The short answer: the tenant is almost always responsible. Under most commercial leases in Illinois, the departing tenant must restore the space to the condition defined in the lease. Failing to do so can result in restoration charges of $10,000 to $75,000 or more, depending on the size of the space and the work left undone.

If you're approaching the end of a commercial lease in Chicago or the surrounding suburbs, this guide covers exactly what you're on the hook for, what decommissioning typically costs, and how to avoid the most common and expensive mistakes tenants make.

Who Is Responsible for Office Decommissioning?

The tenant is legally and financially responsible for decommissioning the office space at the end of the lease term. This responsibility is defined in the surrender clause (sometimes called the termination or restoration clause) of the commercial lease agreement.

The landlord sets the standard (typically "original condition" or "broom clean condition") and the tenant must meet it before handing back the keys. In some cases, landlords negotiate to retain certain tenant improvements, such as built-in cabinetry or upgraded lighting, but this must be formalized in writing in the lease. Without that written agreement, the tenant is expected to remove it.

If the landlord handles the restoration work because the tenant failed to, they will bill the tenant for the cost, plus an administrative fee, typically 10–15% on top of the contractor charges.

Why You Need to Review Your Lease Early: Start at Least 12 Months Out

The most common and costly mistake tenants make is waiting until 60 or 90 days before lease expiration to read the surrender clause. By then, there's little time to plan, negotiate, or budget.

Start reviewing your lease at least 6–12 months before your lease end date. Here's why this matters in Illinois specifically:

• Illinois courts have generally held tenants to the literal language of their lease surrender terms, even when tenants argue a requirement is unreasonable
• Chicago commercial leases frequently define "normal wear and tear" more narrowly than residential leases. Minor scuffs, carpet flattening in high-traffic areas, and small wall holes from artwork may all be chargeable
• Some leases in Cook County include penalty clauses for holding over past the lease end date, which can double or triple your monthly rent while decommissioning work is still underway

If the lease language is ambiguous, engage a commercial real estate attorney before assuming anything is acceptable. A few hundred dollars in legal consultation can prevent a five-figure dispute.

What Does Office Decommissioning Actually Involve?

Decommissioning goes well beyond cleaning. For a full breakdown of what office decommissioning involves and why it is required, see our detailed guide. In short, depending on the lease terms and what was installed during the tenancy, it typically includes:

Furniture and Equipment Removal

All tenant-owned furniture must be removed: desks, chairs, cubicle systems, filing cabinets, and storage shelving. Breakroom appliances (refrigerators, microwaves, and coffee machines) must go as well. Many tenants underestimate the cost of disposing of large quantities of office furniture, particularly if it can't be donated or resold.

Technology and Cabling

Tenant-installed IT infrastructure is almost always subject to removal. This includes:

• Network cabling and patch panels
• Servers and server rack hardware
• Security systems, cameras, and access control panels
• Custom phone systems
• Wi-Fi access points (unless the lease explicitly states they become part of the building)

Improper cable removal (cutting wires rather than pulling them cleanly) is a frequent cause of landlord disputes and restoration charges.

Structural and Cosmetic Repairs

Walls take significant wear over the course of a multi-year lease. Patching nail and anchor holes, repainting to match original finishes, replacing damaged ceiling tiles, and repairing flooring damage all fall to the tenant. Material specifications matter: if the original carpet was a specific commercial-grade product, replacing it with a lower grade will likely fail the walkthrough.

Cleaning Standards

Some leases specify a broom clean standard: sweeping, vacuuming, and removing all debris. Others require a deep clean, particularly in restrooms and kitchen or breakroom areas, including HVAC filter replacement and vent cleaning. Know which standard your lease requires before hiring any cleaning service.

Typical Office Decommissioning Costs in the Chicago Area

The cost varies significantly based on square footage, lease terms, and what was installed. These are general ranges based on Chicago-area commercial properties:

These figures include furniture removal, IT disconnect and cable pull, cosmetic repairs, and professional cleaning. Complex IT infrastructure, specialty flooring, or extensive custom buildouts push costs toward the higher end. The cost of hiring a professional decommissioning service is almost always less than paying a landlord's contractors at their markup.

The Office Decommissioning Timeline

Tenant Decommissioning Checklist

Use this before vacating to confirm your space is ready for the final walkthrough:

Furniture & Equipment

• All desks, chairs, cubicles, and filing cabinets removed
• Breakroom appliances removed (refrigerator, microwave, coffee maker)
• No personal property left in storage rooms, closets, or mechanical areas

Technology & Cabling

• Network cabling fully pulled (not cut)
• Servers, racks, and hardware removed
• Security cameras, access panels, and intercoms removed
• Wi-Fi access points removed (unless lease exempts them)

Repairs

• All wall holes patched and painted to match
• Damaged ceiling tiles replaced with matching materials
• Flooring damage repaired or replaced to lease standard
• Custom light fixtures or window treatments removed if required

Cleaning

• Space cleaned to lease-specified standard (broom clean vs. deep clean)
• Bathrooms and kitchen/breakroom deep cleaned
• HVAC filters replaced and vents cleaned
• Windows cleaned inside

Documentation

• Before-and-after photos of every room
• Receipts and work records from all contractors
• Written confirmation from landlord of any agreed exceptions

What to Ask Before Hiring an Office Decommissioning Company

Not all moving companies handle decommissioning, and not all decommissioning services understand commercial lease compliance. Before hiring, ask:

• Do you review the lease surrender clause before scoping the work? A qualified service should tailor the work to your specific lease terms, not offer a generic package.
• Are your crews licensed, bonded, and insured? This protects you if damage occurs during the process.
• Can you handle IT disconnect and cable removal in-house, or do you subcontract it? Subcontracting can add cost and coordination risk.
• Will someone from your team attend the final landlord walkthrough? This is a sign the company stands behind its work.
• Can you provide documentation suitable for a landlord dispute? Before-and-after photos and detailed work records are essential if the landlord challenges the quality of work.

What Happens If You Don't Decommission Properly?

Tenants who skip steps or cut corners during decommissioning typically face one or more of the following:

• Unexpected restoration invoices billed by the landlord's contractors, often at a premium, plus a 10–15% administrative surcharge
• Security deposit disputes that require legal action to resolve
• Holdover liability if decommissioning delays your departure past the lease end date
• Collections or litigation on unpaid restoration charges, which can affect business credit

Working with a Professional Office Decommissioning Service in Chicago

When you're relocating a Chicago-area office, working with a decommissioning service that understands local commercial lease standards saves time and reduces financial risk.

Chicago Office Movers is a licensed, bonded, and insured commercial mover and decommissioning service with decades of experience serving businesses in Chicago and the surrounding suburbs. Our team reviews your lease agreement before any work begins, scopes services specifically to your surrender terms, and handles every aspect of the process: furniture removal, IT disconnect and cable pull, cosmetic repairs, cleaning, and final walkthrough support.

We serve businesses throughout Chicago, Elk Grove Village, Schaumburg, Naperville, and the greater Chicagoland area. Contact us today for a free decommissioning estimate.

FAQs

How long does the office decommissioning process take?

For most Chicago-area businesses, office decommissioning takes four to eight weeks. Spaces under 2,000 square feet can be completed in one to two weeks, while larger offices of 15,000 square feet or more may require six to twelve weeks depending on the complexity of the work.

What happens if I fail to decommission my office properly?

If the space does not meet the lease surrender terms, the landlord can hire contractors to complete the work and bill the tenant, plus a 10 to 15% administrative fee on top of the contractor charges. Tenants may also face security deposit disputes or holdover penalties.

Is office decommissioning a legal requirement?

Yes, in most cases. Office decommissioning is legally required under the terms of a commercial lease agreement. In Illinois, tenants are held to the literal language of the surrender clause, which defines the condition the space must be returned in at the end of the lease term. Failing to meet those terms gives the landlord the legal right to hire contractors to complete the restoration work and bill the tenant for the full cost, plus an administrative fee.

When transitioning into a new workspace, business owners may choose to either relocate to a new building or decommission their current office. While these processes share some similarities, they serve different purposes. Understanding the key differences between office relocation and decommissioning is essential.

Quick Comparison: Office Move vs. Office Decommissioning

What is an office relocation?

An office relocation is simply moving from one building to another. The new office may be located down the street, in another state, or across the ocean. Company owners choose to relocate to meet their current or future business needs, whether that involves downsizing or upgrading to a bigger facility.

Why do companies relocate?

Growing businesses that seek to attract a new talent pool may relocate to an urban area populated by young, ambitious professionals. Similarly, businesses with plans for expansion might move to a bigger building to house a larger number of employees.

Business growth can also demand additional office space to accommodate advanced technology and equipment. Inventory needs may change as businesses experience a spike in growth. Moving to a prestigious address or a brand-new building enhances a company’s image and improves morale.

Conversely, companies may downsize and see the need to operate out of a smaller building. Especially with the increase in remote and hybrid work, many businesses have reduced needs for physical office space. Relocating to a more efficient space can be a cost-saving measure.

What is involved in a corporate relocation?

Moving to a new office requires packing up the existing office equipment, supplies, and furniture and relocating them, often with the help of a commercial office mover. A corporate relocation is a major event and requires detailed, advanced planning to be successful and limit downtime.

What is office decommissioning?

Decommissioning an office also involves moving out of the current workspace. However, the difference is that the business is obligated to clean the office space, returning it to the condition it was when they first moved in. Upon decommissioning the office, the security deposit is returned.

The business must clean the office from floor to ceiling, eliminating all traces of their use of the space. The purpose of office decommissioning is to make it easier for the next tenant to move in and give them an opportunity to customize the space according to their business needs.

Learn More about the Benefits of Office Decommissioning

Why do companies decommission the office?

Office decommissioning is stipulated in the lease terms and is therefore expected once the tenant leaves. Oftentimes, the lease agreement describes in what condition the space must be left, whether that’s the original condition or a specific state as defined in the lease.

Some leases simply require a “broom clean,” which involves a basic cleanup of debris. Others demand an extensive cleanup involving the removal of furniture and fixtures, disconnecting utilities, and fixing damages. Failure to adhere to the decommissioning requirements could result in financial penalties, like security deposit deductions.

What is involved in office decommissioning?

The decommissioning process varies depending on the terms of the lease. In general, however, the property manager may require that the business turn off phone lines and remove office equipment, such as photocopiers and fax machines, before the space is vacated.

The property manager may point out damage caused by the tenant during their stay that must be repaired. It is beneficial when business managers bring photos of the space before they move in. Sharing them with the property manager helps identify fixtures that need repair before vacating.

Liquidating office furniture is another part of the decommissioning process. Companies might reuse desks, chairs, and computers and relocate them to the new office. In the event the office furnishings are unusable, it’s advised to recycle or donate them rather than discard them in landfills.

Before deciding what to do with the office furniture, company owners should consider the layout of the new office space and how the existing furnishings can be incorporated. Some used equipment may pose as dangers, like lead exposure, and should be appropriately handled.

Consider creating an inventory of all the office equipment and furniture. The list should include details, such as damage and the current conditions of the goods. Wear and tear could increase the cost of restoring or transporting the items. Take ample photos to reference later on.

How long does decommissioning take?

The length of time to decommission an office varies based on its size and the extent of decommissioning needs. On average, expect to dedicate up to six months to the process. Most companies hire a trusted commercial mover to manage the office decommissioning and shorten this timeline. Delegating the decommissioning process to a commercial moving service gives a company time to focus on prepping the new location and limits disruptions. Plus, the mover can serve double duty and relocate the business to the brand-new building. One trusted mover is Chicago Office Movers.

Office Decommissioning from Chicago Office Movers

We offer comprehensive office decommissioning services, whereby our specialist meets with your property manager to learn the requirements of the decommissioning. Customers are provided with the contact information of the project manager who oversees the decommissioning, in case questions arise.

Our crews work tirelessly to restore the office, removing appliances, fixing damaged drywall, and removing dangerous products, such as lead paints and flammable chemicals. We also remove, recycle, or repurpose unwanted office furniture, preventing them from ending up in landfills.

Additional services included in the decommissioning process include disconnecting cables, replacing light bulbs, and replacing ballasts. The tiles are cleaned, and the carpets are vacuumed. We’re also available to remove signs, recycle e-waste, shred documents, and paint the office space.

Rest assured that the office decommissioning is performed by qualified specialists. Our crews are insured, bonded, and licensed. The main objective is to return the existing office space to its original condition and satisfy the lease requirements. Whether your company has plans to relocate or seeks thorough decommissioning services, Chicago Office Movers is qualified to provide both.

Frequently Asked Questions