Alterations in commercial properties can become complex quickly – which is why we’ve created a practical, step‑by‑step checklist for landlords.

It helps ensure the right questions are asked at the right time, reducing risk, avoiding delays and supporting smoother negotiations.

Landlord checklist: Managing tenant alterations

A standard commercial lease will normally prohibit the tenant from carrying out external or structural alterations, while permitting internal, non-structural works subject to the landlord’s consent, which must not be unreasonably withheld.

A landlord must act reasonably when considering requests for internal and non‑structural works and respond within a reasonable timeframe. The landlord must provide valid reasons if withholding consent. However, a landlord’s control over alterations should be proportionate and limited to what is necessary to protect the value and integrity of the property.

Effective control of tenant alterations is essential to:

  • Protecting the value and condition of the property.
  • Maintaining structural integrity.
  • Preserving the external appearance of the property.
  • Avoiding interference with shared services and systems.
  • Ensuring statutory compliance including planning, building regulations and fire safety.
  • Preventing breaches of any lender requirements.

Key considerations in landlord-tenant communication:

  • Avoid giving accidental informal or unintended consent via email or verbal discussions.
  • Ensure all communication remains clear and non‑committal until formal consent is granted.
  • Refer tenants back to the lease terms and formal Licence for Works process whenever alterations are discussed.

Commercial landlords should consider documenting tenant alterations in a Licence for Works agreement which should address the following points:

  • The full scope and detailed specification of the proposed works.
  • Insurance requirements that must be met.
  • Confirmation that all statutory obligations are complied with (including planning, building regulations and fire safety).
  • Timescales for carrying out and completing the works.
  • The required quality of materials and standard of workmanship.
  • A clear prohibition of any structural or external works to the property unless explicitly agreed.
  • Costs to be reimbursed by the tenant, including the landlord’s legal and surveyor fees.
  • Indemnities covering damage, loss, and reinstatement.
  • Whether the works must be reinstated at the end of the lease.
  • Measures to protect any shared common parts and service routes.
  • How the alterations will be treated at rent review, including whether improvements will be reflected in the rental value or disregarded. The rent review clause in the lease should align with the Licence for Works agreement.

Before the lease expires:

  • Inspect the property early to assess whether reinstatement is required or whether any tenant alterations add value and can remain in place.
  • Ensure all required reinstatement work is completed before the lease expires.
  • Keep clear records to support any dilapidations claims.

How we can help

It is strongly advised that both parties seek independent legal advice when granting or negotiating consent to reduce the risk of disputes arising later. For more information, please contact the Lindsays Commercial Property team.

We can prepare or review a Licence for Works agreement to ensure your position is clearly protected.