring or other clear markings can help distinguish the leased area from surrounding spaces.

2. Property Boundaries

The boundaries should be easy to understand.

This is particularly important when one commercial unit is directly next to another.

For example, a retail unit in a row of shops should be clearly separated from neighbouring units.

3. Floor Level

Commercial properties can occupy one or several floors.

The plan should make the relevant floor clear.

This is especially important in office buildings where multiple businesses occupy different floors.

4. Entrances and Access

Access can be an important part of a commercial property.

The plan may need to show relevant entrances, access routes or other areas associated with the premises.

However, the legal rights relating to access should also be dealt with appropriately in the lease.

5. Parking Areas

If parking forms part of the leased property, the relevant spaces should be clearly identified.

This can be particularly important in business parks and commercial developments with many similar parking spaces.

6. Loading and Service Areas

Warehouses, retail units and other commercial properties may use loading bays or service areas.

Where these areas form part of the leased premises, they should be clearly identified.

Shared areas should also be distinguished from areas exclusively included within the lease.

Commercial Lease Plan for a Shop

Retail properties often sit next to other units.

A shopping centre, high street building or retail park may contain many separate businesses.

A commercial lease plan can identify:

Shop floor
Rear areas
Storage rooms
Staff areas
Toilets
Entrances
External areas
Loading areas
Parking
Service areas

The plan should clearly distinguish the leased shop from neighbouring premises and shared areas.

Commercial Lease Plan for an Office

Office buildings can present a different challenge.

Several companies may occupy different parts of the same building.

For example, one tenant might lease the entire third floor while another company occupies the fourth floor.

Another tenant might occupy only part of the third floor.

In these situations, the plan should make the leased area easy to identify.

It may also need to show relevant:

Offices
Meeting rooms
Reception areas
Storage areas
Corridors
Toilets
Kitchen areas
Entrances
Shared facilities

The lease should clarify which areas are exclusively occupied and which are shared.

Commercial Lease Plan for a Warehouse

Warehouses often involve large open spaces.

However, the leased area may include more than the main warehouse floor.

It could also include:

Loading bays
Offices
Yard areas
Parking
Storage
Staff facilities
Access routes
External compounds

A commercial lease plan can help distinguish the warehouse from other units within the same industrial estate.

External areas can be particularly important for commercial premises.

If a yard or loading area is included in the lease, it should be clearly identified.

Commercial Lease Plan for a Restaurant

Restaurants can include several different areas.

A lease may cover:

Customer dining area
Kitchen
Storage
Staff room
Toilets
External seating
Rear service area
Delivery area

Not every area associated with a restaurant will necessarily form part of the leased premises.

A clear plan can help identify which areas are included.

This can be particularly useful where a restaurant shares entrances, service areas or other facilities with neighbouring businesses.

Shared Areas vs Exclusive Areas

One of the most important considerations for a commercial lease plan is distinguishing between exclusive and shared areas.

For example, an office tenant may have exclusive use of its office space but share:

Reception
Lift
Staircase
Corridor
Toilets
Kitchen
Parking
Access routes

The plan should clearly identify the physical areas involved.

The lease should then establish the relevant rights and responsibilities.

Should a Commercial Lease Plan Show Measurements?

Measurements can be useful when defining the extent of a commercial property.

However, the requirements depend on the transaction and the complexity of the premises.

HM Land Registry’s official guidance provides requirements and recommendations for plans used with registration applications, including guidance on scale and measurements. Read the official HM Land Registry plan guidance before finalising a plan for a registration matter.

The plan should provide enough information to identify the property accurately.

What Scale Should a Commercial Lease Plan Use?

There is no single scale that works for every commercial property.

The appropriate scale depends on the size and complexity of the premises.

A small office unit may need a detailed plan showing internal areas.

A large warehouse or industrial site may require a different approach.

HM Land Registry provides preferred scales for different types of plans and explains how plans should relate to the surrounding Ordnance Survey information.

Always check the requirements that apply to your particular transaction.

Should a Commercial Lease Plan Include a North Point?

A north point helps show the orientation of the property.

This can make the plan easier to compare with mapping information and surrounding roads or buildings.

For plans being used for registration purposes, follow the current HM Land Registry guidance.

Commercial Lease Plan for Part of a Building

Commercial leases often cover only part of a building.

For example:

A business might lease the ground floor of a three-storey building.

Another company could occupy the first floor.

A third company could use the second floor.

In this situation, the plan needs to clearly identify the relevant premises.

This can include:

Floor level
Unit number
Internal boundaries
External boundaries
Shared areas
Access points
Other relevant features

The more complex the building, the more important clear plan information becomes.

Commercial Lease Plan for a Business Park

Business parks can contain multiple similar buildings and units.

A commercial lease plan may need to show both the individual premises and its location within the wider development.

Relevant features could include:

Access roads
Building numbers
Parking areas
Loading areas
Shared roads
External storage
Service areas

Showing enough surrounding information can make the property easier to identify.

Commercial Lease Plan for a Retail Park

Retail parks often contain large units with shared customer parking and service areas.

A lease plan should distinguish the leased unit from:

Customer parking
Shared access
Other shops
Service roads
Loading areas
Communal facilities

The exact treatment of these areas depends on the lease.

A clear plan can help reduce confusion about which areas are included and which are shared.

Common Commercial Lease Plan Mistakes

A few common problems can make a commercial lease plan difficult to use.

Unclear Boundaries

If the boundary between two commercial units is difficult to see, the plan may not clearly identify the leased property.

Missing Floor Information

A commercial building can contain multiple floors and units.

Always make sure the relevant floor is clear.

Incorrect Unit Number

The plan should use the correct unit or property reference.

Missing Parking

If parking is included in the lease, make sure the correct spaces are identified.

Missing External Areas

Yards, loading bays, gardens or storage areas should be considered if they form part of the leased premises.

Too Little Surrounding Information

A plan can become difficult to identify if it shows only an isolated internal layout.

Inconsistent Lease and Plan

The written lease and plan should agree.

If the lease describes a 500-square-metre unit but the plan appears to show a different area, the discrepancy should be investigated.

Using an Outdated Plan

Commercial properties can change over time.

Partitions may be moved, extensions may be added and units may be divided.

An old plan may therefore no longer represent the current property.

Can an Existing Commercial Floor Plan Be Used?

An existing floor plan may provide useful information.

However, a standard marketing floor plan is not automatically suitable as a legal lease plan.

A marketing floor plan is usually designed to show the layout of the property to potential buyers or tenants.

A lease plan needs to identify the property covered by the legal agreement and should satisfy any requirements applicable to the transaction.

If you already have a floor plan, ask your solicitor or conveyancer whether it is suitable for the intended purpose.

Commercial Lease Plan and HM Land Registry

Some commercial leases require registration.

HM Land Registry provides specific guidance covering leases and plans.

Its guidance states that plans for leases or transfers of part should clearly identify the land concerned.

It also provides information about:

Scale
North points
Surrounding features
Boundaries
Buildings
Parking
Gardens
Floor levels
Measurements

You can read the official HM Land Registry guidance for preparing plans before preparing a plan for a registration application.

For lease registration questions, the official HM Land Registry guidance on leases is also a useful reference.

How to Prepare for a Commercial Lease Plan

Before arranging a plan, gather as much relevant information as possible.

This may include:

Full property address
Unit number
Existing floor plans
Building drawings
Previous lease plans
Title information
Site plans
Parking arrangements
Access information
Measurements
Solicitor or conveyancer instructions

If the building has recently changed, make sure the current layout is used.

This can help avoid creating a plan based on outdated information.

Commercial Property Preparation

A commercial lease plan is one part of preparing a commercial property.

If you are selling or letting a commercial property, you may also need an EPC and other marketing material.

Our EPC for commercial properties in London guide explains why commercial buildings may need an Energy Performance Certificate.

You can also read our EPC cost guide for London to understand the factors that can affect EPC pricing.

For property owners looking to improve energy efficiency before marketing a building, our guide on how to improve your EPC rating provides practical information.

Recent EPC Rate London Guides

If you are preparing a commercial property for sale or letting, these recent articles may also be useful:

These articles cover the EPC side of property preparation, while a commercial lease plan focuses on clearly identifying the leased premises.

Commercial Lease Plan Checklist

Before finalising your plan, check the following.

Property Details

Correct property address
Correct building
Correct unit number
Correct floor
Correct site location

Leased Area

Main premises clearly marked
Boundaries clearly visible
Shared areas identified
Access areas considered
Parking spaces identified where applicable
Storage areas identified where applicable
Loading areas identified where applicable
External areas identified where applicable

Plan Details

Appropriate scale
North point
Relevant surrounding features
Clear labels
Clear markings
Current property layout
Floor levels identified

Legal Documents

Plan matches the lease
Property description matches the plan
Current layout has been checked
Solicitor or conveyancer instructions have been followed

Frequently Asked Questions

What is a commercial lease plan?

A commercial lease plan is a drawing that identifies the premises included in a commercial lease. It can show boundaries, floor levels, access areas, parking and other relevant parts of the property.

Does every commercial lease need a plan?

Not necessarily. The requirement depends on the lease and the circumstances. Your solicitor or conveyancer can confirm whether a plan is required.

Can I use a normal commercial floor plan?

A normal floor plan may provide useful information, but it may not satisfy the requirements for a legal lease or Land Registry application.

What should a commercial lease plan show?

It should clearly identify the leased premises and, where relevant, boundaries, floor levels, access, parking, external areas and surrounding features.

Should parking be shown on a commercial lease plan?

If parking forms part of the leased premises, the relevant spaces should be clearly identified.

Does a warehouse need a lease plan?

A lease plan can be particularly useful for a warehouse when the premises form part of a larger industrial estate or when external areas such as yards, loading bays or parking are included.

Does a commercial lease plan need a scale?

The appropriate scale depends on the property and the purpose of the plan. HM Land Registry provides guidance on suitable scales for plans used in registration applications.

Can an old lease plan be reused?

It may be possible if the plan accurately represents the current property and satisfies the applicable requirements. Always check for changes to the building before reusing an old plan.

What happens if the commercial lease plan is incorrect?

An incorrect or unclear plan can create uncertainty and may cause problems during a transaction or registration process. The plan should be checked against the lease and current property before finalisation.

Final Thoughts

A clear commercial lease plan can make it much easier to understand exactly which part of a commercial property is included in a lease.

This is particularly important when a building contains multiple offices, shops, warehouses or business units.

Before finalising the plan, check the boundaries, floor level, access, parking, external areas and surrounding features.

Most importantly, make sure the plan agrees with the written lease.

If the property has changed since an earlier plan was created, consider whether the existing document still accurately represents the premises.

For registration matters, always check the latest HM Land Registry guidance and follow any specific instructions from your solicitor or conveyancer.

If you are preparing a commercial property for sale or letting, EPC Rate London can also help with related property services, including commercial EPCs and property floor plans.

You can book property services to enquire about the available options.