Office refurbishment sounds exciting, new layouts, fresh interiors, better energy, and a space that actually feels good to work in.
But the first question that stops most businesses in their tracks is simple and slightly scary, how much is this going to cost?
The truth is, office refurbishment costs are not pulled out of thin air.
They are calculated using a structured process that combines space planning, design ambition, technical requirements, and practical constraints.
Once you understand how the numbers are built, the whole thing feels far less intimidating.
Let’s break it down
Office refurbishment is the process of upgrading, redesigning, or improving an existing office space.
This can range from something as simple as repainting walls and changing carpets to a full transformation involving new layouts, upgraded systems, and custom interiors.
Think of it like renovating a house. You can change the cushions and repaint the walls, or you can knock down walls, rewire everything, and rebuild it to match how you actually live.
You might hear one company spend a modest amount while another spends several times more on a similar-sized space.
That is because the refurbishment cost is not just about size.
It is about intent.
A basic refresh costs very differently from a premium, brand-led workplace. Materials, timelines, technical requirements, and even how fast you want the job done all influence the final number.
This is the most obvious factor. Costs are often calculated per square foot or square metre.
A larger space naturally requires more materials, labour, and time.
However, bigger does not always mean more expensive per square foot.
Smaller offices can sometimes cost more per unit if they involve high-end finishes or complex detailing.
This is where costs really start to diverge.
This usually includes:
Painting
Carpet or vinyl replacement
Minor lighting upgrades
Basic furniture changes
This is the lowest-cost option and is often chosen when the layout already works.
This may involve:
New partitions
Ceiling upgrades
Electrical and lighting reconfiguration
Partial furniture replacement
This is common for growing companies that need better functionality without a full rebuild.
This includes:
Full strip-out
New layouts
New HVAC, electrical, and data systems
Custom joinery and branding elements
This is the most expensive option but delivers the biggest transformation.
Interior design is not just about aesthetics. Designers help optimise space, improve workflow, and avoid costly mistakes during construction.
Design fees are usually calculated as:
A percentage of the total project cost, or
A fixed fee based on scope
Skipping design often costs more in the long run.
Changing layouts affects everything, walls, lighting, air conditioning, data points, and fire safety. The more walls you move, the more trades get involved.
A well-planned layout can actually reduce overall costs by minimising unnecessary construction.
Before building anything new, old elements often need to be removed. This includes:
Existing partitions
Flooring
Ceilings
Old wiring
This cost is frequently underestimated.
These form the backbone of the space:
Glass partitions cost more than gypsum
Acoustic ceilings cost more than standard tiles
Carpet tiles, vinyl, wood, and stone all vary significantly in price
Every material choice shifts the budget.
Custom reception desks, storage units, and feature walls add character but also increase cost. Bespoke work always costs more than off-the-shelf solutions.
Reconfiguring air conditioning is one of the biggest cost drivers, especially in offices with multiple zones or meeting rooms.
Poor HVAC planning leads to uncomfortable offices and expensive rework.
This includes:
Power outlets
Data points
Wi-Fi infrastructure
Lighting design and fixtures
Smart lighting and energy-efficient systems may cost more upfront but save money long term.
Pantries, washrooms, and coffee stations increase costs due to water supply, drainage, and waterproofing requirements.
Ergonomic chairs, adjustable desks, and durable finishes increase cost but improve productivity and employee well-being.
AV systems, acoustic treatments, and custom tables add to the budget but are critical for modern offices.
Smart access control, room booking systems, and integrated AV setups are becoming common. These features add upfront cost but future-proof the workspace.
Most refurbishments require approvals from building management and local authorities. These fees are often fixed but must be included in the budget.
Project managers coordinate timelines, contractors, and budgets. Their fees typically range from a small percentage of the total cost but can save significant money by preventing delays and mistakes.
Commonly missed costs include:
Temporary relocation
After-hours work premiums
Snagging and final fixes
Maintenance access requirements
These can quietly push budgets higher if not planned early.
Costs are typically presented as:
Cost per square foot estimates
Detailed bill of quantities
Lump-sum contracts
Each has its pros and cons depending on project complexity.
While prices vary by region and quality level, office refurbishment costs often fall into low, medium, and high ranges depending on finish, scope, and services involved.
Always treat averages as guidelines, not guarantees.
Smart ways to control cost include:
Retaining existing layouts where possible
Choosing durable mid-range finishes
Phasing the project
Investing in good design upfront
Cheap shortcuts usually cost more later.
Office refurbishment cost is not a mystery formula. It is a layered calculation built from space, design ambition, technical needs, and execution quality.
When planned properly, refurbishment is not an expense, it is an investment in productivity, culture, and long-term efficiency. The key is clarity, knowing what you want, what you need, and where flexibility exists.
It is calculated based on size, scope, design, construction, MEP systems, furniture, and professional fees.
It is useful for early budgeting but should not replace detailed cost breakdowns.
MEP systems and layout changes often contribute the most to cost increases.
Yes, phasing helps manage cash flow and reduce operational disruption.
Yes, good design prevents mistakes, improves efficiency, and often reduces total cost.
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