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Choosing the right office size is an important financial and operational decision for growing businesses. Too little space can affect employee productivity, while excessive space increases rent, maintenance costs and other overheads.
So, how much office space do you need for 40 people? Generally, a business accommodating 40 employees simultaneously should consider approximately 4,300 square feet (400 square metres) as a starting point. The British Council for Offices (BCO) recommends 10 square metres per person as its general workspace design standard.
However, the ideal size depends on working arrangements, meeting rooms, office layout and future expansion plans.
How Many Square Feet of Office Space Do 40 Employees Need?
Office requirements vary according to the workplace’s design and daily occupancy. Businesses with permanent workstations generally require more space than organisations operating shared-desk arrangements.
The following calculations provide practical planning estimates.
| Office arrangement | Space per workstation | Total space |
| Compact office | 8 m² | 3,444 sq ft |
| Standard office | 10 m² | 4,306 sq ft |
| Spacious office | 12 m² | 5,167 sq ft |
| Hybrid office with 30 workstations | 10 m² | 3,229 sq ft |
These are indicative planning figures, not legal minimums. The BCO treats 8 m² per person as an exceptional high-density design case.
For most businesses expecting all 40 employees to attend regularly, approximately 4,300 square feet provides a useful initial target.
A company requiring additional private offices, conference facilities or specialised equipment may need considerably more.
What Are the UK Legal Requirements for Office Space?
UK employers must provide sufficient working space under the Workplace (Health, Safety and Welfare) Regulations 1992.
The Health and Safety Executive explains that workrooms should generally provide at least 11 cubic metres of space per person, subject to specified exceptions.
This is a room-volume guideline, not an 11-square-metre floor-area requirement. Furniture, equipment, safe movement and accessibility must also be considered.
For 40 people, the corresponding minimum room volume would generally be 440 cubic metres. This should not be treated as an appropriate target for a fully functioning office.
How Should Businesses Divide Office Space for 40 People?
A productive office requires more than desks. Meeting facilities, collaborative environments, comfortable break areas and circulation space must be incorporated into the design.
For a hypothetical 400-square-metre office, a possible allocation would be:
| Office area | Suggested allocation |
| Employee workstations | 220 m² |
| Meeting and conference rooms | 80 m² |
| Kitchen and breakout areas | 40 m² |
| Reception, storage and circulation | 60 m² |
| Total | 400 m² |
These allocations are illustrative. A workplace designer should establish whether they accommodate the required number of desks, accessible routes and building services.
Businesses should also consider the benefits of appropriate office lighting, acoustic privacy and ergonomic workstations.
Samantha McClary, Chief Executive of the British Council for Offices, highlighted the importance of collaborative workplaces in a published statement:
“Our workplaces have a unique ability to bring people together, to enable innovation and collaboration.”
Her comments underline why office planning should focus on business performance rather than simply maximising desk numbers.
Can Hybrid Working Reduce Office Space Requirements?
Hybrid working can significantly change the amount of office space required for a 40-person company.
For example, if only 30 employees are expected on the busiest day, a shared-workstation arrangement could reduce the indicative requirement to approximately 3,230 square feet.
However, this depends on actual attendance patterns. Businesses should not automatically reduce their office footprint by 25% simply because employees work remotely part of the week.
Many London businesses are adapting office spaces to support hybrid working by introducing flexible layouts, shared desks and collaborative areas.
These changes can help organisations make better use of available space while accommodating employees who divide their working week between home and the office.
Ben Willmott, Head of Public Policy at the Chartered Institute of Personnel and Development (CIPD), previously emphasised the importance of:
“finding the right balance between office and hybrid working”
Businesses should therefore measure peak attendance, meeting-room demand and employee preferences before committing to smaller premises.
How Much Does Office Space for 40 People Cost in London?
Office expenditure depends heavily on location, building quality, lease terms and the amount of space occupied.
Central London offices may involve substantially different costs from premises in outer boroughs.
Consider an illustrative example where a business leases 4,000 square feet at £50 per square foot annually.
| Expense calculation | Illustrative amount |
| Office area | 4,000 sq ft |
| Annual rent per sq ft | £50 |
| Annual base rent | £200,000 |
| Monthly equivalent | £16,667 |
This is a hypothetical calculation, not a verified current London rental quotation. Business rates, service charges, utilities, insurance and fit-out expenses would increase total occupancy costs.
An unnecessary additional 1,000 square feet at the same rental rate would add £50,000 annually before other costs.
Businesses considering ownership rather than leasing should also examine the financial implications of commercial real estate loans.
What Should Businesses Consider Before Choosing an Office?
The right decision requires balancing affordability, functionality and future business requirements.
Important considerations include:
- Employee attendance: Establish the maximum number of people likely to work simultaneously.
- Business growth: Consider recruitment plans and whether the premises can accommodate expansion.
- Meeting facilities: Provide suitable areas for confidential discussions and collaborative projects.
- Employee wellbeing: Ensure adequate lighting, ventilation, accessibility and comfortable workstations.
- Lease flexibility: Review break clauses, service charges and opportunities to expand or reduce space.
An effective office layout also contributes to finding balance in the modern workspace, where employee wellbeing, operational efficiency and collaboration are equally important.
Conclusion
For a company with 40 employees, approximately 4,300 square feet of office space represents a reasonable starting point when everyone requires a workstation.
Hybrid businesses may need less, while organisations with substantial meeting facilities or growth plans may require more.
The most effective approach is to assess peak occupancy, workplace design and total property costs before agreeing to a lease.
Ultimately, the right office is not necessarily the largest or cheapest available. It is the one that accommodates employees comfortably, supports collaboration and delivers long-term value for the business.
