Small Shop Renovation Checklist

What are the main steps in a small shop renovation?

The main steps are lease review, landlord approvals, brief and design, quotations, preparation, works on site, handover and a defects list, with reinstatement considered at lease end. Doing them in this order keeps decisions, approvals and payments aligned with what is actually happening on site.

1. Review the lease and fit-out conditions.
2. Confirm landlord or mall approvals and contractor rules.
3. Prepare your brief and gather drawings and photos.
4. Develop layout, materials and finishes.
5. Compare quotations on the same scope.
6. Plan the schedule, deliveries and access.
7. Carry out works with regular site checks.
8. Inspect, hand over and list defects.
9. Keep records for reinstatement at lease end.

What should I check in the lease first?

Check what the lease says about alterations, fit-out conditions, who owns the improvements, any rent-free or fit-out period, and what must be restored when you leave. Do this before spending on design, because it can limit what you are allowed to build.

• Whether alterations need written consent.
• Any required contractors, insurance or deposits specified by the landlord.
• The condition in which the unit must be returned.
• Opening date obligations that affect your schedule, including any rent start date.
• Rules on storing materials or using shared areas during works.
• Signage, shopfront and ceiling restrictions.

If any lease clause is unclear, ask a qualified professional to explain it before you commit to works.

How do landlord and mall approvals work?

Procedures differ between buildings, so check with your landlord or mall management about approvals, permitted working hours and contractor rules. Ask for any fit-out guide in writing and find out what drawings and information they expect before work can start.

• Ask what must be submitted and by whom.
• Ask whether your contractor must be on an approved list.
• Ask about delivery times, lift use and noisy work hours.
• Ask what protection of common areas is expected.

Some works may need submissions by qualified professionals; these should be identified at the site assessment stage. Keep copies of every approval and email. Allow time for approvals in your plan, as they often affect when work can begin.

What goes into design and quotation?

Design turns your brief into a layout, material choices and a written scope. A quotation should then list each item, finish and exclusion clearly enough that you can compare it with others. See the briefing guide for how to prepare.

• Layout plan showing counter, displays, storage and circulation.
• Material and finish selections, with samples where possible.
• Lighting and power plan, including any feature lighting or sound.
• Clear split of who handles carpentry, electrical, flooring, painting and cleaning.
• Payment terms and how changes are handled.

Settle your selections before work starts. Late changes to materials or layout are among the most common reasons a schedule or cost shifts.

What costs and delays are easy to overlook?

Items outside the main build often catch owners out: approvals, deposits, protection of common areas, rubbish removal, equipment delivery and the time needed for custom items. Listing them early lets you decide who pays for what and what could affect your opening date.

• Landlord or mall charges and deposits, if any apply to your unit.
• Lead time for custom joinery, glass, signage and special finishes.
• Equipment such as shelving systems, screens, speakers and POS hardware.
• Cleaning before stock arrives and before inspection.
• Stock fitting, signage and the time your own staff need to set up.

None of these are fixed amounts; they vary by building and scope. What drives cost and time is usually scope, site access, working-hour limits, the number of trades and how early decisions are made.

Build some float into your plan. A fixed opening date with no buffer leaves little room for delivery or approval delays.

How should I plan the works on site?

Plan the order of trades, deliveries and access before work starts. Typical sequencing puts demolition and preparation first, then services, ceiling and wall work, flooring, joinery, painting and finishing, then equipment and final cleaning. The exact order depends on your scope and building rules.

• Confirm who holds the site key and who supervises each day.
• Plan delivery of long-lead items, such as custom joinery or special finishes, early.
• Protect lifts, corridors and neighbouring units.
• Agree how site photos and updates will be shared.
• Do a walk-through at key stages rather than only at the end.

Renovation scope, carpentry, electrical and finishes may be handled by different parties, so someone needs to coordinate them. See commercial renovation for what a fit-out scope usually covers.

What happens at handover and the defects list?

At handover you walk through the unit with the contractor, check each item against the agreed scope, and record anything unfinished or faulty on a defects list. Agree how and when those items will be fixed before you sign off.

• Test every light, socket, door, drawer and lock.
• Check finishes in daylight and under shop lighting.
• Photograph issues and note their location.
• Collect drawings, material details and care instructions.
• Agree who to contact if problems appear after opening.

Bring the agreed scope and quotation to the walk-through, and compare them with what you see. If something differs, ask whether it was an approved change and whether it was recorded in writing.

Take your time. Opening day is a poor moment to discover a drawer that does not close.

What about reinstatement at lease end?

Reinstatement means returning the unit to the condition your lease requires when you leave. Read that clause before you build, keep records of what was added or changed, and ask your contractor to describe how fixtures can be removed without damaging the base building.

• Keep a copy of the original unit condition photos.
• Keep as-built drawings and a list of fixed items.
• Note what the landlord expects you to remove or leave.
• Budget time and cost for restoration in your longer-term planning.

For help shaping your scope, send us your floor plan and we'll discuss it. You can also read about design and build planning.

See Renovation