Timing the Market: When to Start Planning Your Next Lease
By Chris Rohrer, Broker & Pete Kostroski, Broker | Rokos Advisors
One of the biggest mistakes tenants make is waiting too long to start thinking about their next lease. Whether it’s a renewal, relocation, or expansion, timing is everything — and in today’s market, the right timing can unlock leverage, cost savings, and flexibility that simply aren’t available when decisions are rushed.
The market has shifted across industrial, office, and flex product, and tenants who plan early are consistently securing better terms than those who don’t. Starting the process early isn’t just about being organized, it’s a strategic advantage.
Why Early Planning Matters More Today
Real estate moves more slowly than people expect. Even something as simple as a renewal can take months of market analysis, negotiation, and internal decision-making. And if you’re considering a relocation? That process has even more layers: site selection, tours, financial modeling, lease negotiation, construction timelines, furniture planning, and move logistics.
Meanwhile, market dynamics are constantly evolving. Availability is shifting, concessions are fluctuating, and submarket trends can change within a single quarter. When tenants wait until the last minute, they’re forced to react to the market rather than shape their ideal outcome.
The Ideal Timeline for Most Tenants
While every company’s situation is unique, a general rule of thumb is:
18–24 months before lease expiration: Start long-term planning and internal discussions.
12–18 months out: Engage your tenant-rep advisor, review market conditions, and build a strategy.
9–12 months out: Tour potential options, evaluate renewal scenarios, and analyze build-out requirements.
6–9 months out: Begin negotiations, secure proposals, and compare financial terms.
3–6 months out: Finalize negotiations, complete legal review, and prepare for transaction or renewal.
Starting early isn’t about committing early, it’s about giving your business room to think, evaluate, and negotiate from a position of strength.
The Advantage of Market Visibility
When tenants build their planning early, they gain access to more than just time. They gain better visibility into the market. Early planners can track how rents are trending, where availabilities are likely to open, and which landlords are offering meaningful concessions.
This is especially important in markets experiencing new construction, rising sublease inventory, or significant vacancy swings. Trends like these directly influence leverage, and tenants who understand them early can align their strategy accordingly. Instead of guessing, you’re moving intentionally — backed by real-time data.
Creating Optionality
The most underrated benefit of early planning is optionality. When you start ahead of schedule, you’re not choosing between one or two solutions — you’re choosing between many. Renewing becomes one option, not the only option. Relocating becomes a possibility, not a desperate last-minute scramble.
Optionality gives tenants confidence. It keeps negotiations grounded and prevents landlords from assuming you have no viable alternatives. And when a landlord knows you have options, the tone of the conversation changes dramatically — usually in your favor.
Protecting Your Business from Surprises
Beginning the process early also helps uncover hidden challenges long before they become emergencies. Construction timelines can stretch. Landlords can delay responses. Market availability can shift. Team decision-making can take longer than expected. When everything is on a short timeline, small delays can turn into major issues. But when you’re ahead of schedule, delays are manageable — and you still maintain control of the process.
The best time to plan your next lease isn’t when your expiration is around the corner — it’s well before that. The earlier you start evaluating your options, the more leverage you have, the more strategic clarity you gain, and the better your final outcome will be.
Are you evaluating the ideal timeline for your next move? Connect with Rokos Advisors today to help you build a plan that protects your business and your bottom line.
Rokos Advisors is an award-winning Minneapolis - St. Paul based commercial real estate/tenant representation firm specializing in helping businesses find the perfect office or industrial space for their company.