Tenant Improvement Projects: Planning the Electrical Scope

The electrical scope is the part that decides the schedule

A tenant improvement, often shortened to TI, turns an empty or outdated commercial space into a place where a business can operate. Walls go up, ceilings go in, a counter is built, equipment arrives. Of all the trades on a buildout, the electrical work has an unusual influence on the calendar, because so much depends on it. Lighting cannot be finished until circuits exist. Equipment cannot be set until power is available. Inspections cannot be scheduled until rough work is complete. A missing answer about electrical capacity can stall everything.

That is why the electrical scope deserves attention before the first wall is framed. A clear scope tells the landlord what you intend, tells the designer what the building can support, tells the electrician what to price and tells the inspector what to expect. A vague scope leads to change orders, surprises and delays.

This article explains the planning questions that come first, in the order most tenants meet them. It is general guidance and does not replace your lease or the instructions of your landlord. For an overview of the work we do for tenants, see our tenant build-outs page, and for how this plays out in our area, our Broward commercial tenant build-out electrical page covers local conditions.

If you are working on a general office plan rather than a TI scope in particular, our post on office buildout electrical planning takes a more design-focused view.

Read the lease and the landlord's requirements first

The first electrical document for a buildout is not a drawing. It is your lease and any exhibit that describes the work you are allowed to do and the landlord's rules for contractors.

Look for:

• A description of the landlord's work and the tenant's work, which sets who pays for what
• Rules about the contractor, such as insurance, access and approved vendors
• Requirements for plans and drawings to be submitted for approval
• Restrictions on work hours, noise, deliveries and use of common areas
• Rules about shutting off shared services such as power or fire alarm
• Limits on what can be attached to the roof, walls or structure
• Requirements for the condition of the space at turnover
• The landlord's responsibilities for the base building electrical system

Do not assume. Two spaces in the same building can have different terms. Ask the landlord or property manager what electrical service is provided to the space, where the meter and panel are, and what capacity is available. Request any as-built drawings and panel schedules. In older buildings these may be incomplete or out of date, in which case an on-site survey becomes essential.

Also ask how electricity is billed. Some spaces have their own meter, while others are sub-metered or share service. This affects how your equipment is planned and how costs are tracked.

Getting this information up front prevents the all too common surprise: the space turns out to have less capacity than the plan assumed.

One practical habit helps on every project: keep a single shared folder with the lease exhibit, the landlord's contractor rules, the panel schedule, the equipment specification sheets and the approved drawings. When the electrician, the designer and the general contractor all work from the same set, fewer mistakes are made. Date every revision and discard old versions so nobody builds from outdated information.

Define the load: what is the space going to run?

Every electrical design starts with a list of what needs power. Without it, nobody can say whether the existing service is adequate. The list does not need to be perfect at first, but it should be honest.

Gather information about:

• Lighting. Number and type of fixtures, display lighting, signs and exterior lights
• Heating and cooling. Air conditioning units, heat pumps, fans and exhaust equipment
• Receptacles. General outlets, workstation power, counters and display outlets
• Equipment. Kitchen equipment, medical devices, machinery, refrigeration, copiers and server gear
• Special loads. Water heaters, EV chargers, welding or hobby equipment, security systems
• Future growth. Equipment you plan to add within a few years

For major equipment, get the specification sheets. A refrigerator, oven or compressor lists its voltage, phase and current. Equipment that needs three-phase power is a particular flag, since not every space has it. Our post on three-phase power explained for business owners describes why this matters.

An electrician can convert this list into a calculation of demand and compare it with the capacity of the service and the panel. Sometimes the existing service is plenty. Sometimes it is close. Sometimes it is not enough, and an upgrade of the panel or the service becomes part of the project.

Knowing the answer early is useful in a lease negotiation too. If a space needs a service upgrade, it is better to know before signing than to find out afterward.

Consider also the question of metering and billing from the first day. If the space is separately metered, your account with the utility needs to be opened in time for the inspection and for the testing of equipment. If it is sub-metered, ask how readings are taken and billed. Surprises in this area do not affect the wiring, but they affect the budget, and they are easy to settle early.

Finally, think about what the next tenant will find. Clear labeling, a current panel schedule and tidy installation are marks of professional work, and they matter when you renew, sublease or leave. Some leases require the tenant to restore the space or remove certain equipment at the end of the term, so knowing what you installed and where is useful years later.

Panels, services and capacity upgrades

Once the load is understood, the question becomes whether the panel and service can carry it. This is where most TI electrical surprises happen.

Check:

• Service size and voltage. What is the rating of the service, and what voltage and phase does it provide?
• Panel capacity. How many breaker spaces are open, and what is the rating of the panel?
• Panel condition. Is the panel in good shape, and is it a type that is easy to service and obtain parts for?
• Distribution. How does power get from the meter to the panel, and is there any shared equipment?
• Grounding and bonding. Are the connections sound?

If the space requires more than the existing system can supply, options include adding a subpanel, replacing the panel, upgrading the service or relocating certain loads. Larger upgrades involve the utility and the landlord, and they take time. Our commercial panel upgrades page explains what these projects involve.

Do not overlook the age of the system. An older panel may meet the load on paper but may be nearing the end of its life. Installing a new panel as part of a buildout can be more sensible than leaving a questionable one behind new walls and finishes.

Some tenants rely on the landlord to handle service upgrades. Others pay for them. Whichever applies, get the responsibilities and timeline in writing before the schedule depends on them.

Drawings, approvals and permits

Commercial work almost always involves some form of plans, whether simple or detailed. The electrical drawings show what is being installed and where, and they form the basis for approvals and inspections.

Typical drawings include:

• A lighting plan with fixture types, locations and controls
• A power plan showing receptacles, equipment connections and special outlets
• A panel schedule that lists each circuit and its load
• A one-line diagram showing how the service feeds the panel
• Notes about emergency lighting, exit signs and fire alarm coordination

Who prepares these depends on the project. Small buildouts may use drawings from the designer and details from the electrician. Larger projects may require an engineer. The landlord may need to approve the plans before work starts.

Permits are a separate matter from landlord approval. Whether a permit is required, and what type, depends on the scope of the work and the local authority. We do not claim to know what your city requires for a specific project, and we encourage you to ask your electrician, who will tell you honestly. Our permit and inspection coordination service explains how that part of the process is handled.

Allow time. Plan review and permit processing take time that varies by location and workload, and the work cannot proceed until approvals are in place. Starting early is the surest way to protect your opening date.

Lighting, emergency systems and code basics

Commercial spaces open to the public or to employees have life safety requirements that residential work does not. Planning for them is part of the electrical scope, and missing them can force costly changes late in the project.

Lighting. Besides appearance, lighting must provide adequate levels for the use of the space. Controls such as switching, dimming and occupancy sensors may be required or encouraged. LED fixtures are common because of their efficiency.

Emergency lighting and exit signs. Public and workplace spaces often need emergency lighting that works when power fails, and exit signs that mark the way out. These systems are tested periodically. Our article on exit signs and emergency lighting code compliance explains the basics.

Fire alarm and sprinkler coordination. The fire alarm system is generally a separate scope, but it interacts with electrical work. Ceiling changes, new walls and added devices may need coordination.

Receptacle protection. Certain locations require ground fault protection, such as kitchens, restrooms, outdoor areas and spaces near sinks. The layout should account for it.

Accessibility and clearances. Panels must have clear working space in front of them, and the location of controls and outlets should follow accessibility expectations. A beautiful buildout can fail an inspection because a shelving unit was placed in front of the panel.

Our code compliance audit service can help when you want a review of existing conditions before you start.

Sequencing: who does what, and when

A buildout is a choreography of trades, and electrical work happens in several visits. Understanding the sequence helps you plan.

Survey and design. The electrician visits the space, checks the existing conditions and reviews the plans.

Demolition and preparation. Existing fixtures, wiring and equipment that are not needed are removed. This phase often reveals hidden conditions, such as abandoned wiring, undersized conductors or unlabeled circuits.

Rough-in. After the framing is complete, the electrician installs conduit, boxes and wiring. This must be done before walls are closed. It is also when inspections are typically scheduled for work that will be covered.

Coordination with other trades. Air conditioning, plumbing, fire protection and low voltage all share space above the ceiling and inside the walls. Clashes cost time. Coordination meetings, even brief ones, prevent them.

Close-in. Walls are closed, ceilings are installed and finishes begin.

Trim-out. The electrician installs devices, fixtures, switches and cover plates, connects equipment and labels the panel.

Testing and inspection. Circuits are tested, ground fault devices are checked and final inspections are completed.

Closeout. Documents are collected, including the panel schedule, any inspection sign-offs and equipment information.

Lead times can slow things down. Panels, switchgear, specialized fixtures and some equipment may take significant time to arrive. Ask the electrician which items need to be ordered early, and place orders as soon as the scope is firm.

It is worth asking the electrician to walk the space with you at the stage when the framing is complete and before it is covered. This walkthrough is the least costly chance to catch a switch on the wrong wall, a missing outlet behind a counter or a fixture that clashes with an air conditioning duct. Bring the plans and mark up anything that does not match the intent. Take photographs of the open walls and ceilings before they are closed, because they will show where conduit and wiring run if a change is needed later.

Communicate with the general contractor or project manager about access. Electricians need clear space, adequate light and safe working conditions. Materials stacked in front of the panel or ceilings closed too early create delays that nobody planned for.

Common pitfalls that cost tenants money

Certain mistakes appear again and again in buildouts. Knowing them in advance helps you avoid them.

• Assuming capacity. Tenants sign a lease and then discover the panel cannot support their equipment.
• Late equipment selection. Choosing the oven or compressor after the electrical rough-in leads to rework when the equipment needs a different circuit.
• Ignoring the landlord's process. Starting work before plans are approved can bring a stop order.
• Skipping permits. Unpermitted work can create trouble at inspection, at insurance renewal and at the end of the lease.
• Underestimating lead times. A missing part can hold up the opening date.
• Poor coordination. The air conditioning contractor and the electrician each assume the other is supplying a disconnect or a control wire.
• Forgetting the panel schedule. Without clear labels, the next person cannot tell what is on each breaker.
• Cutting corners on grounding or protection. These shortcuts create risk and complicate the final inspection.

Another quiet cost is changing your mind. Moving an outlet before the walls close is easy. Moving it after drywall and paint is not. Put your decisions on paper and review them before the rough-in is covered.

Ask for a written scope from your electrician that spells out inclusions and exclusions. If something is not in the scope, assume it is not included. Clarity at the start prevents arguments at the end.

Special cases: restaurants, medical and retail spaces

Different uses bring different electrical needs, and tenant improvements for certain industries come with extra layers.

Restaurants and food service. Kitchens bring heavy loads, hood exhaust and make-up air interlocks, refrigeration and ground fault requirements. Equipment is often specific and requires careful coordination. Our restaurant electrical page and our article on commercial kitchen hood wiring explain what is involved.

Medical and dental offices. These spaces rely on dependable power for equipment, appropriate grounding and sometimes emergency or backup arrangements. Specialized equipment may have unique requirements.

Retail spaces. Lighting design, signs and storefront power are central. Display lighting and flexible track systems are common.

Offices. Receptacles at workstations, data cabling, conference rooms and server closets drive the design.

Warehouse and light industrial. Higher ceilings, high bay lighting, large motors and sometimes three-phase equipment change the scope.

If your use falls into a specialized category, bring your electrician in early so they can see the equipment list and flag special requirements. A design that works for a generic office may not suit a kitchen or a clinic.

Cities in our area, including Hollywood, Fort Lauderdale, Pembroke Pines, Plantation and Miami, have a wide mix of building ages and conditions. A newer building may have good documentation and ample capacity, while an older one may hide surprises. Either way, a site visit before design is complete saves trouble.

Common questions

What does the electrical scope of a tenant improvement include?

It typically covers lighting, receptacles, equipment connections, panels and circuits, emergency lighting and exit signs, coordination with other trades and testing. The exact scope depends on the use, the existing conditions and the lease.

How do I know if the space has enough power?

Compare a list of the loads you plan to run with the capacity of the service and panel. An electrician can perform this calculation and tell you whether the existing system is adequate or needs an upgrade.

Who is responsible for upgrading the electrical service?

It depends on your lease and the landlord's rules. Some landlords handle base building upgrades, while others require tenants to pay. Clarify responsibilities and timelines in writing before the schedule depends on them.

Do I need a permit for a tenant improvement?

Most buildouts involve permits, though requirements depend on the scope of work and the local authority. A qualified electrician will tell you honestly what your project needs and coordinate the process.

When should I bring in an electrician?

As early as you can, ideally while you are still reviewing the space or negotiating the lease. Early input on capacity, equipment and approvals helps prevent costly changes after construction has started.

If you are planning a buildout and want the electrical scope settled before work begins, call (954) 602-0050. Standard jobs are quoted by phone before dispatch, and more complex jobs are quoted on site and carry a service call charge. The electrician comes to you, and our 24-Hour Emergency Line is there for urgent problems.