Operating regulations template for office buildings

WHAT ARE OPERATING REGULATIONS?

Office operating regulations include rules and procedures to ensure stable and efficient operation. These regulations are developed and issued by the management agent with developers and apply to individuals and organisations within the building.

1. The purpose of establishing operating regulations

Regulations are established to ensure a safe and civilised living and working environment while protecting shared assets. They provide specific rules to help tenants and the management company collaborate in operating the building efficiently, avoiding potential issues, and ensuring legal compliance.

2. Key sections in operating regulations:

Building management regulations are typically categorised into key sections, including:

• General information and regulations.
• Building security regulations.
• Asset management regulations.
• Fire prevention and firefighting regulations.
• Regulations on repairing, installing, and replacing equipment and facilities in the office.
• Responsibilities of contractors and maintenance units.
• Responsibilities of visitors.
• Hygiene regulations.
• Shared service regulations.
• Additional regulations related to building operations.

KEY CONSIDERATIONS WHEN DEVELOPING OPERATIONAL REGULATIONS

• Ensure the professional competence of the person creating the regulations: Regulations should be created by operational management experts to ensure both scientific rigour and practical relevance.
• Legal compliance: The regulations must comply with the Law, ensuring fairness and transparency for all individuals and organisations, with clear terms outlining the rights and responsibilities of each party.
• Prioritise safety for people and property: The safety of individuals and property must be a top priority, with clear fire safety and security regulations. The code should also include specific provisions for protecting tenants' shared and private assets.
• Regularly update the regulations: Regulations should be regularly reviewed and updated based on actual operational conditions of the project. The developer and the management Board must inform tenants promptly and thoroughly if any changes are required. 

THE REFERENCE OF OFFICE OPERATING REGULATIONS TEMPLATE

1. General information and regulations:

• Working hours and notes for after-hours activities.
• Attitude and general awareness.
• Access to the building (postal address, main entrances, reception desk, access control systems, delivery and transport routes, loading and unloading goods, mail delivery methods, etc.).
• Additional services requested by tenants.

2. Building security regulations: 

• Regulations on the management of communal and personal property of tenants.
• General regulations on maintaining order and security within the building.
• Procedure for handling security incidents.
• Regulations for preventing illegal activities.
• Regulations on business and commercial activities within the building.

3. Asset management regulations: 

• Regulations on the storage of personal belongings and compliance with parking space guidelines.
• Regulations on using the building's facilities and equipment (switching off equipment when not in use, using equipment for its intended purpose to avoid wastage).
• Regulations on items prohibited from being brought into the building (including hazardous, flammable, explosive materials, etc.).
• Regulations on using elevators (not passenger lifts for transporting goods).

4. Fire prevention and firefighting regulations:

• Requirements for participation in training sessions organised by the management company.
• Regulations on monitoring and maintaining fire alarm systems, firefighting equipment, and emergency exits.
• Procedures for fire reporting, firefighting, and evacuation.

5. Regulations on repairs, installations, and replacements of equipment and facilities within the office:

• The use of equipment and facilities for their intended purpose, ensuring no damage or loss to office properties.
• Tenants have the right to repair, replace, or install equipment if malfunctioning, provided it does not affect the equipment or facilities of other tenants.
• Permission is required if the tenant wishes to alter any parts that affect the building's structure or standard technical systems

6. Regulations for contractors and maintenance units: 

• Present identification and registration when entering the building.
• Comply with the building management regulations.
• Do not move to areas outside your assigned zone or responsibilities.
• Activities impacting the surrounding environment (such as noisy actions) must be conducted outside business hours.
• Activities such as cutting stone, metal, or steel must be conducted outside the building and only brought inside once completed.

7. Responsibilities of visitors:

• Present identification and registration when entering the building.
• Comply with the building management regulations.
• Do not move to areas outside your assigned zone or responsibilities.

8. Hygiene regulations:

• Regulations on maintaining cleanliness in common areas (including the lobby, parking areas, hallways, etc.).
• Regulations on maintaining cleanliness within office spaces.
• Regulations of waste collection and disposal.

9. Regulations on using shared services:

• Regulations on using elevators, hallways, waiting areas, and other shared services.
• Regulations for proper use and maintenance of the building’s shared facilities.
• Do not cause damage or pollute common areas or tamper with electrical wiring or plumbing.

10. Other Regulations:

• Regulations on building repairs and maintenance for offices and management units.
• Regulations on the use of Wi-Fi and internet.
• Regulations on the building's parking facilities.

Operating regulations ensure security, safety, and operational efficiency while promoting transparency and fairness between developers, Management companies, and tenants. This enhances service quality and the overall building environment.

Savills is the leading property management company in Viet Nam, providing consulting and property management services with a team of experts and operating procedures that conform to international and Vietnamese operating standards and regulations. With various consultancy packages throughout the project lifecycle, we support developers in attracting potential clients, optimising costs, saving resources and saving costs, and enhancing the reputation and long-term competitiveness of the developer in the market.

Learn more about our Consultancy and Property Management services. 

Read more: 

• All You Need to Know About Property Management
• How To Deliver Helpful Property Management Services