If you are fitting out a unit in a managed retail destination — a shopping centre, a mixed-use development, or a premium high street — you will need landlord approval before a single tool is picked up. For many tenants, this is the most stressful and confusing part of the entire fit-out process.
It does not have to be. Here is what you need to know.
Why Landlords Require Approval
Premium retail landlords — Westfield, British Land, Crown Estate, Savills, CBRE — have a legitimate interest in the quality and safety of works carried out within their properties. A poorly executed fit-out can damage the building fabric, create safety risks, and affect the overall quality of the environment that neighbouring tenants depend on.
The approval process exists to protect everyone — including you.
What the Approval Process Typically Involves
While every landlord has their own process, the typical approval submission includes:
- Detailed design drawings (floor plan, elevations, sections, reflected ceiling plan)
- Material and finish specifications
- Method statement for the works
- Evidence of contractor insurance (public liability, employer’s liability)
- Health and safety documentation
- Electrical and mechanical drawings where applicable
- Structural calculations if any structural work is proposed
Some landlords — particularly URW (Westfield) — also require contractors to be on an approved list. OLLYWOOD is an approved contractor at multiple major retail destinations across the UK.
Common Reasons for Rejection
Landlord submissions are rejected most commonly because:
- Drawings are incomplete or not to the required scale
- Proposed materials do not meet the landlord’s specification guidelines
- The contractor is not on the approved list
- Insurance certificates are out of date or below the required level
- The design conflicts with the building’s structural or services layout
A good shopfitter will have navigated this process many times and will know what each specific landlord requires. This experience is genuinely valuable — a first-time submission that gets rejected adds weeks to your timeline.
How to Speed Up the Process
Submit early. Most landlords take 4–6 weeks to approve a submission. Some take longer. Build this into your project timeline from day one.
Submit complete. An incomplete submission will be rejected immediately. Every document on the required list needs to be included and correct.
Use an experienced contractor. A contractor who has worked with the specific landlord before will know exactly what is required and how to present it.
OLLYWOOD has extensive experience with landlord submissions across Westfield, British Land, Crown Estate, and other major UK retail landlords. If you need help navigating the approval process, get in touch.
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OLLYWOOD designs, manufactures and installs commercial spaces across the UK. Tell us about your project and we will come back with a clear plan and an honest quote.