Do these 3 things before closing this tab:
1Fix the driver behind crashes, sound loss and screen glitches2Repair Windows errors before they cause bigger problems3Scan for outdated or missing drivers - takes under a minuteBefore signing, obtain the complete agreement for your exact location and plan, then verify six things in writing: what access you actually receive, the total cost, renewal and cancellation rules, address and mail permissions, operational rules, and remedies when service changes. A coworking membership can incorporate documents you have not seen, and “monthly” access may still depend on bookings, availability, business hours or extra fees.
1. Get the complete contract package first
Do not rely on a tour, sales email or webpage summary. Ask for the exact membership agreement for the selected site and plan, plus every document it incorporates. Keep a dated copy of everything you receive and the version you sign.
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Documents to request
- The membership agreement, including its start date, term and plan name.
- House rules and site-specific building policies.
- The complete fee schedule, including taxes and usage rates.
- Privacy, Wi-Fi and network-use policies.
- App, booking and account terms.
- Conditions for partner or affiliated locations, if your plan includes them.
Check which document controls if two provisions conflict. Also look for a clause allowing the operator to change policies or prices without your signature, and note how notice is delivered. WeWork On Demand’s terms, for example, incorporate several policies and premises-specific rules; its help guidance also notes that general terms may differ from the terms a member signed. That is why the signed package, not a current marketing page, is your reference.
2. Define exactly what “access” means
Identify the product you are buying
Write down whether the membership is access-only, a hot desk, a dedicated desk or a private office. Confirm who is authorized to use it: one named person, a team, substitutes or a stated number of members. A low monthly price can represent occasional access rather than a workstation available whenever you arrive.
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Confirm locations, hours and availability
List the specific sites included, including any restrictions on partner locations. Check operating hours, holiday schedules and whether access credentials work outside staffed hours. Regus/IWG global terms describe access to participating centres during standard business hours and subject to availability; that wording is an example of why “access to a network” is not the same as guaranteed entry to every site at any time.
Understand booking mechanics
Ask whether you must reserve a desk or room, how far ahead you can book, how long a reservation lasts, and what happens when demand exceeds capacity. WeWork On Demand describes booking a particular date and time through its app and allows additional terms at third-party partner locations. Confirm cancellation deadlines, no-show consequences, daily or monthly booking caps and whether a booking can be extended.
Separate included amenities from chargeable use
Have the contract identify what is included for meeting rooms, phone booths, printing, lockers, storage, internet, kitchen facilities and mail handling. Ask whether meeting-room time is a fixed allowance, a credit that expires, or simply an option to book at a separate rate. Clarify whether unused days or credits roll over and whether guests consume your allowance.
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Confirm the number of authorized members, guest limits, guest registration requirements, permitted hours and any guest fee. Ask whether a guest may work independently, attend only a meeting, or enter only with the member. If several employees will share one plan, obtain the substitution and identity-verification rules in writing.
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3. Calculate the full cost, not just the advertised monthly fee
Create a 12-month cost estimate using the contract’s figures. Separate recurring charges from one-time or usage-based amounts, and ask which taxes apply in your location.
| Cost category | What to verify before signing |
|---|---|
| Membership charge | Billing frequency, billing date, currency, included services and whether the quoted amount is promotional or recurring. |
| Deposit and setup items | Security deposit, joining or setup charge, access-card fee, key deposit and the conditions and timing for refunds. |
| Taxes | Sales, value-added or local taxes, and whether they are included in the displayed price. |
| Usage fees | Meeting rooms, printing, lockers, storage, mail, extra days, premium locations and other overages. |
| People and visitors | Additional-member charges, guest fees, replacement credentials and event or reception charges. |
| Payment failures | Late fees, interest, administrative charges, suspension of access and the time allowed to cure a missed payment. |
| Future price changes | Renewal pricing, indexation formula, notice period and any right to reject a change by ending the membership. |
Regus/IWG conditions state that excess use may incur an additional fee. Treat that as a warning to locate the overage schedule in your own agreement, not as a universal rate. Ontario government consumer guidance says a contract should clearly show the charges agreed with the business, but that guidance is specific to Ontario and may not govern a business membership elsewhere.
Ask for examples using your expected behavior: two meeting-room bookings per month, ten printed pages, one guest each week and one extra access day. The operator should be able to show where each amount appears in the contract or fee schedule.
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4. Understand the term, renewal and cancellation path
Capture the dates and notice window
Record the start date, initial commitment, end date and automatic-renewal period. Then identify the cancellation deadline by counting backward from the renewal date. A clause requiring notice 30, 60 or 90 days before renewal can make a “monthly” membership continue for another term if you miss the deadline.
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Use the required delivery method
Check whether cancellation must be submitted through an app, account portal, email address, physical address or a specified form. Save proof of delivery and any confirmation. A conversation with front-desk staff may not satisfy the contract’s notice clause.
Price the cost of leaving early
Ask whether early termination means paying the remaining monthly charges, a stated exit fee, or only charges through the notice period. Confirm what happens to prepaid fees, unused credits, access deposits and equipment. Also ask whether the operator may terminate you for nonpayment or rule violations and whether you receive a cure period.
Do not assume a cooling-off right
Some jurisdictions give consumers a cancellation period for particular contracts, while others do not. Ontario’s official guidance explains that where a cooling-off period applies, the contract should explain how to cancel within it; it does not establish that every coworking membership has such a period, especially when the customer is a business. Check the law that applies to your transaction, and obtain local legal advice for a substantial commitment or an unclear termination clause.
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5. Verify business-address and mail permissions separately
Desk access does not automatically grant permission to use the location as your business address, registered office or mail-receiving address. Ask the operator to identify the exact address service included in your plan and to state permitted uses in writing.
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Questions to put in the agreement
- May you publish the address on your website, invoices and government filings?
- Can it serve as a registered office or statutory service address in your jurisdiction?
- Is written consent, identity verification or proof of business activity required?
- What mail and parcel types are accepted, how long are they held, and who may collect them?
- Are scanning, forwarding, storage or oversized-parcel fees charged?
- What address-change steps and deadline apply after termination?
Regus conditions registered-office use on applicable law, written consent and an additional fee. The Social Hub’s Netherlands coworking terms make business-address use dependent on whether that service is included in the selected plan. These examples show why address rights must be checked for the specific location and country rather than inferred from the presence of a physical desk.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.6. Read the rules that control daily operations and risk
Conduct, property and credentials
Review rules on guests, noise, food, photography, events, alcohol, harassment, smoking, children, pets and storing property overnight. Check your obligations for damage, lost access cards and items left in common areas. Find out whether the operator may enter a private office, move your belongings or inspect equipment, and under what notice.
Internet, privacy and security
Read the network-use and privacy policies before connecting business devices. Look for restrictions on servers, automated traffic, file sharing, prohibited content and monitoring. Confirm whether the operator promises any security standard, maintains backups, or disclaims responsibility for network interruption or data loss. Use your own device encryption, multifactor authentication and a business-appropriate secure connection where the contract does not provide guarantees.
Liability, insurance and indemnity
Identify liability caps, exclusions for lost profits or data, indemnity obligations and insurance requirements. Check whether you must insure equipment and business activities, and whether the operator’s insurance covers only the building or common areas. A broad indemnity can shift costs to you even when the immediate problem occurs on site.
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Suspension and termination for rule breaches
Find the events that permit immediate suspension: late payment, credential sharing, prohibited conduct, alleged security misuse or building orders. Note whether you receive notice, an opportunity to cure and a refund when access is suspended. Keep a copy of the current rules because incorporated policies may be updated under the agreement.
7. Ask what happens when the space or service changes
Before committing, ask for the written remedy if the location closes, loses building access, undergoes repairs, relocates, removes an amenity or suffers a prolonged internet outage. Possible outcomes might include access to another site, a fee credit, a replacement desk or a termination right, but the cited operator terms demonstrate that there is no single industry remedy. Do not rely on a verbal assurance; identify the clause and its trigger, duration and notice procedure.
Also check whether the operator can change the floor layout, reduce common areas, move your dedicated desk or substitute a partner location. If continuity is essential to your business, negotiate a specific service-level or exit provision rather than assuming ordinary disruption language protects you.
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When evaluating two or more offers, place the signed or quoted terms side by side using the same fields. The cheapest headline fee may be more expensive once access limits, room use and exit costs are included.
| Comparison axis | Record for each membership |
|---|---|
| Access | Guaranteed or bookable; included sites; hours; availability limits; booking and cancellation rules. |
| People and amenities | Authorized members, substitutes, guests, meeting-room allowance, storage, printing and phone facilities. |
| Total cost | Recurring fee, deposits, taxes, setup charges, usage rates, overages, late fees and renewal changes. |
| Commitment and exit | Initial term, renewal period, notice deadline, accepted notice method, early-exit cost and refund treatment. |
| Address and mail | Permitted business uses, registered-office eligibility, consent requirements, handling limits and post-exit duties. |
| Risk and remedies | Rules, privacy terms, liability, insurance, suspension rights and relief for closure or service disruption. |
9. A practical signing-day sequence
- Request the complete document package for the exact site and plan.
- Mark every incorporated policy, fee schedule and update clause.
- Write down who may enter, where, when and under what booking limits.
- Calculate a realistic annual total with expected room, guest, printing and overage use.
- Calendar the renewal date and the cancellation-notice deadline.
- Confirm address, registered-office and mail rights independently from desk access.
- Read conduct, network, privacy, liability, insurance and suspension provisions.
- Get written answers to closure, relocation, outage and amenity-removal scenarios.
- Save the signed agreement, policies, receipts and cancellation evidence in one place.
- For a long commitment, significant deposit or ambiguous liability clause, ask a lawyer familiar with the governing local law to review it.
Bottom line
Sign only when the written package answers six practical questions: where and when you can work, who can use the membership, what every month and extra service costs, how renewal and cancellation operate, whether you may use the address and mail services you need, and what protection you have if rules or availability change. If a salesperson’s promise is not reflected in the agreement or an incorporated policy, treat it as unresolved before paying.
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