(England & Wales)
Create your hot desk licence with access terms, facility rules, payment schedules, liability provisions, and termination clauses.
Professionally drafted — structured following UK property law to avoid accidental tenancy creation for England and Wales.
Download a professionally drafted hot desk licence agreement template for UK coworking spaces, serviced offices, and shared workspace providers. Also known as a hot desking agreement, desk sharing licence, or flexible workspace licence. Covers access terms, facility usage rules, payment schedules, Wi-Fi and amenity access, liability provisions, insurance requirements, health and safety obligations, data protection, termination and notice periods, and house rules. Structured as a licence rather than a tenancy to avoid creating a protected tenancy under UK property law for England and Wales.
Whether you prefer step-by-step guidance or a traditional form, both methods produce the identical professionally-formatted hot desk license agreement. Choose the style that suits you.
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Essential for coworking spaces, serviced offices, and businesses offering flexible workspace arrangements.
Protect your workspace business with clear licence terms that avoid tenancy creation
Properly structured license agreements avoid accidentally creating tenancy rights, which would require formal eviction procedures to remove users.
Clear payment terms, late fees, and termination rights protect your revenue stream and provide recourse for non-payment.
Define responsibility for equipment, personal belongings, and facility damage. Clear terms help avoid disputes and protect both parties.
A hot desk licence — also known as a desk sharing agreement or flexible workspace licence — is a licence agreement that grants access to shared workspace facilities without creating a tenancy, protecting landlords from accidental tenant rights under UK property law.
A hot desk license agreement is a contract that grants permission to use workspace on a flexible, non-exclusive basis without creating a tenancy. Unlike a lease which creates property rights, a license is personal permission that can be revoked, making it ideal for coworking and flexible office arrangements.
A proper license agreement protects workspace providers while giving users clear terms.
Without a properly drafted licence agreement, shared workspace providers risk accidentally creating a tenancy — giving users security of tenure, statutory protections, and potentially the right to remain in occupation beyond the agreed term.
Written agreements with clear licence language help avoid these problems.
This hot desk licence template covers access hours, desk allocation rules, Wi-Fi and amenity usage, payment terms, deposit provisions, liability and insurance, health and safety compliance, data protection, termination provisions, and workspace house rules.
Related documents: Workspace providers typically also need Commercial Property License, Terms & Conditions, and Privacy Policy.
Common mistakes include using tenancy agreement language that inadvertently creates a protected tenancy, failing to specify access hours clearly, omitting health and safety obligations, and not addressing liability for personal belongings.
Our template addresses all these issues with comprehensive, properly structured provisions.
A license grants personal, revocable permission to use space without creating property rights or tenancy. A lease creates a property interest with stronger legal protections for the tenant, including eviction notice requirements.
This agreement is structured as a licence, which is appropriate for flexible hot desking arrangements and helps prevent unintended tenancy rights.
This agreement is carefully structured as a personal revocable licence to help prevent users from claiming tenancy rights.
Key factors include: non-exclusive use (no assigned desk), clear licence language, flexible arrangements, and provider control over the space.
However, if you grant exclusive possession of specific space, tenancy rights might arise regardless of what the document says.
Our agreement includes clear provisions for payment obligations, late payment consequences, and damage responsibility.
It establishes the right to suspend access for non-payment and terminate the licence for continued default.
Damage liability is addressed with clear responsibility terms, protecting the provider's interests.
Yes. When completed and signed correctly by both parties, this creates a legally recognised licence agreement under UK law.
Our template is structured following UK property law and contract principles.
Hot desk licenses are widely used across the UK for flexible workspace arrangements.
For standard hot desk arrangements, professionally-drafted templates are usually sufficient. Our template is based on UK property law and includes all essential clauses.
Consider solicitor review if: multiple locations, unusual facility arrangements, high-value equipment provision, or complex membership structures.
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