An office listing sheet has to let a prospective tenant understand the space before they ever walk in: where it is, how big it is, how to get there, what building systems it has, and when it is available. Leave one of those out and the first call or email you get will just be someone asking for it.
It is a short document built to help someone decide whether the space is worth a closer look. It does not replace a tour or a full leasing brochure with expanded photos, detailed specs, and lease terms; it is the step before that, the one that decides whether the conversation continues.
What an office listing sheet needs
Before you write anything, group the information into blocks: where the building is, how much space there is and how it is shaped, what systems the building has, what the terms are, and what graphics come with it. Each block answers a different question, and mixing them together is usually what makes it confusing to read, whether you call it an office listing sheet, an office listing flyer, or a commercial property flyer.
- Location and access: address, nearby transit, and how tenants and visitors arrive, on foot, by car, or from a parking garage.
- Area and floors: how much space, on which floor or floors, and the ceiling height.
- Current layout and building systems: how the space is divided today and what systems the building runs on.
- Availability and terms: when the space can be occupied and who to contact for lease terms.
- Visuals: floor plan, recent photos, and the link to the 3D viewer if one exists.
How it differs from a brochure or a full presentation
A listing sheet is a one-page summary meant to be read in under a minute. A brochure adds expanded photos, a specs sheet, and full lease terms; a sales presentation adds the property's own context and a live walkthrough. The three work together: the listing sheet opens the door, and the brochure or presentation carries the conversation forward once the tenant wants to keep looking.
A template you can copy and fill in
Copy this table and replace each bracketed example with the real figure for the property. If you do not have a number yet, say so instead of leaving it blank or guessing: “to be confirmed” holds up better than a figure you have to walk back later.
| Field | What to put | Example |
|---|---|---|
| Location and access | Full address and how tenants reach it by transit or by car. | [Address; nearest subway or bus stop; garage access] |
| Area | The figure and the measurement standard you are using, so the reader knows what it covers. | [Square footage, per the standard you use, e.g. BOMA/ANSI Z65.1] |
| Floor and ceiling height | Which floor or floors, and the clear ceiling height. | [Floor X of Y; ceiling height in feet] |
| Estimated workstations | A rough figure, labeled as an estimate, not a guaranteed occupancy. | [Estimated workstations, based on a sample layout] |
| Current layout | Whether the space is open plan, already has private offices, or keeps a prior tenant's build-out. | [Open plan / private offices / existing build-out] |
| Building systems | HVAC, raised flooring, lighting, and other systems relevant to office use. | [Ducted HVAC; raised floor; lighting type] |
| Parking | Whether spaces exist and how they are assigned. | [Number of spaces, or “no dedicated parking”] |
| Availability | The date the space can be occupied. | [Available starting month/year] |
| Terms | How to request lease terms, without figures that change over time. | [Contact leasing team for terms] |
| Plans and photos | A link or attachment with the floor plan and recent photos. | [Attach PDF floor plan and dated photos] |
| 3D viewer | A link or QR code to the 3D view of the building or the proposed interior, if one exists. | [Link or QR code to the viewer] |
How to state area without creating confusion
The same floor can produce different numbers depending on whether you are quoting rentable or usable square footage. State which one you are using; if you are not sure, ask before it goes on the sheet. The same goes for workstations: an estimated headcount helps a tenant picture the space, but it depends on the furniture and layout each tenant chooses, so present it as an estimate, not a guaranteed occupancy.
Link the 3D viewer from the sheet
When a 3D viewer exists for the building or the proposed interior, add the link or a QR code next to the floor plan. It opens in a phone or computer browser with nothing to install, and falls back to the still images on the sheet if the device cannot load it. If the sheet goes on a listing portal, check its rules first: some do not accept links, QR codes or embedded content in the listing. In that case, keep the link for the sheet you send yourself and for your brochure.
This is what an interactive 3D office floor plan looks like, ready to link from the sheet.
Who supplies each piece of information
Putting the sheet together usually involves more than one person. Splitting up who provides what keeps you from waiting on a single person to have every figure before it can go out.
- The landlord or property manager: availability, terms, and the building systems.
- The leasing agent handling the deal: the contact, parking, and the real state of the current layout.
- Whoever prepared the plans: the exact area and the measurement standard used.
- Whoever built the 3D viewer: the link or QR code that goes on the sheet.
Before you send it
- The availability date and the leasing contact are still correct.
- The area states its measurement standard, and workstations are labeled as an estimate.
- The floor plan and photos match the current state of the space.
- The link or QR code to the viewer opens the right view.
- The listing sheet and the brochure do not contradict each other.
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