Office or retail lease

Before you move in, your rental space has been inspected for defects and deficiencies by the property's caretaker or project manager.

We have, of course, also ensured that any refurbishment and fit-out work has been completed and carried out to the standard and quality agreed upon in the lease contract.

When you are about to move in, you will meet with the property's caretaker and/or project manager. Typically, the following will occur during this meeting:

• You and the caretaker review the rental space, focusing on the agreed-upon layout.

• You are handed the keys/cards for the rental space.

• You and the caretaker agree on the wording and design of nameplates or other signs.

• You read the electricity meter and agree on who will report it to the utility company.

• You check that all utility meters (heat, water, electricity, and others) have been read (the caretaker is responsible for registering the new tenant).

• You are responsible for registering with the electricity supplier if there are separate electricity meters in the rental space.

• You check the rental space and property's shared installations.

• You review practical matters concerning the property.

• You are handed a move-in report.

If you discover defects or deficiencies in the rental space during and immediately after moving in, they will typically be rectified so that you have received the rental space without defects or deficiencies.

You can use the move-in report as a checklist to ensure that the rental space is in order. Any defects or deficiencies can be noted on the move-in report.

A good tip is also to photograph the rental space before you start using it. That way, it's easier to remember what it looked like when you eventually move out.

If there are defects or deficiencies, it will be discussed with you whether you want them rectified or simply documented for consideration upon moving out.

At the end of the month, the Payment Service sends out an invoice for the next month's or quarter's rent.

We recommend you as a tenant to register the rent payment with the Payment Service, although it is not a requirement.

Payment and Reminder Procedure

The actual payment of the rent follows the rules of the rental law. If the rent is not paid on time, we send a reminder in accordance with the rules of the rental law, and you will also be charged a reminder fee.

If you find yourself in a situation where you are delayed with your rent payment, we would very much like to be informed so that we can note it in our system.

Unfortunately, we still have to follow our reminder procedure—even though it may seem like a waste of resources. But if payment is not made, the landlord is a bit further along in the process of collecting the arrears than by waiting.

If issues arise in the rental space or on the property, you can always contact the caretaker. You can easily do this with our mobile app 'DEAS 24syv'. Here you can both report problems that need to be resolved and find the contact information for the caretaker associated with the property and your rental space.

Emergency Damage Outside of Normal Working Hours

You always have the option to call for help — even outside of normal working hours when the caretaker is not available. The property is registered with a service that ensures you can always get help in case of damage.

Simply call our main number 70 30 20 20, and the call will automatically be forwarded to emergency 24-hour service.

It may be that during the rental period you find the need to make changes to the rental space. This could be in its installations or perhaps there is a need for complete renovations to modernize the space.

It's important to be aware that any changes to the rented space may only be carried out with the landlord's written permission.

Procedure Briefly Explained

We recommend that you initially approach the property's caretaker and discuss your wishes and plans for a potential renovation.

When you are ready to apply for permission to make changes to the rental space, simply contact the property's project manager, who needs to approve the renovation.

For larger and more complex renovations, it's often necessary to have professionals manage the renovation process in terms of time, cost, and quality, and we at DEAS can help with that. We have extensive experience in carrying out construction projects while there are tenants in the rental space, and we are used to considering other tenants in the property.

Payment for the Renovation

Before the renovation begins, it must be clarified whether the renovation is paid for by you as the tenant or is financed through an improvement increase. If it's a very large renovation, the landlord may decide that you, as the tenant, should pay a deposit as security for restoration in connection with moving out.

If you need to move out of your rental, you need to send us your notice of termination. We need to receive the notice by the 1st of the given month, and ideally within regular office hours.

You are free to send the termination via email, postal mail or another method. There is no formal requirement for your notice; you only need to provide either the customer number or the address of the rental property so we can easily register the information.

Your notice should clearly state the date you wish for the termination to take effect. Additionally, the name of the person signing the notice should be clearly visible. You can also provide optional information like the contact person, phone number, email address, and preferred time for contact.

Confirmation of Termination

Your notice will be recorded in our administrative system, and we will then send you written confirmation that we have received your termination. The confirmation will include at least the following:

• Confirmation that we have received your notice

• The move-out date, i.e., the day you are no longer responsible for rent, etc.

• The condition in which the rental should be returned

• Contact information for the person responsible for the move-out inspection on our end

• Notice that all keys to the rental must be returned

• Instruction that the electrical meter reading should be done in connection with the move-out

• Notice that prospective new tenants should be allowed to view the rental property on an ongoing basis

We will also send you a form where you can provide your new address and bank account details for any potential refund of your deposit or balance. We will then ask you to return the form to us.

The landlord naturally wishes to re-rent the property as quickly as possible. Therefore, shortly after your notice is received, you will likely be contacted by one of our commercial agents from DEAS Erhverv, who will inspect the rental property.

Before moving out of the rental unit, a move-out inspection must be conducted. This essentially means that the rental unit will be reviewed by the property's caretaker or the project manager responsible for the property's operations. During this review, it will be noted what work needs to be performed in the rental unit.

Renovation During the Lease Period

The rental unit must be renovated during your lease period. This means that moving out and moving in must occur on the same day.

The renovation is therefore often done in one of the following ways:

The rental unit is renovated by contractors before your move-out.

The renovation requirement is agreed upon (depending on the wording of the lease agreement). The cost for this is determined—possibly by obtaining quotes for the agreed-upon work—and the actual renovation is carried out later.

Move-out Inspection

During the move-out inspection, the property's caretaker or project manager records the number of the electric meter supplying the rental unit with electricity. If you have not read the meter and reported the number to the utility company, we will handle it.

After the move-out inspection is completed, you as a tenant no longer have access to the rental unit. Therefore, all keys/cards must be handed in. The caretaker or project manager often also takes pictures of the rental unit as documentation of its condition at the time of move-out.

Once the move-out report is filled out by the caretaker or project manager, you or your representative will receive a copy. As a receipt that you have received the move-out report, it must be signed by you or your representative—alternatively, it is sent by registered mail to you.

Objections

If you disagree that the noted work should be performed at your expense, DEAS must subsequently be informed. You communicate this by writing it on the report or by sending us a letter outlining the points you cannot accept and therefore object to.

Once all bills for the renovation work are available, or it has been agreed what planned renovation work will cost, we will prepare a move-out settlement. If the move-out settlement shows a surplus, we will either send a check or transfer the amount to the account we have been informed about.

We aim to settle within 6-8 weeks from the move-out date, but for very large rental units, it may take longer.

Hand over essentially means that a commercial tenant transfers their lease to another party – with the landlord's consent. This could, for example, be when a commercial tenant wishes to sell their business to another party, where the lease is included in the sale.

The tenant transfers their rights and obligations in relation to the landlord to a new tenant, who takes over the lease.

In its pure form, the hand over implies that the new tenant continues in the lease under unchanged terms.