First, understand your route
Unlike commissioners, you cannot apply directly to the Vacant Space Handback Scheme. However, you still have options depending on your occupancy status:
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If you have a formal lease or other tenancy document: You should take advice from your Senior Estates Manager (SEM) or you may prefer to seek the advice of an independent Chartered Surveyor. Your tenancy is a legal contract which can only be terminated in accordance with its provisions, however we will support you to explore all solutions that deliver benefit to the wider health system.
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If you do not have a formal lease or tenancy agreement: You need to initiate the Occupancy Change Notice (OCN) process. This notifies us that you want to vacate and triggers a review by your local SEM.
Step-by-Step: What You Need to Do
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Check Your Lease or Tenancy Agreement
Ensure you have a clear understanding of your obligations, including notice periods, break clauses, and any reinstatement requirements. If you’re unsure, contact your Senior Estates Manager or email customer.service@property.nhs.uk.
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Inform Your ICB
Before you submit an OCN, you must inform your Integrated Care Board (ICB) that you plan to vacate the space and initiate the termination of your occupancy. This ensures alignment with commissioning plans and helps manage any downstream impacts.
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Serve Notice or Submit an OCN
If you have a lease or other formal tenancy agreement and an opportunity exists to serve notice to terminate it:
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Serve formal notice to terminate.
If you have a lease or other formal tenancy agreement and there is no current opportunity to serve notice to terminate it:
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Wait for the earliest date on which notice can be served. Some leases may contain provisions enabling you to assign or sublet the space. In these circumstances, you should take advice from your Senior Estates Manager (SEM) or you may prefer to seek the advice of an independent chartered surveyor.
If you don't have a lease or formal tenancy agreement:
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Submit an Occupancy Change Notice to NHSPS. A notice period of 3 months from the date of service of a valid OCN will apply.
This step is essential to begin the exit process and ensure NHSPS can plan for the space.
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Payments
Ensure all payments due up to the end of your tenancy are fully paid up to the termination date of your tenancy. This may include rent, rates, service charges, FM charges, and buildings insurance. Your SEM can help you understand what charges are outstanding.
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Reinstate the Space
Reinstate any alterations that you have made during your tenancy back to their back to their original condition and configuration unless otherwise agreed with your SEM.
Remove all furniture, equipment and personal items, ensure you have left the space clean, tidy and in good repair, terminated any service contracts (including IT connections) that you may have entered into, taken meter readings and returned the keys to your SEM.
Your notice to terminate is only valid once we are satisfied that the notice has been validly served, all payments due in respect of the tenancy are made, and that the above conditions have been met.
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Coordinate with NHSPS
Following termination of your tenancy, NHSPS will reduce facilities management services and either (i) hold the space pending re-letting, disposal, or redevelopment in line with the regional estates strategy, or (ii) await direction from the commissioner confirming their requirements for the space, depending on the circumstances.
