Office for Care Company: Finding Suitable UK Property
A practical guide to finding, leasing and preparing office premises for care companies across London and the UK
Finding the right office for a care company requires more consideration than simply choosing a commercial workspace with enough desks. Care businesses often need premises that support staff management, confidential records, recruitment, meetings, training and the day-to-day coordination of care services.
For companies providing regulated care, the office can also have an important CQC role. For example, CQC identifies the premises from which domiciliary care, supported living and similar services are organised or managed as locations for registration.
This makes the choice of office an important property decision for care agencies, home care providers, supported living operators and other healthcare businesses.
What type of office does a care company need?
The appropriate office depends on the type and size of the care company.
A small home care agency may need a relatively compact office for its registered manager, care coordinator and administrative staff. A larger provider may require several offices, meeting rooms, training facilities and additional storage.
A care company office may be used for:
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Care planning and coordination
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Staff scheduling
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Recruitment
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Staff supervision
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Training
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Management meetings
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Record management
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Quality assurance
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Administration
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Client communication
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Regulatory and compliance activities
For a domiciliary care agency, the office can be the location from which care delivered in people's homes is routinely planned, coordinated and managed.
What should an office for a care company include?
There is no single office layout suitable for every care provider. The property should reflect the company's operational requirements.
Staff workspace
The office should provide sufficient workspace for the people managing the care service.
Depending on the business, this could include:
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Registered manager
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Care coordinators
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Care supervisors
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Administrators
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Recruitment staff
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Operations managers
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Senior management
A growing company should also consider whether the premises can accommodate additional employees without requiring an immediate relocation.
Private meeting rooms
Private meeting space can be particularly valuable for care companies.
The office may be used for:
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Staff supervision
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Recruitment interviews
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Performance discussions
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Client meetings
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Management meetings
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Confidential telephone calls
A separate meeting room can also double as a training space for smaller organisations.
Secure records storage
Care providers handle confidential information about service users, employees and business operations.
The office should therefore provide appropriate arrangements for protecting records.
CQC states that premises can be unsuitable where people's records cannot be kept safe and secure.
When viewing properties, care companies should consider physical security, controlled access, secure document storage and appropriate arrangements for electronic information.
CQC requirements for a care company office
Not every care company is regulated by CQC in the same way, so the requirements depend on the service being provided.
For a domiciliary care provider, CQC identifies the premises from which the regulated activity is managed as a location. The same location rules also cover certain supported living, live-in and nursing agency arrangements.
This means a care company looking for office premises should establish whether its proposed office will be a CQC location before signing a lease.
The property should be capable of supporting the actual management of the regulated service rather than simply providing a correspondence address.
Can a virtual office be used by a care company?
A virtual office should not automatically be treated as suitable premises for a regulated care service.
CQC specifically states that a virtual office is not a location. It also does not treat a PO box or premises used solely to receive mail or divert calls as a location.
For a care provider, the distinction is important.
A business may use a virtual address for certain administrative purposes, but this does not necessarily provide the physical operational base required for managing a regulated care activity.
Can a serviced office work for a care company?
Serviced offices can be considered, but the arrangement needs to be assessed carefully.
A serviced office may provide:
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Flexible lease terms
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Meeting rooms
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Reception services
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Shared facilities
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Internet connectivity
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Professional business premises
However, a temporary office used occasionally for recruitment is different from premises that genuinely function as the location from which regulated care is managed.
CQC's current location guidance excludes temporary premises, including serviced offices used for short periods as convenient recruitment locations, from the relevant location definition.
A care provider considering a serviced office should therefore establish whether it has sufficient, consistent use of the premises to manage its service effectively.
Legal occupancy for a care company office
Legal occupancy should be checked before committing to premises.
For services including home care, CQC requires evidence of legal permission to use the chosen location. The evidence must be valid when the application is submitted and clearly demonstrate that the provider has permission to operate from the premises.
For a leased office, the care company should review:
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Permitted use
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Lease term
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Rent
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Service charges
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Repair obligations
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Insurance
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Access rights
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Alteration provisions
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Signage
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Break clauses
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Assignment and subletting restrictions
This can prevent a situation where a property appears suitable but the lease prevents the intended use.
Planning considerations for care company offices
Planning should be investigated before taking occupation.
A standard commercial office may be suitable for administrative activities, but additional checks can be required where the proposed use differs from the property's existing planning position.
This is particularly relevant where a property:
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Was previously residential
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Has unusual planning restrictions
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Requires a change of use
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Will undergo substantial alterations
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Will be used for regular training
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Requires accessibility works
Planning permission and CQC registration are separate matters. A care provider should consider both before committing to the property.
Fire safety and building condition
The physical condition of the office should also be assessed.
Potential checks include:
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Fire alarms
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Fire doors
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Emergency exits
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Emergency lighting
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Electrical systems
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Heating
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Ventilation
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Lighting
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Toilets
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General maintenance
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Building security
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Accessibility
Where the property has recently undergone significant alterations, the care company should establish whether relevant building regulations approvals and certificates are available.
This is particularly important when taking refurbished or converted premises.
How much office space does a care company need?
There is no universal office size for every care company.
The appropriate amount of space depends on:
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Number of employees
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Number of care workers
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Number of service users
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Management structure
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Training requirements
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Meeting requirements
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Record storage
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Expected growth
A start-up home care agency may only need a few workstations and a private meeting room.
An established care provider could require:
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Multiple management offices
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Open-plan administrative space
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Meeting rooms
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Training rooms
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Secure storage
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Reception
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Staff facilities
Choosing an office with some capacity for expansion can be more practical than moving every time the workforce grows.
Location of an office for a care company
Location can have a direct impact on recruitment and operational efficiency.
Important considerations include:
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Public transport
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Bus routes
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Rail connections
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Road access
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Parking
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Local workforce availability
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Proximity to service users
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Accessibility for staff and visitors
For London care companies, transport connections can be especially important because care workers may need to attend the office for training, supervision, meetings and administrative tasks.
A central London address is not necessarily required. An accessible office in a suitable local commercial area may provide a more practical base.
Accessibility
Accessibility should be considered when selecting an office for a care company.
Depending on the property, useful features may include:
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Step-free entrance
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Accessible doors
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Suitable corridors
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Accessible toilet facilities
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Lift access where relevant
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Convenient parking
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Clear access to meeting rooms
This can make the premises more practical for staff, applicants, clients, professionals and other visitors.
Training space for care companies
Training can be an important part of office selection.
Care companies may use their premises for:
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Staff induction
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Care training
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Supervision
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Team meetings
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Policy updates
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Refresher sessions
A small company may be able to use a meeting room for these activities, while a larger provider may benefit from a dedicated training room.
The office should therefore be assessed according to the provider's actual training model rather than simply its current desk requirements.
Home care and domiciliary care offices
For a domiciliary care company, the office has an additional operational role because care is delivered away from the premises.
The office may coordinate:
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Care worker rotas
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Client visits
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Staff supervision
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Care plans
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Quality monitoring
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Recruitment
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Training
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Communication with service users
CQC states that a location under its relevant rule is the premises from which staff delivering regulated activities in people's own homes are directly managed.
A care company therefore needs to consider whether the office can genuinely support the geographical area and service model it intends to operate.
Buying an office for a care company
Some established care companies may consider purchasing their own commercial premises.
Buying can provide greater control over the building and allow the business to plan longer-term improvements.
The financial assessment should consider:
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Purchase price
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Stamp Duty Land Tax where applicable
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Professional fees
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Business rates
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Insurance
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Maintenance
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Refurbishment
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Financing
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Future expansion
Property due diligence should establish whether the intended use is permitted and whether the building can support the company's operational requirements.
Renting an office for a care company
Leasing can provide flexibility, particularly for new care companies or businesses entering a new geographical market.
Before signing a lease, operators should consider:
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Rent
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Deposit
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Lease length
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Break clause
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Service charge
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Business rates
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Repairs
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Insurance
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Permitted use
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Alteration rights
The right lease structure depends on the company's financial position, growth plans and expected length of occupation.
Questions to ask before taking an office for a care company
Before committing to premises, a care company should ask:
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Is the property suitable for the intended care business?
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Does the lease permit the proposed use?
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Will the premises constitute a CQC location?
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Can confidential records be kept securely?
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Is there enough workspace for the management team?
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Is private meeting space available?
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Can staff training be accommodated?
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Is the property accessible?
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Are fire and building safety arrangements satisfactory?
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Are there planning or building regulations issues?
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Can legal occupancy be demonstrated?
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Is the location convenient for staff?
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Can the office accommodate future growth?
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What refurbishment will be required?
Answering these questions before signing a lease can help reduce property and operational risks.
Finding an office for a care company in London
London offers a broad range of commercial offices that can be considered by care companies, from small business-centre suites to larger standalone offices.
The search should look beyond headline rent.
Operators should assess:
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Rent
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Business rates
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Service charges
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Office size
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Location
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Lease terms
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Transport
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Accessibility
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Security
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Refurbishment
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Expansion potential
A lower-rent property may not represent better value if it requires significant work or cannot support the company's management structure.
Finding an office for a care company
The right office should provide a professional, secure and practical base for managing the company's operations.
For regulated providers, the property search should also consider the relevant CQC location requirements, legal occupancy, record security and the way regulated activities will be managed from the premises.
Fraser Bond can assist care companies looking for suitable commercial property across London and the UK. Its property services can support office searches alongside leasing, refurbishment, maintenance and wider property requirements.
Speak to Fraser Bond about an office for your care company
If you are establishing, relocating or expanding a care company and need suitable office premises, Fraser Bond can help identify and assess property according to your operational requirements.
From finding appropriate office space to supporting lease and property-related requirements, a structured search can help create a practical base for managing and growing a care business.
