Can I switch suppliers when I’m in a serviced office?

How to tell if you work in a serviced office

If you already know this, you may want to simply skip this section – but if you’re not 100% certain, it’s best for us to start at the beginning. A serviced office is a workspace that’s fully managed by an operator, which means you essentially rent a space that’s ready to use, and comes with a range of services built in. These spaces are often found in buildings designed for shared use by multiple businesses, in which the provider takes care of everything from cleaning and security to utility management. If you pay one regular fee for your workspace and don’t deal with separate utility bills or maintenance, there’s a good chance you’re in a serviced office. These offices can be popular with businesses of all sizes because they reduce administrative responsibilities and provide flexibility in terms of contracts and scaling up or down when needed.

If you’re still not totally sure, you can usually confirm if you’re in a serviced office by checking your rental agreement or asking the building operator directly. If your agreement lists utilities as part of an all-inclusive package or you’re billed by the office provider rather than the utility companies themselves, you’re likely in a serviced arrangement. It can also be helpful to look at the structure of your contract – if it doesn’t name you as the account holder for utilities, then the provider, rather than your business, manages those services on your behalf.

How water supply works in serviced offices

In most serviced offices, the operator acts as the primary account holder for utilities, including water. This means they negotiate contracts with suppliers, manage payments, and take care of any issues related to these services. Your business pays the operator, typically as part of your overall rental fee, which means you won’t have a direct relationship with the water supplier. This arrangement enables you to focus on your work without having to deal with the day-to-day management of utilities.

Since the office provider handles utilities, that means water bills are usually shared across all tenants in the building. Your usage might not even be measured separately, especially if the building uses a single meter for all tenants. This setup can simplify things for you, as you’re not responsible for managing consumption or liaising with suppliers. However, it also means that decisions about suppliers, contracts, and pricing are generally made by the operator rather than by the businesses using the space. In some cases, providers may renegotiate these contracts periodically, and it’s worth asking how often this happens, as it could influence the costs you pay for water through your rental fee.

So does that mean I can’t change my water supplier?

Whether or not you can switch your water supplier depends entirely on the terms of your serviced office agreement. In most cases, you won’t be able to make this change yourself because you aren’t the named account holder for the water supply. The right to switch suppliers lies with the serviced office provider, and any changes would require their approval and action. If you want to explore the possibility, the first step is to review your contract and see what level of control, if any, you have over utility choices. Some agreements may give tenants limited input on these decisions, particularly in larger serviced spaces where several businesses share costs.

However, you may find that your operator is be open to discussing supplier options with their tenants, especially if several businesses raise the same concerns about costs or service. If you’re in this position, it’s worth raising the topic with the office manager or provider to see if they’re willing to consider renegotiating or switching contracts. While you can’t switch on your own, a clear and constructive discussion with the provider might encourage them to look at alternative suppliers that could benefit everyone in the building. And obviously, if that’s the plan then it can also be useful to get other tenants on board, as collective requests often carry more weight when it comes to influencing decisions about supplier changes.

4 key steps to take if you want to switch

If you want to explore switching your water supplier, here are four key steps you can take:

• Review your serviced office agreement to see who holds the account for water.
• Research alternative suppliers to identify potential benefits.
• Present your case clearly to your office provider.
• Keep communication active to push for progress.

If you’re keen to explore switching water suppliers, start by gathering as much information as possible about your current arrangement. Look through your serviced office agreement to confirm who holds the account for water and what, if anything, you’re entitled to request regarding supplier changes. Once you’ve established the limits of your control, you can prepare your case for why a change might be beneficial. This might involve researching suppliers who can offer better rates, improved customer service, or additional features that could appeal to your office provider. Getting a clear picture of the market will strengthen your position when you approach them.

Next, you may want to schedule a meeting with your provider to present your findings. Make sure to be clear about why switching would benefit both your business and theirs, such as reducing costs or improving service reliability. Even though you can’t switch suppliers yourself, a demonstration that you’ve done your research may persuade the provider to take action. One of the main elements to bear in mind is to keep the discussion collaborative and focused on shared gains, so you can achieve a more positive outcome. If your provider doesn’t respond immediately, consider following up in writing to keep the conversation active and demonstrate your ongoing interest in pursuing a change.

How can we help here at The Business Water Shop?

Quite simply, we can take the hassle out of that research process for you. We have a network of trusted suppliers at our disposal that spans across the UK, so all you need to do is give us a few quick details, and we’ll search our network on your behalf to find the water supplier that best suits your goals and requirements. In fact, we’re able to save some customers up to 55% on their water bills, and you can count on us to use all our resources and industry expertise to get you the best deal.

It only takes a few minutes to get your online quote – so if you’re thinking about moving to switch business water suppliers, there’s never been a better time to do it!