Office Space Requirements Form

Plan Your Perfect Office Space with Our Requirements Gathering Form

Moving to a new office or reconfiguring your existing space is a significant undertaking that impacts every aspect of your business operations. Whether you're a fast-growing startup outgrowing your current digs, a mid-sized company consolidating locations, or an established business reimagining how your teams work together, getting the space requirements right from the start is critical.

Our Office Space Requirements Form helps facilities managers, operations teams, and workplace strategists collect all the essential information needed to find or design the perfect workspace. Instead of juggling spreadsheets, email threads, and scattered notes from different stakeholders, this form centralizes everything in one place—from headcount projections and desk configurations to meeting room needs, collaboration spaces, storage requirements, and those all-important amenity wishlists.

Who benefits from this template?

This form is designed for facilities managers, operations directors, workplace strategists, HR teams, and real estate professionals who need to gather comprehensive space requirements for:

• Office relocations and expansions – Moving to a new building or adding additional floors
• Space consolidations – Bringing multiple offices together under one roof
• Workplace redesigns – Reconfiguring existing space to better support hybrid work, hot-desking, or activity-based working
• New office build-outs – Planning a ground-up space for a new location or branch
• Lease renewals – Evaluating whether your current space still meets evolving needs

Whether you're working with a commercial real estate broker, interior designer, or handling the planning internally, this form ensures you capture every detail that matters—so nothing gets overlooked when you're comparing spaces, negotiating leases, or briefing designers.

What makes this form essential for office planning?

Comprehensive data collection in one place
Rather than chasing down different department heads for their space needs, this form structures the entire requirements-gathering process. You'll collect current and projected headcount, understand how different teams work (open plan vs. private offices vs. flexible seating), define meeting room and collaboration space needs, quantify storage requirements, and capture preferences for amenities like kitchens, wellness rooms, outdoor access, and more.

Headcount projections that inform growth planning
The form helps you think not just about today's needs but where your team will be in 12, 24, or 36 months. By gathering projected headcount growth by department or team, you can ensure the space you choose has room to scale—avoiding the costly mistake of outgrowing a new office before the lease even hits the halfway mark.

Meeting room and collaboration space planning
One of the most common complaints in office environments is "there's never an available meeting room." This form helps you quantify exactly how many small huddle rooms, medium conference rooms, and large presentation spaces you need, along with preferences for video conferencing setups, whiteboards, and creative collaboration zones. You'll also capture whether teams need quiet focus areas, phone booths, or open lounges for informal collaboration.

Storage, tech infrastructure, and operational requirements
Beyond desks and meeting rooms, this form ensures you don't forget the practical details: file storage, equipment storage, IT server rooms, mailrooms, reception areas, kitchen and break room capacities, and accessibility considerations. These operational requirements are easy to overlook in the excitement of planning a new space, but they're critical to day-to-day functionality.

Amenity wishlists that support culture and retention
Today's employees expect more than just a desk and a chair. The form helps you prioritize amenities like onsite gyms, wellness rooms, bike storage, showers, outdoor terraces, coffee bars, mothers' rooms, pet-friendly spaces, and more. Capturing these preferences early helps you evaluate potential spaces against what matters most to your team, supporting both productivity and employee satisfaction.

How Paperform makes office space planning seamless

With Paperform's conditional logic, you can tailor the form experience based on responses—for example, if someone indicates they need a private office, you can ask follow-up questions about soundproofing or size preferences. If they select "hybrid work model," you can ask about hot-desking ratios and desk-sharing policies.

Use calculation fields to automatically tally total desk requirements, meeting room capacities, or square footage estimates based on the inputs provided. This gives you real-time visibility into space needs as stakeholders fill out the form.

Once responses come in, you can connect Paperform to your project management tools via Stepper to automatically create tasks for your facilities team, alert your real estate broker to new requirements, or update a master planning spreadsheet in Google Sheets or Airtable. Stepper's AI-native workflows mean you can route different types of requests to the right people—like sending tech infrastructure requirements to IT and amenity requests to HR—without manual sorting.

Built for SMB facilities and operations teams

This template is ideal for small and medium businesses managing their own office planning, as well as facilities managers, office managers, HR directors, and commercial real estate professionals working across industries like:

• Technology and SaaS companies scaling rapidly and needing flexible workspace
• Marketing agencies and consulting firms requiring collaborative project spaces
• Professional services (legal, accounting, financial) balancing private offices with open collaboration areas
• Healthcare administration offices planning clinical and administrative space
• Nonprofit organizations consolidating space or moving to more cost-effective locations
• Property management companies gathering tenant space requirements

Extend functionality with Papersign and Stepper

Once you've gathered requirements and selected a new space, you can use Papersign to send lease agreements, space planning approvals, or contractor agreements for eSignature—keeping the entire office move process connected and auditable.

With Stepper, you can build multi-step workflows that trigger once a space requirements form is submitted: send approvals to leadership, create move project timelines, assign tasks to vendors, and keep all stakeholders updated as the relocation progresses. This means less time in your inbox and more time executing the move smoothly.

Why choose Paperform for space planning forms?

Professional and on-brand: Customize the form to match your company's look and feel, making it feel like a natural part of your internal processes—not a generic survey tool.

Flexible and scalable: Whether you're collecting requirements from a single team or multiple departments across several locations, Paperform scales with your needs and keeps everything organized.

Secure and compliant: With SOC 2 Type II compliance, SSO, roles and permissions, and data residency controls, Paperform is trusted by growing SMBs who need enterprise-grade security with SMB-friendly simplicity.

No-code autonomy: Facilities managers and operations teams can build, customize, and manage the form themselves—no need to wait on IT or developers.

Ready to plan your next office move with confidence? Start with our Office Space Requirements Form template and ensure every stakeholder's needs are captured, organized, and actionable—so you can find or design a workspace that truly supports how your team works best.