Tenant Build-Out: Who Supplies, Approves and Installs What?
A tenant build-out can involve a landlord, tenant, contractor, designer and equipment vendors. The gaps often sit between those roles: someone orders an item, but nobody has confirmed who receives it or prepares the space for it. Use a responsibility list to turn those assumptions into specific questions before comparing scope or committing to an opening plan.
Start with a work-item register
Create one row for each physical item or activity, rather than one row for each company. Useful column headings are: item, location, supplied by, installed by, decision owner, information needed, required date and current status. Include a reference to the drawing, product sheet or written clarification that supports each decision. Mark an unresolved field as open instead of assigning it to the person who happens to be at the meeting. The register is a coordination aid; agreed project documents still define the actual responsibilities.
Separate purchasing from installation
An owner-supplied item is not automatically a complete scope. Ask who measures for it, checks suitability, orders it, accepts delivery, provides storage and installs it. For equipment, share the exact model information and installation requirements with the appropriate project participants. A product photo alone may not answer questions about dimensions or connections. Confirm which related work is included in each proposal and which is excluded, then keep the clarification with the scope it affects.
Use a simple example to uncover gaps
Consider a tenant purchasing a reception counter. The tenant may choose the finish and place the order, while delivery, unloading, assembly and installation still need assigned owners. If the counter includes lighting or outlets, the team needs the relevant product information before agreeing on related work. Record the approved dimensions and delivery assumptions. This is an illustrative planning example, not a description of a completed Common Grounds Construction project or a promise that a particular installation is included.
Track approvals as decisions, not conversations
Name the person who can confirm each selection and the person who can approve a scope change. Keep a date and version with every approved drawing or selection. If a landlord must review a proposed change, make that dependency visible to the project team. A discussion or sample review should not silently become a final approval. At each coordination meeting, review open items that affect the next stage and record who will resolve them.
Connect the list to access and deliveries
Add practical constraints such as receiving hours, delivery routes, storage availability and separately scheduled vendors. Identify who coordinates building access and communicates with neighboring occupants. Ask the project team to confirm which work must be complete before a delivery or installation can happen. A requested delivery date is useful information, but it is not evidence that the space is ready. Keep changed dates visible so each participant works from the same current plan.
Define readiness for the business handoff
Before selecting an opening target, separate construction review from furniture setup, equipment commissioning by the relevant vendor and the tenant’s own operational preparation. Record the person responsible for each outstanding item and the agreed next action. Ask which project-specific approvals and inspections must be resolved with the appropriate professionals and authorities. Share your responsibility list, available plans and intended use with Common Grounds Construction when discussing tenant improvements so unresolved interfaces can be considered with the scope.
Bring these details to the conversation
- One row per item, with supplier and installer identified
- Decision owner, current drawing or selection version
- Delivery, storage and access responsibilities
- Open questions with an owner and required decision date
- Handoff tasks separated from the business opening target
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