What are they and how are they charged?

When stepping into the world of retail and commercial leasing, it’s crucial to understand a term that often sends shivers down the spines of Tenants: Outgoings!

Let’s break this down, to clarify what Outgoings are and how they affect your running costs as a business.

What Are Outgoings?

Outgoings or “Operating Expenses” are the various expenses incurred by the Landlord to operate and maintain a commercial property. These costs relate to the entire property, not an individual tenancy.  They are the costs that the Landlord incurs that are common to all Tenants, such as common area cleaning, security, electricity, lifts and escalators, air conditioning, fire services, gardening, building repairs and maintenance, building insurance, council rates and taxes, to name a few.  These costs can often be passed on from Landlords to Tenants, making it vital for you to grasp what they encompass.

How Is Your Share Calculated?

As a Tenant, you will generally only pay a proportionate share of the overall Outgoings for the property.  The size of your tenancy will be applied to the calculation, using the size of the entire property, to see what your share might be.  Then that percentage will apply to calculate your share.  For example, if you occupy 100sqm of a 1,000sqm property, then you occupy 10% of the floor space.  This would generally result in you being responsible for 10% of the overall Outgoings costs for the property.

Will I know in Advance how much this is going to be?

Typically, the Landlord shares a budget at the start of each financial year, detailing expected Outgoings with itemised costs, where you will be informed of your monthly contribution. At year end, they’ll reconcile actual expenses versus the budget and send you an audit report. If costs exceed the budget, you may get an invoice for the difference; if lower, you could receive a credit for the overpayment. If your Lease falls under the Retail Leases Act, there are specific regulations on the information and timeline the Landlord must follow, including independent audits of Outgoings. For smaller properties with minimal costs, the Landlord might simply send the original invoice for direct payment, so it’s good to confirm this for managing your cash flow.

Do the Outgoings increase each year with the Rent?

Your Outgoings are a recovery of actual costs incurred, so they are certainly subject to change, year on year.  The annual increase you see in your base rent, may be 4% or CPI, whereas the Outgoings will simply change by the amount they have actually changed.  On the odd occasion, Outgoings reduce, however, you should always prepare for Outgoings to increase annually.  The managing agent or Landlord should be continuously working to keep Outgoings for the property down, renegotiating service contracts, re-evaluating insurance costs, considering what repairs and maintenance are needed and the best quote for the work, however, there are costs which are included in Outgoings, which the Landlord has little control over, such as council rates and taxes and this is where we often see substantial rises.

If I have a Gross Lease, do I have to pay Outgoings?

If you have a “gross” Lease, this generally means that the Outgoings are included in your rent and you are not required to pay additional Outgoings for the building.  The Landlord is already recovering this from you, as part of the rent and the Landlord will allocate part of the rental payment to these costs.

Do I have to pay any other Outgoings for my Tenancy?

Yes, in addition to contributing to the Outgoings for the common property or the building where you are located, you will also have your own Outgoings for services which exclusively provide for your tenancy.  These things might include your own cleaning, electricity and insurance (as opposed to insurance, electricity and cleaning of the common area, which are included in Outgoings), your own security, your own telephone / internet costs.

Why I Should Care About Outgoings

Understanding Outgoings is vital for your bottom line. Many Tenants fall into the trap of only considering the base rent when budgeting for their space. However, Outgoings can often add a significant amount to your total annual expenses. Being aware of all potential Outgoings and the timing of the payments, allows you to better negotiate your Lease terms to suit your business performance and also to plan your cashflow.

The Lease Agreement.  Is this all outlined in there?

Before signing a Lease agreement, read the section related to Outgoings thoroughly. This is your opportunity to understand what costs will be your responsibility, and to clarify any ambiguities. You should also seek transparency regarding any potential increases in these costs, which the Landlord can foresee. 

Consider negotiating a cap or limit on the amount that Outgoings can increase each year, as this will help you manage your cashflow better and prevent unexpected financial burdens.

A Final Thought

Understanding Outgoings in the retail and commercial leasing realm is crucial for any Tenant. By familiarising yourself with the different types of Outgoings, knowing what they include and understanding how they are calculated, you equip yourself with the knowledge to make sound financial decisions. The clearer you are on these costs, the smoother your leasing experience will be, allowing you to focus more on your business and less on unexpected bills!

Your Leasing Co. specialises in Tenant/Landlord communication and representing Tenants to negotiate favourable lease terms.  If you have any questions or need any help to get the best outcome from your Lease, you can call us for a free, no obligation conversation on 1300 356 702.