You’ve decided to hire a tenant rep. Now you need to pick one.
The difference between a good rep and a mediocre one is $10,000–50,000+ in lease terms. This guide gives you 7 key questions to ask before hiring.
Tenant Rep vs. Landlord’s Agent: Whose Side Are They On?
The 7 Questions to Ask Any Potential Tenant Rep
1. “How long have you been representing tenants in this market, and what’s your track record?”
What you’re evaluating: Experience + success rate
Good answer:
- “I’ve been a tenant rep for 8+ years in Phoenix”
- “I represent 15–20 tenants per year on average”
- “My clients typically save 5–10% on rent + secure valuable TI allowances”
- They cite specific examples or willing to provide references
Red flag answers:
- “I just started” (no track record)
- “I represent both tenants and landlords equally” (conflict of interest)
- Vague generalizations (“I help people find office space”)
- No specific metrics or results
Why it matters: A rep with 8 years experience knows every landlord, market comp, and negotiation tactic. A rep with 1 year is learning on your dime.
2. “Do you represent tenants exclusively, or do you also represent landlords?”
What you’re evaluating: Conflict of interest
Good answer:
- “I represent tenants exclusively in this market”
- “My commission comes from the landlord side, but I represent your interests only”
- No landlord clients
Red flag answers:
- “I represent both sides” (conflict of interest)
- “I work with landlords when needed” (you won’t be priority)
- Hesitation or evasion
Why it matters: A tenant-exclusive rep has aligned incentives with you. A hybrid rep’s loyalty is divided.
3. “Can you show me examples of leases you’ve negotiated and the terms you secured?”
What you’re evaluating: Quality of past results
Good answer:
- They provide 3–5 reference clients (with permission) or examples:
- “Client A got $15/sq ft TI at $1.48/sf (market was $1.55)”
- “Client B secured 1 month free rent + expansion rights”
- “Client C locked in renewal rates for 2 additional years”
- Terms are demonstrably better than market
Red flag answers:
- They can’t or won’t share examples (“That’s confidential”)
- Examples are generic or marginal improvements
- No clear TI or favorable terms in past deals
Why it matters: Past performance predicts future results. A rep who consistently negotiates well will negotiate well for you.
4. “What’s your process for finding spaces? How do you know what’s available?”
What you’re evaluating: Market knowledge + research capability
Good answer:
- “I have relationships with every major landlord and broker in the valley”
- “I check the MLS daily, but also contact landlords directly for off-market opportunities”
- “I proactively know what’s coming on the market before public listing”
- “For your situation, I’d identify 5–8 candidates in the first 2 weeks”
Red flag answers:
- “I check the MLS like everyone else” (no advantage)
- “Whatever is listed online” (reactive, not proactive)
- No mention of landlord relationships
- Vague process
Why it matters: The best spaces often aren’t publicly listed. A rep with landlord relationships finds those first.
5. “How will you handle negotiation on my behalf? When would we meet vs. handle things via agent communication?”
What you’re evaluating: Work style + communication preferences
Good answer:
- “I’ll meet with you upfront to understand your priorities”
- “I’ll handle most landlord communication directly”
- “For major milestones (competing offers, final terms), we’ll discuss together”
- “You’re always the final decision-maker on lease signing”
Red flag answers:
- “You’ll attend all negotiations” (wastes your time)
- “You don’t need to be involved much” (poor communication)
- No structured process
Why it matters: You need a partner who communicates proactively and keeps you informed without bogging you down in minutiae.
6. “What’s your fee structure, and how does it work if we don’t close a deal?”
What you’re evaluating: Transparency + alignment
Good answer:
- “My commission comes from the landlord at standard market rates (2.5–3%)”
- “You pay nothing directly”
- “If we don’t find a suitable space or don’t close a deal, I don’t get paid”
- “My incentive is to find you a great space and close the deal”
Red flag answers:
- Asking you to pay them directly (unusual; you should push back)
- Vague fee structure
- Commission if deal doesn’t close (misaligned incentive)
Why it matters: A contingency-based rep is incentivized to work hard for you. A fixed-fee or hourly rep might lose motivation if things get difficult.
7. “Can you provide references from recent clients I can contact?”
What you’re evaluating: Actual client satisfaction
Good answer:
- 2–3 references willing to discuss their experience
- References report that rep:
- Understood their needs
- Found great spaces
- Negotiated hard
- Communicated well
- Delivered results
Red flag answers:
- “I can’t give references” (why not?)
- References seem scripted or coached
- References had mediocre experiences
Why it matters: You need validation from people who’ve actually worked with this rep. They’re your best source of truth.
Red Flags: When NOT to Hire a Tenant Rep
🚫 They want to represent both you and the landlord
🚫 They ask you for payment upfront
🚫 They can’t articulate their negotiation strategy
🚫 They have no tenant rep experience; they dabble in it
🚫 They won’t provide references
🚫 They push you toward spaces they benefit from (landlord relationships that pay them more)
🚫 They’re evasive about market data or competing options
🚫 They seem more interested in closing a deal quickly than finding the right fit for you
The Selection Process: Step-by-Step
Week 1: Identify Candidates
Find potential reps:
- Ask your network (other business owners, your accountant, broker friends)
- Search “tenant rep Phoenix” and review brokers’ profiles on CBRE, JLL, Cushman & Wakefield sites
- Identify 3–5 candidates with at least 5+ years tenant rep experience
Week 2: Initial Calls
30-minute phone call with each candidate:
- Introduce your situation (space size, timeline, preferences)
- Ask questions #1–3 above
- Gauge fit: Do they listen? Are they interested in your business?
Narrow to top 2–3 reps based on initial call.
Week 3: In-Person Meeting
Deeper 1-hour meeting:
- Ask questions #4–7
- Discuss your specific situation: timeline, budget, preferences, growth plans
- Assess: Do they understand your business? Are they confident they can help?
- Request references
Week 4: Reference Calls
Contact 2–3 references:
- Ask: “How was your experience? Would you use them again?”
- Listen for: satisfaction, clear results, communication quality
Week 5: Decision
Make your choice:
- Pick the rep with the best experience + cultural fit + references
- Sign engagement letter (usually simple, non-binding before lease signs)
- Begin space search
Red Flags During the Process
If a rep shows these during initial interactions, find someone else:
- Pushes you toward a specific space (they might benefit from that landlord relationship)
- Doesn’t ask detailed questions about your needs
- Seems more interested in speed than fit
- Doesn’t respect your timeline or concerns
- Can’t clearly explain their negotiation approach
Questions Your Rep Should Ask You
A good tenant rep will dig deep with questions like:
- “What does success look like for you in 3 years?”
- “How important is growth flexibility in your lease?”
- “What are your non-negotiables? Your nice-to-haves?”
- “What’s your timeline pressure? Are you flexible?”
- “What’s your building culture? What vibe matters to your team?”
- “Have you had bad experiences with landlords or buildings before?”
- “What’s your realistic budget range?”
If your rep asks these, they’re thorough and invested in finding the right fit, not just any deal.
After You Choose: The First Meeting
Once you’ve hired a rep, come prepared to your first working meeting with:
- Your space needs (square footage, open vs. private offices, special requirements)
- Your timeline (when do you need to be in a space?)
- Your budget (rent range, TI budget, move-in budget)
- Your growth plan (headcount in 1 year, 3 years)
- Your flexibility (lease term preference, expansion options, renewal priorities)
- Any constraints (location must-haves, parking requirements, neighborhood vibes)
Your rep will take this information and return with 5–8 candidate spaces in 1–2 weeks.
Phoenix-Specific Advice
Look for reps specializing in:
- Gilbert / Chandler (if that’s your target)
- Tempe / ASU area (if you prefer younger vibe or lower cost)
- Your industry (tech reps know tech tenants; professional services reps know those firms)
Ask specifically: “What’s your experience in [Gilbert/Chandler/Tempe]? How many deals have you closed there in the past 2 years?”
A rep with 20 deals in Gilbert knows every space, every landlord, and every current market rate. A rep with 2 Gilbert deals might be stronger elsewhere.
FAQ: Choosing a Tenant Rep
Q: Should I interview multiple reps or just hire the first one?
A: Interview at least 2–3. Differences are significant, and 30 minutes of comparison saves you thousands.
Q: What if a rep I like doesn’t have experience in my specific industry?
A: Less ideal, but not disqualifying. Market knowledge is more valuable than industry knowledge. A strong rep can learn your business quickly.
Q: Can I fire a rep if I’m unhappy?
A: Yes, easily. Once you sign a lease, the rep’s work is done and commission is paid. If a deal hasn’t closed, you can exit the relationship anytime.
Q: Should I hire a large firm (CBRE, JLL) or a boutique broker?
A: Depends on the person, not the firm. A great boutique rep beats a mediocre CBRE rep. Interview and choose based on individual fit.
Q: Is it OK to ask a rep to sign a non-compete or exclusivity agreement?
A: Yes. Standard agreement is typically: “You represent me exclusively for office space search in Phoenix for 90 days (or until lease closes).”
Your Next Step
You’ve now learned:
- What tenant reps do (Post #11)
- How much they cost (Post #12: free to you)
- Whether to use one (Post #13: yes, for most people)
- Who they represent vs. listing agents (Post #14: only you)
- How to choose one (Post #15: this post)
Ready to search for space? Contact a great tenant rep and start your lease with professional representation on your side.
