What is the commercial space inquiry form template?
A commercial enquiry that says only "looking for an office" means a round of calls before anyone can suggest a building. This template collects the brief up front: who the business is, whether a broker is involved, the type of space, the size range and headcount, preferred locations, specific requirements from parking and loading to power supply and 24/7 access, and whether they want it fitted out or as a shell.
The final page covers the deal — lease, sublease, flexible space or purchase — the term wanted, a budget and how it's expressed, the target move-in date and when the current lease ends. A business can attach its own space brief if it has one.
Each enquiry is saved as a PDF in FileIt, giving the leasing team a consistent brief to match against available space.
- Best for
- Commercial landlords, leasing agents, brokers and business centres
- Filled in by
- The business looking for space, or its representative
- Time to complete
- About 5 minutes
- Includes
- Business details, space type and size, requirements, deal terms, budget, uploads
Who uses a commercial space inquiry form?
- A commercial agent's website enquiry form for office and retail listings
- A landlord with a multi-let building qualifying incoming tenants
- A tenant-rep broker gathering a client's requirements at the start of a search
- An industrial estate owner taking enquiries for units of different sizes
- A serviced office or flex-space provider capturing enquiries for larger teams
- A retail landlord screening enquiries for use class and frontage needs
Questions on this commercial space inquiry form
26 questions over 3 pages · includes file upload, conditional questions, multiple pages, consent checkbox.
1 About your business
- Your name*
- Job title
- Company*
- Email*
- Phone
- Industry / type of business
- Website
- Are you represented by a broker or agent? No — enquiring directly · Yes
- Broker's name and firm asked only when it applies
2 The space
- Type of space* Office · Retail / shop front · Industrial / warehouse · Flex / light industrial · Medical or clinic · Restaurant / food service · Other
- Minimum size*
- Maximum size
- Size measured in* Square feet · Square metres
- People who will work there
- Preferred locations*
- Requirements On-site parking · Near public transport · Loading dock or level access · Street frontage / signage · Fitted out / move-in ready · Kitchen or extraction · High power or three-phase supply · 24/7 access · Step-free access
- Fit-out preference Fully fitted · Shell / white box — we'll fit it out · Either
3 Terms & timing
- Type of agreement* Lease · Sublease · Flexible / serviced · Purchase
- Lease term wanted asked only when it applies Under 1 year · 1–3 years · 3–5 years · 5–10 years · 10 years or more
- Budget
- The budget is Per month, total · Per year, per square foot / metre · Purchase price
- Target move-in date*
- Current lease ends
- Anything else about your needs?
- Space brief or requirements document
- Contact*
The commercial space inquiry form, page by page
1 About your business
Your name, job title, company, email and phone, industry and website, and whether you're represented by a broker — a yes asks for the broker's name and firm.
2 The space
Type of space, Minimum size and Maximum size in square feet or square metres, People who will work there, Preferred locations, a Requirements checklist (parking, transport, loading, frontage, fit-out, kitchen, power, 24/7 access, step-free access, or other), and Fit-out preference.
3 Terms & timing
Type of agreement — lease, sublease, flexible or purchase. Anything but a purchase asks for the Lease term wanted. Then a Budget with what it represents, Target move-in date, when the current lease ends, other notes, an optional brief upload and agreement to be contacted.
Make the template yours
- Remove the square feet or square metres option so every enquiry uses your market's unit
- Change the budget currency
- Remove space types you don't offer — a pure office landlord won't need industrial
- Add a question about the intended use if planning or zoning rules matter for your units
- File enquiries by space type so each leasing agent sees their own
- Add your broker commission policy as a paragraph if brokers often enquire
Tips for a better commercial space inquiry form
- Reply with a short list of real options quickly — commercial searches often move fast once they start
- Check the move-in date against fit-out time; a shell unit rarely works for a move next month
- If a broker is named, deal through them
- Ask for the space brief if the needs are complex rather than guessing
- Keep the enquiry PDF with any heads of terms that follow
Every response becomes a PDF in your vault
On submission, FileIt saves a PDF of the enquiry — business details, space requirements, deal terms and any uploaded brief — in your chosen folder and emails you. The enquirer can receive a copy.
The leasing team then shortlists spaces and arranges viewings. FileIt doesn't match enquiries to your listings, so the PDF is the brief you work from.
- Start from this template. It opens in the FileIt Forms designer — change any question, add pages, set the rules for when questions appear.
- Share it. Turn on a public link, or send it to people by email, each with their own link. They don’t need a FileIt account.
- Get the answers as PDFs. Each response is saved as a PDF in the vault folder you choose, with uploaded files attached — and listed in a Responses table you can export to CSV.
Commercial space inquiry form: frequently asked questions
Is this commercial space inquiry form free?
Yes. It's a starter template in FileIt's Forms app on every plan, and every question can be edited.
Can it handle both leasing and sales enquiries?
Yes. The Type of agreement question covers lease, sublease, flexible space and purchase, and only lease-type answers ask for a term.
How do I set square feet or square metres?
The size fields are numbers, and a Size measured in question asks whether they're in square feet or square metres. Delete the option you don't use to fix a single unit for your market.
Can businesses attach a requirements document?
Yes, up to three PDF, Word or Excel files.
Do enquirers need an account?
No. They fill it in from a public link, such as one on your website.