Commercial Interior Design Client Intake: Complete Document Checklist

Commercial interior design projects are more complex than residential ones — and the document requirements reflect it. Building codes, ADA compliance, fire safety regulations, landlord approvals, and multi-stakeholder sign-offs all create a paper trail that must be collected before design work begins.

Skip this step, and you risk designing spaces that violate codes, exceed budgets, or conflict with lease restrictions. This checklist covers every document commercial interior designers need during project intake — from space documentation to regulatory compliance.

Client and Project Overview Documents

• Signed design agreement — Scope of services (space planning, FF&E selection, construction documentation), fee structure (hourly, percentage of construction cost, or flat fee), payment schedule, and revision limits.
• Project brief or design questionnaire — Business type, brand guidelines, employee headcount, daily visitor count, operational hours, and specific functional requirements (reception area, conference rooms, open workspace, private offices, break rooms).
• Budget documentation — Total project budget with allocation breakdown: construction, FF&E (furniture, fixtures, and equipment), technology, and contingency. Commercial clients often separate capital expenditure from operating expense budgets.
• Timeline and milestone schedule — Lease commencement date, move-in deadline, phasing requirements (if the client is occupying the space during renovation), and any business-critical dates (product launch, office opening, season start).
• Decision-making authority documentation — Who approves design decisions, budget changes, and change orders? For corporate clients, this may involve a facilities manager, CFO, and CEO with different approval thresholds.

Space and Building Documents

• Architectural drawings and floor plans — CAD files (DWG format preferred) or PDF plans showing dimensions, structural elements, columns, windows, and existing mechanical systems. As-built drawings are more accurate than original construction drawings.
• Building specifications — Ceiling heights, floor loading capacity, column grid spacing, and structural limitations. These define what's physically possible — know them before you sketch anything.
• MEP (Mechanical, Electrical, Plumbing) plans — Location of HVAC ductwork, electrical panels, plumbing stacks, and data/telecom infrastructure. Relocating these systems adds weeks and thousands of dollars to your project cost.
• Existing condition photos — Comprehensive photo documentation of the current space from every angle. Include close-ups of finishes, fixtures, damage, and any elements to be preserved.
• Previous renovation records — Permits, drawings, and inspection records from prior build-outs. These reveal what's behind the walls.

Lease and Landlord Documents

Most commercial tenants don't own their space. The lease controls what you can and can't do.

• Lease agreement (relevant sections) — Tenant improvement clauses, permitted use restrictions, restoration requirements at lease end, and landlord approval processes for modifications.
• Landlord's building standards — Many commercial landlords publish design standards covering approved materials, HVAC connection methods, electrical capacity per floor, signage specifications, and after-hours construction policies.
• Landlord approval requirements — Written list of what requires landlord sign-off (structural changes, ceiling modifications, floor penetrations, signage) and the approval timeline.
• Tenant improvement allowance (TI) documentation — If the landlord is contributing to the build-out, document the TI amount, eligible expenses, disbursement process, and deadline for completion.
• Insurance requirements — Landlord-required coverage for the construction phase and ongoing occupancy. Typically includes general liability, workers' compensation, and property insurance with the landlord named as additional insured.

Regulatory and Compliance Documents

• Building code requirements — Applicable building codes (IBC, local amendments), occupancy classification, and occupancy load calculations. These determine egress requirements, fire suppression needs, and restroom counts.
• ADA compliance documentation — Americans with Disabilities Act requirements for the specific space: accessible routes, doorway widths (minimum 32" clear), counter heights (34" max for accessible service counters), restroom clearances, and signage requirements.
• Fire code and safety requirements — Fire marshal requirements for occupancy, sprinkler coverage, fire-rated assemblies, exit signage, and emergency lighting.
• Health department requirements — For spaces with commercial kitchens, food service areas, or medical facilities. Health codes dictate finishes, ventilation, and equipment specifications.
• Permit requirements checklist — Identify which permits are needed before design begins: building permit, electrical permit, plumbing permit, mechanical permit, fire alarm permit, and any special use permits.
• Zoning verification — Confirm the intended use is permitted under current zoning. A change of use (retail to restaurant, office to medical) may require zoning approval.

Brand and Design Reference Materials

• Brand style guide — Colors (with Pantone/hex codes), typography, logo usage rules, and brand photography style. The interior should reinforce the brand — not fight it.
• Inspiration images and reference projects — Examples of spaces the client admires. Ask for both positive examples ("I want this feeling") and negative examples ("I don't want this").
• Existing furniture and equipment inventory — List of items to be reused, relocated, or disposed of. Include dimensions, condition, and photos.
• Technology requirements — AV systems for conference rooms, display screens, wireless access point locations, power/data outlet density, and any specialized technology (video walls, digital signage, room booking systems).
• Acoustic requirements — Open offices need speech privacy. Conference rooms need sound isolation. Call centers need background masking. Document the acoustic performance requirements by space type.

Contractor and Vendor Information

• Preferred contractor list — If the client or landlord requires specific general contractors or subcontractors.
• Existing vendor relationships — Furniture dealers, technology providers, or specialty fabricators the client already works with.
• Procurement requirements — For corporate or government clients, document purchasing approval processes, vendor qualification requirements, and any minority/women-owned business enterprise (MWBE) participation goals.

How to Collect Commercial Design Intake Documents

Request CAD files early

Getting accurate floor plans is often the longest lead-time item. Request as-built CAD files from the landlord or building management in your first communication — don't wait until after the design agreement is signed.

Use a secure document portal

Commercial projects generate large files — CAD drawings, building specs, photo documentation, and lease agreements. A document collection portal handles large uploads, organizes files by category, and shows you exactly which documents are still missing.

Hold a kickoff meeting after document collection

Don't schedule the design kickoff until you have the lease excerpts, floor plans, and regulatory requirements in hand. Starting design without these constraints wastes time on concepts that won't work.

Frequently Asked Questions

What documents do interior designers need for a commercial project?

At minimum: signed design agreement, floor plans (CAD files), building specifications, lease agreement (tenant improvement and restriction sections), budget documentation, brand guidelines, ADA compliance requirements, building code information, and landlord approval requirements. Large projects also need MEP plans, acoustic specifications, and procurement documentation.

How is commercial interior design intake different from residential?

Commercial projects add building code compliance (IBC, ADA, fire code), landlord approval processes, lease restrictions, tenant improvement allowances, and multi-stakeholder sign-offs. Residential projects rarely involve regulatory compliance beyond basic building permits.

Do I need landlord approval for interior modifications?

Almost always. Most commercial leases require landlord approval for structural changes, ceiling modifications, floor penetrations, signage, and sometimes even paint colors and flooring materials. Review the lease's tenant improvement clause and get the landlord's building standards document before starting design.

What ADA requirements apply to commercial interior design?

The ADA requires accessible routes throughout the space, doorways with 32 inches minimum clear width, accessible restrooms, service counters at 34 inches maximum height, compliant signage, and accessible parking. Requirements vary by occupancy type — public-facing spaces have stricter standards than private offices.

How long does commercial interior design intake take?

Document collection typically takes 2-3 weeks. The most common delays are obtaining CAD files from the landlord (1-2 weeks), getting landlord building standards (varies widely), and collecting regulatory compliance information from the local building department. Start these requests immediately after the design agreement is signed.