Breaking Down the Costs: Why Building an Office Is Expensive
1. Executive Summary
Office construction and fit-out projects are big investments. They’re complex, costly, and often come with a fair share of confusion. If you’ve ever looked at a project budget and thought, “Why is this so expensive?”—you’re not alone. Even businesses that have managed construction projects before are finding it harder to make sense of today’s numbers.
We hear this all the time. Costs seem higher, and it’s tough to reconcile the difference between what you paid for a buildout a few years ago and what you’re being quoted today.
This white paper is here to clear things up. We’ll walk you through the real factors driving fit-out and construction costs in today’s market—especially in Toronto and across Canada. More importantly, we’ll share practical strategies you can use to manage costs, and still create an office space that works for your people and your business.
There’s no doubt the landscape has changed. Inflation, supply chain disruptions, labor shortages, and the evolving expectations for workplaces post-pandemic have all pushed construction costs higher. According to Cushman & Wakefield’s Office Fit Out Cost Guide 2025, overall construction costs across the Americas climbed an average of 4.5% year-over-year. And in Canada, we’re seeing similar trends.
But understanding where the money goes—and where you can make smart decisions—can help you deliver a high-quality office without breaking the bank.
2. What Makes Up the Cost of a Project
Office buildouts are complex, and the costs aren’t always obvious at first glance. But when you break it down, every project comes back to four key pieces: hard costs, FF&E (furniture, fixtures, and equipment), soft costs, and custom components. Let’s take a closer look at each one.
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These are the big-ticket items most people think about first—walls, floors, ceilings, and all the systems that make the space functional. We’re talking about materials like glass, steel, concrete, and lumber, plus the skilled labor it takes to install everything properly.
Labor alone often makes up 30% to 40% of your total construction budget. Why? Because you’re hiring highly trained professionals to handle complex systems like HVAC (heating, ventilation, and air conditioning), electrical, and plumbing. And in a city like Toronto—where unionized trades are the norm and the talent pool is tight—wages can be steep.
Materials are another major driver. Prices for essentials like steel and lumber have been high due to global supply chain issues, and inflation. Even with recent signs of stabilization, these core costs still make up a big chunk of any project budget.
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Once the walls are up and the systems are running, it’s time to furnish. FF&E covers everything from workstations and seating to conference room tables, lighting, and audiovisual systems.
FF&E plays a huge role in how your office looks and feels, and it often makes up a larger share of the budget than people expect. It’s not just about buying a few desks—it’s about furnishing an entire environment where people can collaborate, focus, and feel comfortable.
Commercial furniture carries a premium—not just because of product quality, but because of the level of service involved. You’re paying for the coordination of complex, highly configurable pieces, often in large quantities, tailored to fit a specific space. Logistics can be complicated, and that orchestration is a big part of what drives cost.
The choices you make here can have a big impact on cost. Whether you go for off-the-shelf solutions or higher-end pieces, every item adds up. And because these are often the most visible elements of your office, it’s easy to want to splurge.
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Soft costs are all the behind-the-scenes expenses that don’t show up as physical items in your office—but they’re essential to getting the job done. Think design services, engineering, project management, legal fees, and permits.
These aren’t small efforts. It’s often hundreds of hours of work from highly trained professionals—architects, project managers, and engineers across multiple disciplines. Electrical and mechanical engineers, in particular, play a critical role, and there’s extensive coordination required between all of them to ensure everything works together seamlessly.
Soft costs can account for 25% to 30% of your total budget, and they’re often underestimated. Permitting, in particular, can drag out timelines—especially in major cities like Toronto, where approvals can take longer than you’d expect. And delays almost always mean extra costs, whether it’s extending leases on temporary space or carrying financing for longer.
3. Why Commercial Construction Costs are High
Commercial construction—especially in Toronto and across Canada—has gotten more expensive. And there are a few key factors at play. Let’s break them down.
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One of the biggest cost drivers right now is labor. Simply put, there aren’t enough skilled tradespeople to meet demand. In Ontario alone, over 80,000 retirements are expected in the construction sector by 2031, and new workers aren’t entering the field fast enough to fill the gap.
This shortage has made skilled labor more competitive—and more costly. Construction wages have climbed well above national averages, and with so few people available, trades can afford to pick and choose their projects. That often means the “margin job”—the one that pushes a trade to capacity—gets priced the highest. If you need work done on a tight timeline or outside regular hours, expect to pay even more.
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You might not think about it when signing a lease, but the class of building you’re in (Class A, B, or C) has a direct impact on construction costs. And in a city like Toronto, where many companies aim for top-tier space, this matters.
Class A buildings typically require higher-end finishes, more advanced systems, and stricter compliance with building standards. You’ll be using premium trades and materials, and the list of “must-haves” is longer—think high-spec HVAC systems, enhanced security, and sustainability requirements. All of this drives up the cost, but it also enhances the tenant experience with better amenities and performance. Class B and C spaces can be more flexible and affordable, but they may lack some of the features today’s tenants are looking for.
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Modern offices are driven by technology. Businesses now demand spaces that are secure, energy-efficient, and easy to manage—requiring the integration of advanced systems from the very beginning.
Automated HVAC controls, sophisticated access systems, and high-end audiovisual setups have become the norm. But these systems come at a cost. They’re often niche, monopolized solutions that are complex to program and implement. On top of that, there's increasing pressure to meet energy efficiency and sustainability standards, which usually calls for additional investment in smarter systems and specialized equipment.
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In Toronto and many parts of Canada, union labor is standard for commercial projects—especially in Class A buildings. While unionized trades bring expertise and quality assurance, they also come with higher labor costs and specific rules that can affect project timelines. It’s not unusual to encounter limitations on who can do what type of work and when, which can add layers of complexity (and cost) to the job.
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We get it—everyone wants their space to stand out. And there’s nothing wrong with adding a personal touch through customized features. But the more you customize, the higher the costs.
Take millwork, for example. Custom-built reception desks, feature walls, and cabinetry can look incredible, but they’re time-consuming to produce and install. On top of that, being ultra-specific about materials, colors, and finishes can lead to higher prices—especially when suppliers offer endless combinations. Some vendors even have trillions of product variations, and as you narrow in on unique options, you’ll often find yourself paying a premium.
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In dense urban areas like downtown Toronto, daytime construction can be limited by building access rules, noise bylaws, and restrictions on elevator use. That often pushes work into evening or overnight hours. While that helps keep tenants and neighbours happy, it can also lead to higher labor rates, reduced productivity, and added costs for things like lighting and security during off-hours.
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Here’s a reality check: commercial-grade finishes and equipment are much more expensive than what you’d find in a residential setting. And for good reason.
Commercial products are typically designed to last 10 to 15 years, even if most office leases only run 10 years (or less). They’re built to withstand heavy, daily use and meet strict safety and performance standards. But that durability and quality come at a premium.
Add to that the fact that designers often specify highly customized products to deliver a unique look or experience. When production runs are small, unit costs go up—which is another reason why customization can quickly drive prices higher. (We’ll talk more about this later when we dive into customized components.)
4. Cost-Saving Strategies & Best Practices
When you look at all these factors together—labor, materials, building requirements, technology, and workplace expectations—it’s no surprise commercial construction costs are where they are today. But the more you understand these drivers, the more equipped you’ll be to navigate them and make informed decisions for your project, there are also smart ways to manage costs without cutting corners.
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It all starts with a well-planned budget. That might sound obvious, but it’s surprising how often projects run into trouble because the budget wasn’t realistic—or didn’t account for the unexpected.
When budgets are accurate from the start and takeoffs are done early, two things happen:
(i) Designers are held accountable to design within budget, rather than designing first and trying to reconcile costs later.
(ii) Project managers are given clear, detailed targets they’re responsible for—and must be able to explain and defend.This kind of transparency gives you, the owner, real leverage.
We recommend building in a contingency of 10–15% of your total project costs. Why? Because things come up. Permitting delays, design changes, material shortages—you name it. A cushion helps you handle the unexpected without throwing the whole project off course.
It also pays to get clear on scope early. The more detailed your plans are upfront, the easier it is to get accurate pricing and avoid costly changes down the line. And when you start with transparent pricing, you’re in a much stronger position to stay in control of your budget.
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One of the most effective ways to simplify things—and save money—is by using a design-build model. Instead of hiring separate architects, engineers, contractors, and project managers (who often have competing priorities), you bring it all under one roof. That’s one team, one contract, and one point of accountability.
At Clearspace, we’ve seen how design-build can streamline decision-making and eliminate the miscommunication that often happens between multiple vendors. With everyone working together from day one, you can identify potential issues early, keep schedules tight, and avoid those moments that lead to costly delays.
This approach not only accelerates timelines but also gives you better transparency into how your money is being spent. It’s a more agile process that empowers you to make smart choices without compromising quality.
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Custom design can make your space stand out—but it doesn’t have to take over the whole project (or your budget). A good strategy is to invest in custom features where they’ll have the biggest impact, like your reception area or main collaboration spaces. These are the places where visitors and employees alike get a sense of your brand and culture.
For everything else? High-quality, standardized solutions can do the job just fine. By finding the right balance, you get a workspace that feels unique and thoughtfully designed—without overspending on things that don’t need to be bespoke.
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Tenant Improvement (TI) allowances can be a game-changer—if you know how to use them. Across Canada, landlords are offering bigger TI packages (some markets have seen increases of up to 20% year-over-year, according to Cushman & Wakefield) to attract and keep tenants. That’s money you can put toward construction costs, furniture, and more.
But it’s not just about the cash. Smart lease negotiation can ensure the landlord covers base building upgrades that could otherwise sneak into your budget—things like DDC (direct digital control) system upgrades, blinds, common area corridors, and washrooms. The more you clarify who’s paying for what, the fewer surprises you’ll have down the line.
5. Conclusion & Key Takeaways
At the end of the day, understanding why office construction and fit-out costs are high puts you in a better position to manage them. This isn’t just about cutting costs—it’s about making informed decisions that deliver real value for your organization. Yes, the numbers can be daunting. But with the right strategies, there are plenty of opportunities to get more out of your budget. Whether it’s negotiating better TI packages, choosing a design-build approach, or being strategic about customization, you can create a space that meets your needs (and your people’s expectations) without blowing the budget.
Proactively leverage tenant improvement (TI) packages to reduce out-of-pocket expenses.
Consider modular and flexible design solutions to maximize adaptability and future-proof your space.
Be selective about customization—save it for high-impact areas that reinforce your brand.
Use a design-build approach to streamline delivery, reduce risk, and increase transparency.
Looking ahead, tackling labor shortages and ongoing supply chain challenges will be key to keeping costs in check. As the industry evolves, solutions like increased workforce participation, better policy frameworks, and innovative construction practices will be essential to maintaining the viability of ambitious office projects in Canada.a
