What to Expect During a Tenant Buildout

Whether you're _turning over a vanilla shell or renovating an existing space, tenant buildouts follow a predictable sequence. Understanding this timeline helps you set realistic expectations with tenants, coordinate with building operations, and avoid the surprises that derail move-in dates.

Here's what the process actually looks like from start to finish.

Pre-Construction Phase

Design and Drawings (2-6 Weeks)

Space Planning and Design

The tenant works with an architect or designer to develop a layout that meets their operational needs. For straightforward office buildouts, this can happen quickly but more complex spaces like restaurants with specific requirements take longer.

Construction Drawings

Once the design is approved, the architect produces construction documents. These drawings detail wall locations, electrical layouts, HVAC modifications, plumbing, and finishes. The level of detail here directly impacts how smoothly construction goes. Vague drawings lead to change orders; thorough drawings keep the project on budget.

Why This Phase Matters

Rushing through design to start construction faster almost always backfires. Incomplete drawings force decisions to be made in the field, which means delays while waiting for answers and potential rework, and, no one’s favorite, change orders. A contractor involved early in this phase can flag issues before they become expensive problems, like mechanical conflicts or code requirements that affect the layout.

Contractor Selections & Permitting (2-6 Weeks)

If you haven't already selected a contractor, this is when competitive bids come in. Allow enough time for contractors to price the job properly. Rushed estimates lead to either inflated bids to cover unknowns or lowball numbers that result in change orders later. We ask for 2 weeks. Not much good ever happens with more rushed deliveries. Contractors are not going to lose on your rushed timelines.

Value Engineering

If the initial bids come in over budget, this is the time to find savings without compromising the space. An experienced contractor can suggest alternative materials or methods that reduce cost while maintaining quality. This is much easier to do before construction starts than after walls are framed.

Approvals

Most leases require landlord approval of construction plans. This review ensures the work meets building standards and doesn't negatively impact other tenants or building systems. Build this approval window into your timeline.

Permitting

Most tenant buildouts require building permits. Permit timelines vary significantly by jurisdiction. Some municipalities turn permits around in a week; others take four to six weeks or longer. Your contractor should know local permit office tendencies and factor this into the schedule. Expedited review is sometimes available for an additional fee.

Phase 3: Construction (4-16 Weeks)

This is where the space transforms. Construction follows a logical sequence, with each trade building on the work of the previous one.

Demolition

If the space has existing improvements, demo comes first. This includes removing walls, ceilings, flooring, and fixtures that won't be reused. Demo often reveals conditions that weren't visible during the initial walkthrough, like outdated wiring or plumbing that needs updating.

Plumbing First

Stuff runs straight downhill. So getting the plumbing done first is of utmost importance. Everything else can navigate around more easily than plumbing can. So do this first.

Framing

Metal stud framing goes up to create the new wall layout. This is when the floor plan becomes real and you can walk through the space and understand the flow. It's also the last easy opportunity to make minor layout adjustments before MEP rough-in begins.

Mechanical, Electrical, and Plumbing Rough-In

With walls framed but still open, the mechanical trades install their systems. HVAC ductwork gets routed, electrical wiring is pulled. Coordinating these trades is critical. Poor coordination leads to conflicts where ductwork blocks electrical routes.

Inspections

Before walls close up, inspectors verify the rough-in work meets code. Failed inspections mean rework and delays. A good contractor builds inspection scheduling into the project timeline and doesn't close walls until all rough inspections pass.

Drywall

Once inspections pass, drywall goes up. This includes hanging the board, taping the seams, and applying multiple coats of joint compound to create smooth, paint-ready surfaces. Drywall work requires drying time between coats, which affects the schedule.

Ceiling Grid and Tile

Suspended ceiling systems get installed after drywall is complete. The grid goes in first, followed by ceiling tiles. Light fixtures and air diffusers are integrated into the ceiling at this stage. Ceiling work needs to be coordinated carefully with the mechanical trades to ensure proper access for maintenance.

Painting

Paint happens after ceilings are in and before flooring. Walls get primed and receive two coats of finish paint. Accent walls, different colors in different areas, and any specialty finishes all happen now. Keeping the floor clear of finished flooring makes paint touchups and cleanup much easier.

Flooring

Flooring is one of the last major items. Whether it's carpet, LVT, tile, or polished concrete, flooring goes in when the space is nearly complete to minimize damage from other trades. Some flooring materials have acclimation requirements that need to be factored into the schedule.

Finish Work and Fixtures

The final construction activities include installing doors, hardware, trim, light switches, outlets, plumbing fixtures, and any millwork. This detail work takes longer than people expect, but it's what makes the space feel finished.

Phase 4: Turnover (1-2 Weeks)

Construction is done, but the project isn't finished until the space is ready for occupancy.

Punch List

A thorough walkthrough identifies items that need correction or completion. This might include paint touchups, hardware adjustments, cleaning, or minor repairs. A good punch list process catches these items before the tenant moves in rather than after.

Final Inspections and Certificate of Occupancy

The building department conducts final inspections to verify all work meets code. Once passed, they issue a Certificate of Occupancy allowing the tenant to legally occupy the space. Don't schedule the move-in until you have the CO in hand.

Warranty and Documentation

The contractor provides warranty information, equipment manuals, as-built drawings, and any other documentation the tenant or building owner needs for ongoing maintenance. Having this organized and accessible prevents headaches down the road.

What Typically Causes Delays

Even well-planned projects encounter challenges. The most common delay factors include:

Permit timing: Jurisdictions vary widely, and permit offices can be unpredictable. Build buffer into your schedule.

Tenant decision-making: Delays in selecting finishes, approving changes, or responding to questions can stall progress. Establish clear decision timelines upfront.

Material lead times: Specialty items, custom millwork, or specific flooring products may have extended lead times. Order early.

Hidden conditions: Older buildings especially can surprise you with outdated systems, structural issues, or hazardous materials that weren't visible during initial assessments.

Coordination failures: When trades don't communicate effectively, work gets done out of sequence or has to be redone.

Working with Your General Contractor

The communication cadence during construction matters as much as the work itself. Expect regular updates from your contractor, typically weekly at minimum. These updates should cover progress against schedule, any issues encountered, upcoming work, and decisions needed.

A good contractor anticipates problems rather than just reporting them. They flag potential issues early, suggest solutions, and keep the project moving. If you're always learning about problems after they've become emergencies, that's a red flag.

Early contractor involvement, even during the design phase, often pays for itself. Personally, I like to go meet on site when you're looking at properties. There's a balance here to make sure we're not running around just looking at locations for you, but as long as it's a healthy ratio of looking and building, we're happy to add value earlier. An experienced contractor can review drawings before they're finalized and identify constructability issues, potential code conflicts, or opportunities to save money through alternative approaches.

The Bottom Line

A typical tenant buildout takes 10-20 weeks from design through turnover, depending on scope and complexity. Understanding the sequence helps you plan realistically and communicate accurate timelines to tenants.

The projects that stay on schedule share common traits: thorough planning upfront, clear decision-making processes, experienced contractors who communicate proactively, and realistic expectations about what can go wrong.

If you're planning a tenant buildout in Metro Atlanta and want to discuss your specific project, we're happy to walk through the timeline and scope with you. With 27 years of experience in commercial construction, we've seen what works and what doesn't.

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