A coworking space contract decides how easily your team can start, stay and leave. Read it before you pay the first invoice. Most problems come from five clauses: notice, deposit, extra fees, meeting rooms and the company address. This checklist walks through each one in plain steps.
Small teams often sign a standard form in a hurry because the desk looks good and the price looks fair. The form is the real product. Ask for the full terms in writing, and read them with the sales sheet beside you.
Check the term and the notice period
Find the minimum term first. Some operators offer a rolling month. Others ask for six or twelve months up front, with a lower price for the longer promise. Match the term to how sure you are about your team size.
Then find the notice period. This is how early you must tell the operator that you are leaving. Check how the notice must be sent, such as by email or by a form in the member portal. A notice sent the wrong way may not count.
Ask these questions before you sign:
- Does the contract renew by itself when the term ends?
- How many days of notice stop the renewal?
- Can you move to a smaller or larger desk plan mid-term, and at what price?
- What happens if the operator moves your team to another floor or site?
Auto-renewal is the trap that catches most teams. Put the notice date in your calendar the day you sign.
Ask what the deposit covers and when it comes back
Most operators hold a security deposit. Ask for the amount in writing and ask what it can be used for. A fair clause lists unpaid fees and damage to the space. A vague clause that covers "any losses" gives the operator wide room.
Check the refund timing. The contract should say how many days after you leave the deposit is returned, and whether the operator must show you a list of any deductions. Take dated photos of your desk and room when you move in. They help if there is a later dispute about damage.
Also ask whether the deposit is held as cash, or whether a bank guarantee is accepted. A guarantee can keep cash free for a small team.
Look for hidden fees
The price on the website is rarely the full monthly cost. Read the fee schedule line by line. Common extras are printing, phone booths, lockers, mail handling, parcel storage, after-hours access, extra access cards and cleaning after an event.
Check whether the quoted price includes tax. In Singapore, goods and services tax may be added on top of the listed price. Ask for one sample invoice so you can see every line before you commit.
Then look at how fees can change. Some contracts let the operator raise prices during the term with a short notice. Others fix the price until renewal. Ask which one applies to you, and ask for a cap on any increase.
Late payment terms matter too. Look for interest on late invoices and for any fee charged when a payment is declined.
Know the meeting room and guest limits
Meeting rooms are the most common source of disputes. Many plans include a set number of free hours each month, and then charge by the hour. Ask if unused hours roll over or vanish at month end.
Check these points:
- How many hours are included for your plan?
- How far ahead can you book, and how late can you cancel for free?
- Is there a cap on how many rooms your team can hold at one time?
- How many guests can you bring, and do they need to be registered?
- Can you host an event, a workshop or a client training session?
If client meetings are central to your work, test the booking system before you sign. Ask to see how busy the rooms are at the times you need them.
Understand the registered address rules in Singapore
Some teams want to use the coworking address as their company address. This is where the contract meets the law. In Singapore, every company must have a registered office address. It must be a Singapore address.
Singapore's company regulator, the Accounting and Corporate Regulatory Authority (ACRA), says the registered office must be open and accessible to the public for at least three hours during ordinary business hours on each business day. A business day excludes Saturdays, Sundays and public holidays. If your company has no staff there, the operator must be able to meet this rule on your behalf.
So ask the operator three things. Will they confirm in writing that the space meets the opening hours rule? Who receives official letters, and how fast do they reach you? What happens to the address if you leave, and who tells ACRA?
If your address changes, you must update ACRA within 14 days of the date of the change. Plan this into your exit date, so the old address is not left on record by mistake.
A short checklist before you sign
- Minimum term, renewal rule and notice period are written down.
- Deposit amount, allowed deductions and refund timing are clear.
- A sample invoice shows every fee, including tax.
- Price increase terms have a cap or a fixed period.
- Meeting room hours, booking rules and guest limits suit your work.
- The registered address terms are confirmed in writing.
Terms differ from one operator to the next, and the points on notice, deposits and fees reflect common practice rather than a fixed rule. Treat the contract as the only source of truth. This is general information only. For a long or costly membership term, ask a lawyer who handles office leases and service agreements to read your coworking contract first.