Put clear licence terms around your co-working or shared office setup

In a shared workspace, the friction points are often practical rather than theoretical. Users may have different access rights, use communal areas differently, book rooms through separate systems or move between hot desks and private rooms. A licence agreement helps record what the occupier is actually getting, what remains under the operator's control and what rules apply on site. That can be particularly important where the arrangement is flexible, non-exclusive or membership-based, because a generic premises document may not deal properly with day-to-day issues such as guest access, storage, internet use or shared amenities.

The key terms often include the space or membership rights being granted, access hours, licence fees, payment timing, permitted activities, use of communal facilities, booking rules, site conduct requirements, termination rights and restrictions on transfer or sharing. Depending on the setup, the agreement may also deal with security passes, mail handling, meeting room credits, cleaning expectations, damage to shared areas and what happens if a facility is unavailable. Those points matter because a co-working arrangement usually involves more moving parts than a simple right to occupy one defined room.

Important details include whether users have dedicated desks, private offices, floating access or a mix of licence types. It also helps to know who can use meeting rooms, whether guests are allowed, what facilities are included in the fee, how bookings are managed and what house rules already apply at the site. If the workspace sits within a larger building or under another property arrangement, that can also affect the drafting. The more clearly the operating model is mapped out, the easier it is to produce wording that matches the commercial reality.

A standard template may cover basic occupation points, but shared workspace models often need more specific wording. For example, a hot desk membership, a dedicated desk licence and a private office arrangement may each need different treatment on exclusivity, access, facilities and booking rights. If the document is too generic, it may leave uncertainty about what the customer has paid for and what control the workspace operator keeps. A more tailored agreement is usually worthwhile where the business relies on flexible use, communal amenities or multiple membership tiers.

No. This service covers the legal drafting of the shared workspace licence agreement itself and one round of amendments. If your arrangement also needs landlord consent, building management approval or another external sign-off, that is a separate step. Approval depends on the relevant regulator or authority. If regulator or authority requirements affect your matter, we will talk you through the practical next steps.. We can flag where those dependencies appear relevant while drafting, but Sprintlaw does not control whether an approval is granted or how long an outside decision-maker takes to respond.

Working with us is simple. Start by submitting an enquiry through our website using the form at the top of this page or on our Get Started page. A legal project manager will review your enquiry within 1 business day and reach out to understand your needs.

They'll send you a fixed fee quote outlining costs, scope, and timing. If you're happy, you can accept and sign our engagement letter online. Once that's done, we'll connect you with an expert lawyer who will complete your project via email, phone, or video chat, with the timing confirmed in your quote.

If you're not looking for help with a specific matter, explore our platform, which offers free templates, tools to get your business set up, and even a free tier to get started. Whether you need legal support or just want to browse resources, we've got you covered.

At Sprintlaw, our pricing is transparent and designed for startups and small businesses. Many one-off legal services, including document drafting and reviews, are provided for a fixed fee with an upfront quote before you proceed.

Prices typically range from £100 to £1,500 depending on the complexity and scope of the work. For ongoing support, Sprintlaw Memberships include options such as legal templates, consultations, a legal helpline and credits for services.

If your project is larger or more complex, we will provide a tailored quote after understanding what you need.

Sprintlaw UK operates fully virtually, with the team working online across the UK to provide support to startups and small businesses nationwide. Many of our team are based in London and often meet at co-working offices, but our operations remain fully digital, ensuring flexibility and efficiency for both our clients and team.