Tenant Improvements from Start to Finish — A Guide by Division 9 Development

At Division 9 Development, our mission is to make tenant improvements — often called commercial build-outs — smooth, predictable, and high-quality from day one. This guide walks you, our future client, through every phase of the process: from conceptual ideas to handing over your key and stepping into your newly improved space.

1. Initial Concept & Design Thinking

Every successful tenant improvement begins with a vision. Before measurements, permits, or demolition, we start by listening to you — your business needs, flow of operations, aesthetic goals, budget, and schedule.

• Understanding your business: What type of work happens in the space? Do you need private offices, open workstations, conference rooms, retail display areas, customer traffic flow, ADA compliance, or specific mechanical needs (HVAC, plumbing, electrical)?

• Goals & Priorities: Is your priority maximizing cubic-foot efficiency? Creating a flexible layout? Reflecting brand identity? Enhancing employee comfort? Minimizing disruption?

• Preliminary planning: Based on our conversation, we sketch out potential layouts — space planning diagrams, rough zones (e.g., waiting area, workstations, breakroom), and tentative circulation flow.

At this stage, nothing is set in stone — it’s about aligning visions. Once you approve the concept, we move to detailed planning.

2. Detailed Planning & Site Review

With a design concept in hand, we shift into planning mode and a physical review of the existing space:

Site Visit & Scan of Existing Conditions

Before we draft final plans, we visit your space to:

• Measure walls, ceiling heights, columns, windows, doors, mechanical/electrical access points — basically, every structural and infrastructural detail.

• Note any irregularities: sloping floors, uneven wall surfaces, clearance challenges, mechanical obstructions, sprinkler coverage, egress paths, etc.

• Take photographs and use laser-measuring tools (when necessary) to ensure accuracy.

This “scan” ensures that our design is 100% tailored to your actual, physical space — avoiding costly surprises or rework down the line.

Finalizing Design Plans

Using data from the site review and your feedback, we finalize:

• Floor plans (detailed layout of walls, doors, windows, circulation, work zones)

• Elevations (if refinishing walls, adding built-in cabinetry, or custom features)

• Reflected ceiling plans (for lighting, HVAC, sprinkler, and diffuser placement)

• Electrical & mechanical plans — location of outlets, switches, data ports, lighting, HVAC, fire-suppression components.

Once you sign off on these plans, the project moves into the selection and budgeting phase.

3. Selections & Sign-Off

A selection refers to your choices regarding finishes, fixtures, and materials — everything that influences how your space will look, feel, and function. Some common selections include:

• Flooring (e.g., carpet tiles, polished concrete, vinyl plank)

• Wall finishes (paint colors, wall panels, glass partitions)

• Ceiling tiles or finishes

• Lighting fixtures (LED panels, pendant lights, accent lighting)

• Doors and hardware (type, finish, locks, glass, ADA handles)

• Millwork and cabinetry (built-in desks, cabinets, reception desk)

• Bathroom/kitchen fixtures (sinks, faucets, countertops)

• HVAC diffusers, vent covers, thermostat types

• Fire-safety components (sprinkler heads, fire doors, exit signage)

At Division 9, we present you with a selection schedule — a document outlining every item needing a choice, with options, sample photos, specs, and pricing. You review, choose, and sign off.

Why is this important? Because once selections are locked in:

• Scheduling can be confirmed (ordering lead-times, delivery dates)

• Budget becomes firm (less guesswork)

• Longer-lead items (e.g., custom millwork) can be ordered — reducing delays once construction begins.

4. Budgeting & Scheduling

With design plans and selections finalized, we build a detailed project budget and construction schedule. This includes:

• Cost estimates for demolition, construction, finishes, permits, inspections, and contingency

• A breakdown of major phases and milestones (e.g., demolition → rough-in electrical/plumbing → drywall → finishes → final inspections)

• Delivery dates for materials (especially custom or long-lead items)

• A timeline for inspections and permit approvals

This schedule is shared with you, so you know: when work begins, when you can expect progress, and — most importantly — when you can expect to take occupancy.

5. Permitting & Approvals

Before swinging hammers, we submit plans and selections to the local jurisdiction (city or county) for permitting. This phase includes:

• Preparing required documentation (floor plans, site plans, mechanical/electrical/plumbing plans, fire-sprinkler drawings)

• Submitting applications and paying fees

• Responding to any review comments or required plan changes

• Acquiring approved permits

Permit approval is essential — not optional. Without it, work cannot legally proceed. Once permits are in hand, we schedule a construction start date.

6. Construction Begins: Milestones & Build Process

With permits secured and materials ordered, construction begins. Typical milestones include:

1. Demolition / Existing Conditions Prep — Removal of old walls, flooring, fixtures; cleaning, prepping for new work.

2. Rough-in Stage — Electrical, plumbing, HVAC, fire-sprinkler, data wiring — all installed before walls and ceilings are closed.

3. Framing & Insulation — New walls, partitions, framing for ceilings, rooms; insulation if needed for acoustics or energy compliance.

4. Drywall & Ceiling Installation — Walls and ceilings installed or refinished; initial coat of drywall; mudding, taping, sanding.

5. Finishes & Fixtures — Flooring, paint, millwork, cabinetry, light fixtures, doors/frames, hardware, bathroom/kitchen fixtures, trim work.

6. Final Mechanical/Electrical Hookups — HVAC diffusers, thermostats, light switch testing, receptacle testing, data ports, fire-systems activation.

7. Clean-up & Pre-Inspection Prep — Dust removal, floor cleaning, wiping surfaces, preparing for building inspection.

Throughout construction, we track progress against the schedule and budget, promptly notifying you of any changes, unforeseen conditions, or potential delays.

7. Final Inspections & Occupancy

Once construction and finishing are complete, we coordinate final inspections:

• Building & Electrical Inspection — To ensure structural, electrical, and safety compliance

• Mechanical & Plumbing Inspection — Confirm HVAC, plumbing, fire-suppression, and ventilation systems meet code

• Fire & Life-Safety Inspection (if applicable) — Fire alarms, sprinkler systems, exit signage, doors, egress paths

Once your space passes all inspections, the jurisdiction issues a Certificate of Occupancy (or equivalent permit). At that moment — legally and practically — your space is ready for occupancy.

8. Punch List & Project Close-Out

No project is truly done until every detail is addressed. We walk through your space with you to create a punch list — a list of minor items to correct or finalize, such as:

• Paint touch-ups or nail pops on drywall

• Scratches or scuffs on flooring

• Misaligned or sticking doors / hardware

• Light fixtures that need adjustment

• HVAC vents that need balancing

• Minor plumbing drips or sealing

We take care of every item on the punch list swiftly. Once all corrective work is finished, we do a final walk-through — you sign off, and we prepare final documentation (as-built drawings, warranty info for finishes/fixtures, maintenance recommendations).

9. Turnover & Handover to You

With certificates, inspections, punch list completed, and documentation in hand, we formally turn over the project. That means:

• You receive the keys and final space walk-through

• We provide any warranties, guarantees, maintenance schedules, and contact information for any post-occupancy issues

• We make sure you have everything you need to move your business in — with confidence

Our goal at Division 9 Development is that your brand-new or newly improved tenant space feels intentional, fully functional, and aligned with your business needs.

Why This Structured Approach Matters

• Clarity & Transparency: By following a documented process, you always know what’s happening and what’s next.

• Avoiding Surprises: Thorough site scanning, planning, and selections eliminate costly mid-project design changes or budget overruns.

• Efficiency & Time Savings: With selections ordered early and inspections scheduled proactively, delays are minimized.

• Quality & Compliance: Every phase — from rough-in to final finishes — meets building codes, safety standards, and your design vision.

This process ensures your project is completed on time, within budget, to your satisfaction — because we build around your actual space, your business needs, and your vision.

Ready to Begin?

If you’re considering a tenant improvement project and want to ensure it’s handled with professionalism, transparency, and a commitment to quality — reach out to Division 9 Development. We’d love to sit down, hear your vision, and tailored to your space and brand.

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