How to Choose the Right Office Size in Dubai: Space Planning by Team Count
Determining the correct office size in Dubai generally follows a standard rule of thumb: allocate 100 to 150 square feet (approx. 9 to 14 square meters) per employee for a comfortable, productive environment. However, in the UAE market, this calculation must also account for Department of Economy and Tourism (DET) licensing regulations, which typically require a minimum of 9 square meters (approx. 100 sq. ft.) of space for every employment visa you intend to issue. Balancing regulatory compliance with operational efficiency is critical for avoiding costly relocation or overcrowding issues later.
Understanding the Basics: Usable vs. Rentable Area
Before diving into the specific calculations for your team size, it is crucial to understand the terminology used in Dubai’s commercial real estate market. When you browse listings for office space, you will often encounter two different measurements:
Carpet Area (Net Internal Area): This is the actual usable space where your team will sit and work. It excludes pillars, wall thickness, and external corridors.
Super Built-Up Area (Gross Leasable Area): This includes a proportionate share of the building’s common areas, such as lobbies, elevators, stairwells, and maintenance rooms.
In Dubai, rent is typically calculated on the Gross Leasable Area, meaning you might be paying for 2,000 square feet, but your actual usable “carpet” area might be 1,600 square feet. When planning your layout, always ask for the efficiency rate of the floor plate to ensure you aren’t overpaying for “phantom” space.
The Dubai Regulatory Factor: Space and Visas
Unlike many other global markets where office size is purely a matter of comfort and budget, Dubai ties your office size directly to your ability to hire. The Department of Economy and Tourism (formerly DED) and various Free Zone authorities have strict criteria regarding the number of visas allocated per square meter of office space.
Typically, the government allocates one employment visa for every 9 square meters (roughly 100 sq. ft.) of office space. If you rent a small office of 200 square feet, you may be capped at 2 or 3 visas, regardless of whether you think you can squeeze 5 desks in there.
Therefore, when you browse properties for rent in Dubai, you must calculate your space needs based on your future headcount, not just your current team. If you plan to scale from 5 to 15 employees over the next lease term (usually 1–3 years), you need an office that legally supports 15 visas from day one, or a building that allows for flexible expansion.
Calculating Space by Team Count
To help you visualize your requirements, we have broken down the space planning strategies based on typical team sizes found in the UAE business landscape.
Small Teams and Startups (1–10 Employees)
For small businesses, efficiency is key. You need enough space to operate professionally without burning capital on unused square footage.
Estimated Requirement: 1,000 – 1,500 sq. ft.
The Layout: An open-plan layout is most efficient here. You will likely need one executive cabin (for the CEO or private meetings), a small meeting room (4-seater), and a pantry.
Recommendation: Look for “fitted” offices in areas like Business Bay or JLT. Fitted units save you the high capital expenditure of fit-out work.
Key Consideration: Ensure the building has a shared reception or security desk to give a professional impression without you needing to dedicate precious square footage to a waiting area.
Growing SMEs (10–50 Employees)
At this stage, culture and departmental separation start to matter. You might need distinct zones for sales, accounts, and operations.
Estimated Requirement: 1,500 – 6,000 sq. ft.
The Layout: A mix of open desks and private cabins. You will need a dedicated server room (IT requirements increase), a larger conference room (8–10 seater), and perhaps a breakout area for lunch and coffee.
Recommendation: This is often the stage where companies transition from fitted offices to “shell and core” spaces, allowing them to customize the brand identity. If you are an investor looking to buy commercial assets, exploring properties for sale in Dubai in established commercial hubs can yield high rental returns from tenants in this size bracket.
Key Consideration: Bathroom access. In smaller units, bathrooms are often shared on the floor. For offices over 3,000 sq. ft., you may want private wet pantries and restrooms within your unit.
Large Enterprises (50+ Employees)
Large organizations require complex space planning that accounts for hierarchy, traffic flow, and multiple specialized rooms (training rooms, prayer rooms, phone booths).
Estimated Requirement: 6,000 sq. ft. and above (often full floors).
The Layout: Highly zoning-specific. Requirements often include a grand reception area, multiple meeting suites, executive wings, and extensive breakout zones to retain talent.
Recommendation: Large firms should consider off-plan projects in Dubai if they are looking for custom-built headquarters or investing in full commercial floors in upcoming districts like Dubai Creek Harbour or Expo City.
Key Consideration: Circulation space. With 50+ people moving around, corridors need to be wider, and emergency exits must meet strict Civil Defence safety codes.
The “Hidden” Space Eaters
When calculating your square footage, many tenants make the mistake of only measuring the desks. However, support spaces take up a significant portion of your total footprint—often 30% to 40% of the total area.
Here is a quick checklist of standard dimensions to factor into your calculation:
Reception Area: 100–200 sq. ft. (minimum for a desk and two waiting chairs).
Conference Room: 25–30 sq. ft. per person. A 10-person room needs at least 250–300 sq. ft.
Pantry/Kitchenette: 75–150 sq. ft. depending on appliances.
Server Room: 20–40 sq. ft. (mandatory for most fit-outs).
Corridors/Circulation: Add 15–20% to your total desk space area.
If you ignore these “hidden” areas, you will end up with a cramped office where employees struggle to move freely, which can negatively impact morale and productivity.
Impact of Hybrid Work on Dubai Office Trends
The post-pandemic shift has changed how Dubai companies utilize space. Many firms now operate on a hybrid model, where employees work from home 1–2 days a week. Does this mean you need less space? Not necessarily.
While you might need fewer dedicated desks (using a “hot-desking” system instead), the demand for collaborative space has increased. The office is no longer just a place to type emails; it is a place to meet and brainstorm.
Modern Dubai offices are trading rows of cubicles for:
Focus Booths: Small, soundproof pods for Zoom calls.
Lounge Areas: Soft seating for informal meetings.
Project Rooms: Spaces with whiteboards and movable furniture.
If you own a commercial building, upgrading the common areas to support these trends can significantly increase your asset’s value. Our property management team can advise on how to optimize commercial assets to attract modern, high-quality tenants.
Financial Implications of Size
Choosing the right size is also a financial exercise. In Dubai, your rental contract is just one component of the total occupancy cost.
Rent: Usually paid in 1 to 4 cheques per year.
Service Charges: Commercial towers often charge a per-square-foot fee for building maintenance, distinct from the rent.
Chiller Fees: Air conditioning costs in Dubai can be substantial. Larger offices mean higher cooling bills.
DEWA: Electricity and water consumption scales with size.
Municipality Fees: Calculated as 5% of the annual rent (usually added to your DEWA bill).
A larger office does not just mean higher rent; it means higher service charges, fit-out costs, and furnishing expenses. It is vital to run a full cost analysis before signing a lease.
Common Pitfalls to Avoid
1. Ignoring the “Load Factor”
As mentioned earlier, the difference between net and gross area can be significant. Always ask for the floor plan with “Carpet Area” clearly marked.
2. Overlooking Parking Ratios
In Dubai, parking is gold. Most commercial towers allocate parking spaces based on the size of the office rented—typically one parking bay per 500 or 1,000 sq. ft. If you rent a 1,000 sq. ft. office for 10 people but only get one parking spot, your team will struggle. Check the building’s parking policy early.
3. Forgetting Fit-Out Approvals
If you rent a “shell and core” unit, you need approvals from Dubai Civil Defence, Dubai Municipality, and the building management before you can lay a single brick. This process takes time and money. Ensure your lease includes a rent-free period (typically 1–3 months) to cover the fit-out phase.
Why Partner with West Gate Dubai
Navigating the commercial real estate market in Dubai requires local expertise and a deep understanding of zoning laws, fit-out regulations, and market trends. At West Gate Dubai, we do more than just unlock doors. We help businesses analyze their operational needs to find spaces that support their growth, not hinder it.
Whether you are looking for a boutique office in Business Bay, a full floor in Downtown, or a warehouse facility in Dubai Investment Park, our team ensures your lease terms protect your interests. For landlords, we offer comprehensive services to maintain high occupancy rates and optimize yield.
West Gate has many more properties available that may not be listed online immediately. We encourage you to fill out our form so a professional agent can contact you directly with a curated list of off-market options suited to your specific team count and budget.
FAQs
Q: What is the minimum office size required for a trade license in Dubai?
A: Generally, the Department of Economy and Tourism (DET) requires a minimum of 200 square feet (approx. 18-20 square meters) to issue a standard mainland trade license. However, this can vary depending on the specific activity and jurisdiction (Mainland vs. Free Zone).
Q: How many visas can I get for a 500 sq. ft. office?
A: In most mainland jurisdictions, you are allocated one visa per 9 square meters. A 500 sq. ft. office (approx. 46 sq. m.) would typically entitle you to around 5 employment visas. Always verify with the specific licensing authority as rules can change.
Q: What is the difference between Shell and Core vs. Fitted offices?
A: “Shell and Core” means the office has concrete floors and ceilings with no finishing, requiring you to do the complete fit-out (flooring, AC ducts, partitions). “Fitted” means the office has flooring, ceilings, and lighting installed, and is ready for you to move in your furniture.
Q: Does West Gate Dubai handle commercial property management?
A: Yes, we provide full-service management for commercial assets, handling everything from tenant screening and rent collection to maintenance coordination. You can learn more about our services on our property management page.
Take the Next Step
Choosing the right office size is a critical decision that impacts your budget, culture, and ability to hire. Don’t leave it to guesswork. Whether you need to rent a ready-to-move space or buy a commercial asset for long-term appreciation, our team is here to guide you. If you are ready to view potential spaces or need a valuation on a commercial property, contact us today to speak with a commercial real estate specialist. We have many more properties available; fill the form, and a professional Agent will contact you to discuss your specific requirements.
