Frequently Asked Questions

Before committing to a lease, confirm the building’s current classification under the National Construction Code, the existing occupancy permit conditions, and whether the intended use is permitted under the local planning scheme. These three things determine whether your project is viable in that space.

Check the condition and capacity of existing services — electrical supply, water, sewer, gas, mechanical ventilation, and fire systems. If the space was previously used for a different purpose, the services may not support your requirements without significant upgrade work.

Review the lease terms for any restrictions on alterations, requirements for landlord approval, make-good obligations at the end of the lease, and whether the landlord contributes to fit-out costs. A lease that looks affordable can become significantly more expensive if the base building conditions require substantial work before your fit-out can begin.

Yes. Every commercial building in Australia is assigned a classification under the National Construction Code based on its intended use. The classification determines which technical standards the building must meet — including fire safety, accessibility, ventilation, sanitary facilities, and structural requirements.

The classifications most relevant to commercial fit-outs are Class 5 (offices), Class 6 (shops, restaurants, cafes, hairdressers, and other premises selling goods or services directly to the public), Class 7 (storage and car parks), Class 8 (laboratories and production facilities), and Class 9 (health-care buildings, assembly buildings, and aged care).

If your intended use does not match the building’s current classification, a change of classification is required before the fit-out can proceed. This triggers compliance with current building standards for the new classification, which can involve significant additional work and cost.

A change of use occurs when a space is proposed to be used differently from what is authorised by its current occupancy permit. There are two distinct situations.

A change of classification is when the proposed use falls under a different NCC class — for example, converting a Class 5 office into a Class 6 restaurant. This requires the space to comply with the current building standards for the new classification, which typically means building work, a new building permit, and a new occupancy permit.

A change of use within the same classification is when the classification stays the same but the specific activity changes — for example, a café becoming a hairdressing salon, both of which are Class 6. This may not require building work, but it still requires an application to modify or replace the occupancy permit, and may also require planning approval from the local council.

Both situations need to be assessed early, before design begins, because they directly affect scope, cost, and timeline.

The most common issues involve spaces that do not have a current occupancy permit, or where the existing permit does not match the proposed use. Buildings completed before April 2012 may have a certificate of classification rather than an occupancy permit, which is treated as equivalent under the Building Act 2011, but the authorised use still needs to be confirmed.

Inadequate mechanical ventilation is frequent in older tenancies, particularly those not originally designed for food preparation or high-occupancy uses. Upgrading ventilation often involves structural work to route ductwork and can affect the ceiling height and layout significantly.

Accessibility compliance under the Disability Discrimination Act and AS 1428.1 is another area where existing conditions often fall short. Depending on the scope of the fit-out and the change of use, the space may need to meet current accessibility standards, which can affect entry points, corridor widths, sanitary facilities, and level changes.

Fire safety requirements — including detection, sprinklers, egress paths, and emergency lighting — are assessed against the current NCC at the time of application. Older tenancies may not meet current standards, and the extent of upgrade work required depends on the scope of the proposed fit-out and any change of classification.

Design work can begin before a lease is signed, and in some cases it is advisable. A feasibility assessment can identify whether the space is suitable for the intended use, what compliance requirements apply, and what the likely cost constraints are. This information can directly inform lease negotiations.

However, detailed design should not proceed too far without lease certainty. Design decisions are shaped by the specific conditions of a space — its dimensions, services, structure, and landlord requirements. If the lease does not proceed, that work may not be transferable to another space.

The practical approach is to complete feasibility before or during lease negotiation, and begin concept design only once the lease is reasonably certain.

The condition of the base building is often the largest variable in fit-out cost. A previous tenant’s fit-out may need to be removed entirely, or the space may be delivered as a bare shell with no ceiling, no flooring, and exposed services.

Structural limitations — such as load-bearing walls that cannot be removed, low floor-to-ceiling heights, or columns in inconvenient locations — constrain the design and may require more complex solutions to achieve the intended layout.

Services capacity is a frequent cost driver. If the existing electrical supply, water pressure, gas supply, or sewer connection is insufficient for the proposed use, upgrading these involves work that extends beyond the tenancy itself and may require landlord or body corporate approval. Mechanical ventilation and exhaust systems, particularly for food and beverage or health-related uses, can represent a substantial portion of the total fit-out cost.

Asbestos-containing materials in buildings constructed before the mid-1980s require licensed removal before any work that disturbs those materials can begin.

Confirm the electrical supply capacity and the number of available phases. Many commercial fit-outs require three-phase power, and upgrading from single-phase involves work by the electricity provider that can take weeks and add significant cost.

Check the water supply, hot water capacity, sewer connection, and grease trap requirements if the use involves food preparation. Gas supply should be confirmed if the operation requires it.

Verify the mechanical ventilation system — whether the existing system can be extended or whether a new system is required, and whether there is a path to route ductwork to the exterior of the building. For tenancies in multi-storey buildings, this often depends on access to a riser or a shared plant room, which requires landlord coordination.

Fire services — including sprinklers, detection, emergency lighting, and exit signage — should be assessed against the proposed layout. Any relocation or addition of fire services requires work by a licensed fire services contractor and must be certified.

Data and communications infrastructure should be confirmed, particularly if the business depends on reliable connectivity. The availability and condition of existing data points, server room provisions, and building-wide network infrastructure vary significantly between tenancies.

Most commercial fit-outs require a building permit. Under the Building Act 2011 (WA), fit-out work for Class 2 to 9 buildings requires a certified building permit application (BA1), which must be accompanied by a Certificate of Design Compliance (CDC) issued by a registered building surveyor.

If the fit-out involves a change of use or change of classification, a planning approval (also called development approval) from the local council may also be required. Planning approval assesses the proposal against the council’s planning scheme and is separate from the building permit process.

Landlord or body corporate approval is typically required under the lease agreement, and in managed buildings, may involve submission to the building’s managing agent or retail design manager for review before work can proceed.

Simple fit-outs involving only the replacement of movable furniture, painting, or decorating generally do not require a building permit. However, any work that affects the way the building complies with applicable building standards — including changes to partitions, ceilings, services, or fire safety systems — will require one, regardless of the cost of the work.

These are two different functions in the approval process, and they are not interchangeable.

A registered building surveyor (sometimes called a private certifier) reviews the design documentation and certifies that it complies with the relevant building standards by issuing a Certificate of Design Compliance (CDC). This must happen before the building permit application is lodged with the council.

The local council, acting as the permit authority, then receives the certified application and issues the building permit. For a certified application (BA1), the legislated processing time is ten business days.

In practice, the building surveyor does the technical compliance assessment. The council issues the permit. Some councils may not have the resources or authorisation to assess commercial work themselves, which is why private certification is the standard path for Class 2 to 9 buildings in Western Australia.

Almost always. Most commercial leases require the tenant to obtain the landlord’s written consent before undertaking any alterations to the premises. The lease will typically specify the level of documentation required and any conditions the landlord imposes on the work.

In managed buildings — particularly shopping centres and multi-tenanted office or mixed-use buildings — there is often a formal tenant fit-out process administered by the building’s managing agent or a retail design manager. This process runs in parallel with the statutory approval process and may include review of design drawings, material selections, signage, and construction methodology.

Landlord approval and building permit approval are separate processes with separate requirements. Both need to be obtained before construction can begin.

The statutory timeframe for a certified building permit application in Western Australia is ten business days from lodgement with the permit authority. However, the total approval timeline includes the time required for the building surveyor to review the documentation and issue the CDC, which depends on the complexity of the project and the completeness of the documentation submitted.

Planning approval, if required, follows a separate timeline and can take several weeks to several months depending on the complexity of the proposal and whether public advertising or referral to other agencies is needed.

Landlord approval timelines vary by building and managing agent. In some buildings, the turnaround is a few days. In others, it can take several weeks and may involve multiple rounds of review.

The most common cause of delay across all approval paths is incomplete or incorrect documentation. Submitting a complete package the first time is the single most effective way to reduce the total approval timeline.

The landlord may request changes to the design for a number of reasons — including building aesthetics, signage guidelines, construction methodology, impact on adjacent tenants, or non-compliance with the building’s tenant fit-out guidelines.

These changes need to be reviewed against the overall design to assess their impact on layout, budget, and compliance. In some cases, a landlord requirement may conflict with a compliance requirement, which needs to be resolved before the project can proceed.

The earlier the landlord is consulted in the design process, the less likely a rejection is. Engaging with the managing agent or retail design manager during the concept design phase allows potential issues to be identified and resolved before detailed documentation begins.

A Certificate of Design Compliance (CDC) is a document issued by a registered building surveyor certifying that the proposed building work, if completed in accordance with the submitted plans and specifications, will comply with the applicable building standards under the National Construction Code.

A CDC is required for every certified building permit application (BA1) in Western Australia. For commercial fit-outs (Class 2 to 9 buildings), the certified application path is mandatory.

The CDC is issued after the building surveyor has reviewed the full set of design and engineering documentation. The documentation must be sufficiently detailed for the surveyor to make a compliance assessment — which is why the CDC process typically occurs after design documentation is complete.

The consultants required depend on the scope of the project. A typical commercial fit-out involving changes to services and partitions may require some or all of the following: a structural engineer (if any load-bearing elements are affected or new loads are introduced), a mechanical engineer (for ventilation, air conditioning, and exhaust systems), an electrical engineer, a hydraulic engineer (for plumbing, drainage, and gas), a fire services engineer, and an access consultant (for disability access compliance).

For projects involving food preparation, an environmental health assessment may be required by the local council. Projects in heritage-listed buildings may require a heritage consultant.

Not every project requires every consultant. The specific requirements are determined during feasibility based on the scope of work, the existing conditions, and the compliance pathway.

Engineers are appointed and paid by the client as separate engagements. Habitar’s role is to define what engineering input is needed, when it is needed, and to coordinate between the design documentation and the engineering documentation so that both are consistent when submitted for approval.

In some cases, the builder may appoint certain engineers — particularly for services such as mechanical and fire — as part of their construction scope. This should be clearly defined before construction begins so that all parties understand who is responsible for what.

Design documentation defines the spatial, material, and functional intent of the project. It includes layouts, partitions, wall finishes, flooring, ceilings, joinery, fixtures, and the location of services points as they relate to the functioning of the space. Design drawings are produced by the interior designer or architect.

Engineering documentation provides the technical design and specification for the services systems — structural, mechanical, electrical, hydraulic, fire, and data. Engineering drawings are produced by the relevant specialist engineers and must be certified by registered practitioners.

Both sets of documentation are required for a complete building permit application. They must be coordinated — a service point shown on the design drawings needs to be supported by the engineering design, and vice versa. Discrepancies between the two create problems during approval and construction.

The earlier client-appointed specialist consultants are engaged, the fewer surprises appear later. At a minimum, engineers need to be briefed once the concept design is resolved, so that their input informs the final design and documentation phases.

For projects with significant structural, mechanical, or fire safety implications, early engagement during feasibility or concept design is advisable. A structural assessment before design begins can prevent a layout being developed around a wall that cannot be removed. A mechanical engineer’s early input can identify ventilation constraints that affect ceiling heights or layout.

Late engagement of consultants is a common cause of redesign, cost increases, and approval delays. Engineering work takes time to produce, and rushing it to meet a deadline increases the likelihood of errors and coordination issues.

Not always, but often. A structural engineer is required if the fit-out involves removing or modifying any load-bearing walls, penetrating a concrete slab or structural beam, installing heavy equipment that exceeds the floor’s rated load capacity, or suspending items from the structure above.

Even work that appears minor — such as cutting a new opening in an existing wall or hanging a heavy sign from a ceiling — may require structural assessment to confirm it does not compromise the building’s structural integrity.

The building surveyor will require structural certification as part of the CDC process if any structural elements are affected. It is better to identify this requirement early than to discover it at the approval stage.

A complete tender package provides the builder with everything needed to price the work accurately and construct it without ambiguity. This typically includes the full set of design drawings, engineering drawings, a finishes schedule, a fixtures and equipment schedule, joinery details, specification notes, and any relevant approval conditions.

The package should clearly define what is included in the builder’s scope and what is excluded — for example, whether loose furniture, equipment, signage, or IT infrastructure is to be supplied and installed by others.

Incomplete tender packages produce inaccurate quotes. Builders price what they can see in the documents and add contingency for what they cannot. The more complete and unambiguous the documentation, the more accurate and comparable the returned quotes will be.

Builder quotes are only directly comparable when they are pricing the same scope. This means issuing the same documentation to all tendering builders and requiring them to price against the documented scope using a consistent format.

When reviewing returned quotes, look beyond the total figure. Compare the line items to understand how each builder has interpreted the scope. Significant price differences on the same item usually indicate a different interpretation of what is required, which needs to be clarified before a decision is made.

The lowest quote is not necessarily the best value. A quote that is significantly lower than others may indicate missed scope, inadequate allowances, or an unrealistic timeline. A quote review by Habitar can identify these discrepancies and provide the client with a clear basis for comparison.

Client-side project management means having someone represent the client’s interests from tendering through to handover. This includes issuing the approved documentation to builders for pricing, reviewing returned quotes against the documented scope to assess accuracy and identify discrepancies, and providing a clear comparison for an informed appointment decision.

During construction, Habitar monitors progress on behalf of the client — reviewing work against the documented design, coordinating with the builder on site queries, and ensuring the finished project matches what was approved.

It is particularly important for fit-outs with custom joinery, specific material finishes, or complex service coordination — where the difference between what was designed and what gets built can be significant if not actively monitored.

A variation is a change to the agreed scope of work during construction. Variations can be initiated by the client (a change of mind), Habitar (a detail that needs adjustment), or the builder (an unforeseen site condition).

Common causes include discovering existing conditions that were not visible before demolition, changes to material availability or lead times, council or landlord requirements that emerge during construction, and client requests to modify the design.

Variations typically involve additional cost and time. The more thoroughly the project is documented and the more comprehensively the existing conditions are assessed before construction begins, the fewer variations are likely to arise.

Yes. The client is free to appoint any licensed building contractor. In Western Australia, building work valued above $20,000 must be carried out by a registered building contractor.

When the client has an existing relationship with a builder, the documentation is issued to that builder for pricing in the same way it would be issued to any other tenderer. Habitar reviews the returned quote against the documented scope to confirm it is complete and accurate.

When a builder is involved from the early stages of design, their practical knowledge of materials, methods, costs, and lead times informs the design as it develops. This means design decisions can be verified against real construction costs before they are documented — rather than being priced for the first time at tender stage, when changes are more disruptive and expensive.

The result is typically fewer surprises at tender, a faster and more efficient tendering process, and a construction phase with fewer variations. The client retains Habitar as an independent advocate for their interests, while the builder’s input improves the accuracy and buildability of the design from the outset.

The design phase of a commercial fit-out — from feasibility through to completed documentation — typically takes between six and twelve weeks. Compliance approval, engineering coordination, and tendering are additional and depend on third parties.

The duration depends on the complexity of the project, the responsiveness of third parties (engineers, building surveyors, landlords, council), and how quickly decisions are made during the design phases. Coordination with client-appointed specialist consultants and delivery of their documentation may also extend the timeline, as these are outside Habitar’s control.

Construction duration is separate and depends on the scope of the physical work. A straightforward retail fit-out may take six to ten weeks on site. A restaurant or health-care fit-out with complex services may take three to five months.

The total timeline from first meeting to opening is typically four to twelve months for most projects.

The largest factors are the scope of work required to bring the space from its current condition to its intended use, the quality and complexity of the finishes and joinery, and the extent of services work (mechanical, electrical, hydraulic, fire).

Existing conditions have a significant impact. A space delivered as a bare shell requires more work than one with a usable ceiling, floor, and basic services in place. A space requiring a change of classification may need substantial compliance work that would not apply in a like-for-like fit-out.

Specialist requirements — such as commercial kitchen exhaust systems, treatment room ventilation, acoustic isolation, or particular hygiene standards — add cost relative to a standard retail or office fit-out.

The cost of a fit-out is not determined by the size of the space alone. A forty-square-metre clinic with complex services can cost more than a two-hundred-square-metre retail shop with simple finishes.

Design fees are typically structured as a fixed fee for each phase of the project, agreed before work begins. The fee for each phase reflects the scope, complexity, and anticipated duration of the work involved.

This structure allows the client to engage one phase at a time. If the project does not proceed past feasibility, the client has paid only for the feasibility work. If the project continues through to documentation, the fees for each subsequent phase are agreed as the project progresses.

Design fees are separate from engineering fees, building surveyor fees, council fees, and construction costs. All of these should be accounted for in the overall project budget.

Design fees cover the professional services required to develop, document, and coordinate the project through to approval. This includes the spatial design, material specification, documentation, engineering coordination, and compliance process.

Construction costs cover the physical building work — materials, labour, subcontractors, site management, and the builder’s margin. Construction costs are priced by the builder based on the completed design documentation.

Design fees are typically a percentage of the anticipated construction cost, though they vary with complexity. A project with extensive custom joinery and complex services requires more design and documentation work than a straightforward retail fit-out, and the fees reflect that.

Feasibility is designed as a standalone phase with its own deliverable. If the outcome of the feasibility assessment is that the project is not viable — or if the client decides not to proceed for any reason — the engagement ends at that point. The client pays only for the feasibility work completed.

The feasibility findings remain with the client and can inform future decisions, including negotiating different lease terms, reconsidering the space, or pursuing a different site.

Yes. A complete project budget should account for: engineering consultant fees, building surveyor fees for the CDC and occupancy permit process, council application fees, landlord or body corporate fees if applicable, any required specialist reports (acoustic, access, environmental health), loose furniture and equipment not included in the builder’s scope, signage, IT and data infrastructure, and contingency for unforeseen conditions.

The building services levy, payable on the building permit, is calculated based on the value of the building work and is a statutory requirement in Western Australia.

It is also worth accounting for the cost of the rent-free period or the period between lease commencement and the start of trading. Most leases begin before the fit-out is complete, meaning the tenant is paying rent during construction.

Not necessarily. Feasibility is not only about whether to sign a lease. It assesses the specific conditions of the space against the requirements of the intended use — including building classification, compliance obligations, services capacity, and any constraints that will affect the design.

Even with a signed lease, these conditions need to be understood before design begins. The scope and cost of the project depend on them. Feasibility ensures that the design phase starts with a clear picture of what the space allows, what it requires, and what the constraints are.

If the space is well understood and the compliance pathway is clear, the feasibility phase may be shorter. But it is not skipped, because its findings directly inform every phase that follows.

We can produce documentation for an existing design, provided the design is sufficiently resolved and has been assessed for compliance. Documentation is not a drawing exercise — it is the process of translating a design into a complete, unambiguous set of construction-ready drawings and specifications.

If the existing design has not been through a compliance review, that work needs to happen before or during documentation, because the building surveyor will assess the documented design against the applicable building standards. Issues discovered at that stage can require design changes that affect the documentation already produced.

We assess each situation individually. A conversation about the current state of the design, the compliance status, and the intended outcome is the starting point.

The most useful things to have are: a clear idea of what the business does and what it needs from the space, the address or details of the space you are considering (or have leased), any available floor plans or building information, an indication of your budget range, and your intended timeline.

You do not need to have all of this resolved. The first conversation is as much about understanding the project as it is about presenting it. If you are early in the process and still evaluating spaces or defining the brief, that is a normal starting point.

We work on commercial interior fit-outs — typically in hospitality, wellness, health, and specialty food and retail sectors.

Client involvement is essential at defined points: during the brief, at concept design presentation, and at final design sign-off. These are the moments where the client’s input directly shapes the outcome.

Between those points, the work is managed by the design team. We do not require constant availability, but we do need timely responses to questions and decisions when they arise. Delays in client feedback during the design phase directly affect the project timeline.