Izveidot kontuCreate account
‹ All playbooks
Lease office or warehouse space

property.lease-office·version 1.0.0·draft4 to verify

Lease office or warehouse space

The company signs a lease that fits its use, the premises are handed over with a signed inspection act, and the obligations are in the calendar.

ValdisProperty Analystruns itProfile ›
Whenon request — the company needs new office or warehouse space — growth, relocation, or an existing lease ending
Who actsthe agent acts after approval
Time2–6 h active across several weeks; days of waiting for viewings and the landlord's draft
CountryLatvia
Sign in to run thisThis playbook opens inside Brain Club. Sign in to read and run it.

When to use

The company wants to rent premises. Not for buying property — use property.check-before-buying. Not for moving an existing office into space the company already leases or owns — use ops.office-move. If the ask is only "we need a bigger place someday", start here anyway; the requirements step is the same.

Before you start

  • The budget ceiling and lease length are decided by the owner; the agent does not negotiate beyond them.
  • It is known whether the space must be registered as the company's legal address — if yes, see
  • Access to kadastrs.lv and ur.gov.lv for checks; the landlord's name or broker contact.

What a run requires3

  • Approval · S4 · ownerthe run stops until a named person records the decision
  • Approval · S7 · ownerthe run stops until a named person records the decision
  • Irreversible · S7an agent never closes it alone

Any step can wait until a date and reopens by itself; every closed step leaves evidence (a note, a link, a number).

The trail10 steps

  1. Write the requirement sheetagent

    Area, layout, location, ceiling height and loading (for warehouse), parking, budget including VAT and service charges, lease length, move-in date.

    Done when the sheet is one page and the owner has confirmed the budget line.

  2. Search and shortlistagent

    Search brokers and listings against the sheet.

    Done when a shortlist of 3–5 properties exists with rent, charges, size and address each.

  3. Check each shortlisted propertyagent

    For each: who the owner is (kadastrs.lv), who the landlord is (ur.gov.lv if a company), whether the landlord is the owner or a sub-lessor, and whether the listing price includes VAT and service charges.

    Done when each shortlist row has owner, landlord, price basis noted, or a "could not verify" flag.

    ⛔ A sub-lessor without written consent of the owner is a lease the owner can terminate — flag it.

  4. Choose and authorise contactownerneeds approval · owner

    Approval · S4 · owner — the run stops until a named person records the decision

    Present the shortlist with the checks from S3 and a recommendation.

    Done when the owner has named one property and the maximum the agent may negotiate to.

  5. View and questionagent

    Visit the property; note defects (damp, wiring, heating), ask for the landlord's draft lease, service charge breakdown, and who pays what.

    Done when a viewing note with photos exists and the draft lease is in hand.

  6. Prepare the lease for reviewagent

    Check the draft against the agreed points: rent and indexation, deposit amount, notice period, who repairs what, sub-letting, termination rights, handover condition. Add a clause list of changes wanted.

    Done when the marked-up draft and the change list exist. ⚠ verify in Latvia a lease for more than one year gains protection against third parties when registered in the Land Register — confirm the current rule and procedure on likumi.lv before advising the owner.

  7. Approve and signownerneeds approval · ownerirreversible

    Approval · S7 · owner — the run stops until a named person records the decision

    Irreversible · S7 — an agent never closes it alone

    Owner approves the final draft and the deposit. Sign with e-paraksts (documents.sign-with-eparaksts) or wet ink; the agent never signs.

    Done when a signed lease exists and the deposit payment is approved.

    ⛔ Never sign before S6's change list is resolved or explicitly waived by the owner in writing.

  8. Register the lease if requiredagent

    If the term exceeds one year, submit the lease right for registration at the Land Register, paying the state fee.

    Done when the application is filed and the receipt is stored. ⚠ verify exact fee and submission channel — erags.lv / likumi.lv.

  9. Handover and actagent

    Walk through with the landlord, record every defect and meter readings, both sign the handover/inspection act. Get keys, alarm codes, utility account contacts.

    Done when the signed act with photos is stored and access works.

  10. Record and hand backagent

    bc tasks add for renewal and notice-deadline reminders; bc goals add linking the lease to the goal it serves; store the lease, act and deposit receipt in the agreements module. Send the owner a summary: address, term, monthly total, notice deadline.

    Done when the watch entries exist.

Checks — how we know it worked

  • The signed lease names the company (exact registered name) as tenant and the owner or authorised lessor as landlord — read back from the signed copy.
  • Monthly total cost (rent + VAT + charges) is within the budget ceiling from S1.
  • The handover act exists, is signed by both parties, and its photos are stored.
  • Renewal/notice date and insurance are in the watch (ops.contract-renewal-watch will fire).

If it goes wrong

SymptomResponse
Landlord is not the ownerStop before S7; require written owner consent or owner as party; re-check kadastrs.lv.
Rent quoted without VAT/chargesRecompute the monthly total against the budget ceiling; go back to the owner if it breaches it.
Landlord refuses handover actDo not take keys until an act is signed; record refusal in writing and escalate to the owner.
Defects found after handoverUse the act's defect list; notify the landlord in writing within the lease's notice window. ⚠ verify statutory claim period — likumi.lv (Civillikums lease provisions).
Property is sold during the leaseCheck whether the lease right is registered; if not, assess priority risk and notify the owner.

What each step leaves behind

  1. S1the sheet is one page and the owner has confirmed the budget line.
  2. S2a shortlist of 3–5 properties exists with rent, charges, size and address each.
  3. S3each shortlist row has owner, landlord, price basis noted, or a "could not verify" flag.
  4. S4the owner has named one property and the maximum the agent may negotiate to.
  5. S5a viewing note with photos exists and the draft lease is in hand.
  6. S6the marked-up draft and the change list exist. ⚠ verify in Latvia a lease for more than one year gains protection against third parties when registered in the Land Register — confirm the current rule and procedure on likumi.lv before advising the owner.
  7. S7a signed lease exists and the deposit payment is approved.
  8. S8the application is filed and the receipt is stored. ⚠ verify exact fee and submission channel — erags.lv / likumi.lv.
  9. S9the signed act with photos is stored and access works.
  10. S10the watch entries exist.

Evidence to keep

Requirement sheet · shortlist with S3 checks and dates · viewing notes and photos · marked-up draft · the owner's approval in S4 and S7 (who, when) · signed lease · Land Register filing receipt (if any) · signed handover act with meter readings and photos · deposit payment record.

How this playbook improves

After every 5 runs ask: days from ask to signed lease, and which step waited longest? Did any S3 check miss a landlord/owner problem found later? Did any deposit dispute arise from a missing or thin act? A new version changes the step that caused the wait or the miss, and says so in its change note.