Reinstatement — costs and other considerations

What is office reinstatement

Here's the biggest mistake tenants make — thinking reinstatement is just demolition and hacking — it's not.

Reinstatement means restoring your office space to its exact condition as per your lease agreement — this typically means matching every original material, finish, and system specification from when you first took possession. This isn't about making it "nice" or "clean" — it's about passing the building management's final inspection.

Your lease agreement doesn't accept "similar" — it requires exact matching to original specifications.

What typically needs to be restored:

• All partition walls
• False ceiling modifications
• Floor level adjustments
• Aircon layout changes
• Lighting modifications
• Electrical modifications
• Plumbing additions — pantry areas, water points, or waste water systems
• Sprinkler systems — relocated for fire compliance during your fit-out

Every change you made during renovation must be reversed, and the original building systems must be fully restored.

This often requires sourcing original materials — a process that becomes increasingly complex and expensive in older buildings where specifications may be outdated or discontinued.

[[hr]]

Reinstatement Process

The reinstatement process involves three phases:

1. Site Evaluation & Planning

‍The reinstatement contractor conducts a comprehensive assessment, comparing your current space against building management requirements and providing a detailed quotation that itemises every aspect of work required.

2. Restoration to Original Condition

‍Reinstatement work encompasses two main components: removal of all tenant installations and restoration of building services to original configurations.

This includes dismantling partition walls, ceiling modifications, flooring changes, and restoring M&E systems such as air conditioning ducts, lighting circuits, fire sprinkler heads, and electrical outlets back to their base building positions to comply with lease termination requirements and secure government agency clearances.

3. Final Inspection & Handover

‍Upon completion, comprehensive quality checks ensure every detail meets established standards before the space is handed back to building management for their final approval.

[[hr]]

Reinstatement pricing

You'll be getting quotes from S$20-60 psf — but here's what most tenants don't realise: there's very little difference in service quality across this range. The price depends on the following:

How your supplier's company is set up:

• Firms without in-house reinstatement capabilities charge S$35-60 psf
• Reinstatement specialist firms can deliver the same quality at S$20-45 psf

How complex is your scope:

• Typical restoration — Lower end of range
• Extensive M&E works and restoration — Higher end of range
• Government clearance requirements — Additional costs

How fast you need it:

• Standard 2-3 week timeline: Normal rates
• Rush jobs (under 2 weeks): Expect a 15-25% premium

[[hr]]

Reinstatement Quotes below S$20 pSF

Exercise caution with quotes below S$20 psf. This often indicates:

• Contractors who underestimate scope
• Hidden costs that emerge during execution
• Potential quality issues that risk building management rejection

The risk isn't worth the savings when your security deposit is on the line.

[[hr]]

Ask your new D&B firm for recommendations

If you're moving to a new office, your new Design & Build firm can often advise on reinstatement contractors. Some may offer to bundle reinstatement with your new office renovation — typically as separate line items but potentially with better blended pricing if you negotiate well.

However, its still best practice to use reinstatement specialists. They have:

• Purpose-built operations with specialised workers, disposal equipment, and vehicles
• Deep expertise in material sourcing and building management requirements
• Often more cost-effective than general D&B firms, even with bundling

Try not to use D&B Firms for reinstatement-only projects. Many D&B firms outsource reinstatement to specialists, adding their project management fee and markup. You're paying extra for a middleman when you could work directly with the specialist.

[[hr]]

Reinstatement for old buildings

Many buildings, especially older Grade A properties, have unique materials and finishes that are challenging to source.

Original ceiling tiles, specific paint colours, particular flooring materials, or vintage lighting fixtures may be discontinued or require special ordering. Limited stock availability of these materials can significantly increase both costs and timeline.

[[hr]]

Reinstatement for Grade A buildings

Grade A buildings in Singapore maintain the highest standards, and their reinstatement requirements reflect this. Understanding these nuances prevents costly delays and rejections.

Strict building management

Pre-Approval Requirements:

• Reinstatement plan submission before commencement
• Contractor credentials verification and insurance documentation
• Method statements for all major works
• Waste disposal and logistics coordination plans

Quality Standards:

• All work must match original specifications exactly
• Building-approved materials and finishes only
• Professional certifications required for electrical and M&E works
• Photographic documentation throughout the process

Hacking restrictions & timings

Limited Hacking Periods (building-dependent):

• Weekdays: Typically none allowed during office hours
• Saturdays: Typically none allowed during office hours
• Sundays & Public Holidays: Permitted
• Some buildings allow extended hours with premium charges

Noise Control Requirements:

• Acoustic barriers for heavy demolition work
• Specific equipment restrictions during business hours
• Coordination with neighbouring tenants
• Building management notification protocols

Access Coordination:

• Goods lift booking requirements (building dependent)
• Loading bay scheduling and logistics management
• Security clearance for all contractors and workers
• Daily access passes and movement restrictions

Timeline expectations for Grade A buildings

Standard Reinstatement Timeline:

• Planning & Approval Phase: 3-4 weeks
• Execution Phase: 2-3 weeks
• Final Inspection & Handover: 1 week

Total Timeline: 6-8 weeks from initial planning to final handover

This extended timeline accounts for building management approval processes, restricted working hours, and the higher quality standards required.

[[hr]]

The cost of getting it wrong

Poor reinstatement can hurt. Here's what can happen when things go wrong:

Security deposit forfeiture

• Typical security deposits — 3-6 months rent
• For a 5,000 sqft Grade A office at S$8 psf puts S$120,000-240,000 at risk
• Landlords can retain deposits for non-compliant reinstatement

Additional rectification costs

• Landlord can appoint their own contractors — additional charges
• Extended rental costs if your lease has expired

[[hr]]

Your reinstatement action plan

4 Months Before Lease Expiry:

• Review your lease agreement's reinstatement clauses
• Request original handover documentation from building management
• Begin researching qualified reinstatement contractors

3 Months Before:

• Obtain quotations from 3-4 experienced contractors
• Schedule site evaluations with your preferred contractors
• Confirm building management approval processes and timelines

2 Months Before:

• Engage your chosen contractor and finalise agreements
• Submit reinstatement plans to building management for approval
• Coordinate timing with your office move timeline

1 Month Before:

• Confirm all approvals and permits are in place
• Schedule coordination meetings with building management
• Begin coordination with your moving company

During Reinstatement:

• Maintain regular communication with contractor and building management
• Document progress with photographs
• Address any issues immediately to avoid delays

[[hr]]

Summary

Reinstatement might feel like one more complication at the end of your lease, but with proper planning and the right contractor, it becomes a straightforward process.

The companies that navigate reinstatement smoothly treat it as a scheduled project with specific deliverables, not an afterthought. They plan early, choose experienced contractors, and work collaboratively with building management throughout the process.

Most importantly — a competent reinstatement contractor will guide you through every step, handle building management coordination, and ensure your space meets all requirements. Choose someone with Grade A building experience and a track record of successful handovers.

Your deposit and your peace of mind are worth investing in quality execution.

[[hr]]

Kenneth Poh created Office D&B Guide after serving as CEO of a Design & Build firm in Singapore. This guide draws from real projects, real budgets, and practical insights gained from real client experiences.