How to Use RE:match to Fill a Commercial Property Void Faster

This is a practical guide. If you have a commercial property to let and you want to know how to use RE:match to find qualified tenants for it, this article takes you through the process step by step — from setting up your account to writing a response that generates a viewing.

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Step 1: Know what you have available

Before you can respond effectively to occupier requirements, you need to know your property's key details with precision. Gather the following:

• Floor area — gross internal area (GIA) in both sq ft and sq m
• Property type and use class — office, industrial, retail, B2, B8, Class E, and so on
• Location — full address and postcode; note the nearest motorway junction or railway station
• Specification — eaves height (industrial), floor loading (industrial), parking ratio (office), EPC rating, BREEAM rating if applicable
• Available date — when can a tenant take occupation?
• Asking rent — annual rent in £ per sq ft and total per annum
• Lease terms you are prepared to offer — length, break clause, rent-free period, any landlord incentives

Having this information immediately to hand means your responses are specific and credible. Vague or incomplete responses lose occupiers to landlords who respond clearly.

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Step 2: Set up your landlord or agent account on RE:match

Navigate to rematch.co.uk and register as a landlord or agent. Both roles have access to the same requirement board — the distinction affects how your profile is presented to occupiers you respond to.

Once registered, set up your saved search criteria to receive alerts for new requirements matching your available property. Specify:

• Property type(s) you are interested in
• Location(s) — by region, county, or specific town/postcode radius
• Size range — a band around your available property's floor area
• Tenure — to let, for sale, or either

RE:match will alert you when a new requirement matching these criteria is posted — saving you from checking the platform manually every day.

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Step 3: Browse the requirements board

The requirements board shows all active occupier requirements, with filters for property type, location, size, budget, use class, and timeline. Apply the filters relevant to your available property and review what comes up.

For each requirement, you can see:

• What the occupier is looking for and where
• Their size range and budget
• When they need to be in occupation
• Any specific requirements (EPC rating, specification, lease term)
• A brief description of their business and why they need the space

Read the requirements carefully before responding. A requirement for an office with on-site parking in Cheltenham town centre is not a match for a warehouse unit in an industrial estate three miles away — however appealing your property may be. Respond to requirements where there is a genuine match.

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Step 4: Write an effective response

Your response is the occupier's first impression of you as a landlord or agent. Make it specific, clear, and professional.

Structure your response like this:

Opening: State the property you are putting forward — address, property type, and floor area. Be specific.

"I have a 4,200 sq ft Grade A office suite at [address], [town], available from [date]."

Match their criteria: Go through their key requirements and address each one explicitly.

"This is a BREEAM Excellent building with EPC B rating, 14 dedicated parking spaces (ratio of 1:300 sq ft), and a Cat A fit-out in place."

Lease terms: State your headline terms clearly.

"We are offering a 5-year lease at £25 per sq ft (£105,000 per annum), with 4 months rent-free. The landlord is open to a tenant break option at year 3."

Call to action: Invite them to view.

"I would be delighted to arrange a viewing at short notice. Please let me know your availability."

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Step 5: Follow up promptly

If the occupier responds positively to your initial message, follow up the same day. Commercial property decisions are often made under time pressure — an occupier who has received responses from three landlords will view the most responsive first and may make a decision before you have had a second exchange.

Keep your follow-up conversation focused on arranging a viewing. Detailed lease term negotiation is for after the occupier has seen the property and confirmed their interest. At this stage, your goal is a viewing.

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Step 6: Prepare for the viewing

The viewing is your opportunity to convert an active requirement into a genuine prospect. Prepare for it as you would for any commercial negotiation:

• Have accurate floor plans available, ideally in digital form that you can share immediately
• Know the full specification — eaves height, floor loading, power supply, drainage, parking — from memory, not from a brochure you need to find
• Know your maximum flexibility on terms before the viewing, so you can respond to questions about incentives and lease terms with confidence
• If the property needs explanation — if it is empty and cold, if there are works in progress, if certain areas are not available — brief the occupier before the viewing, not during it

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Frequently Asked Questions

How quickly should I respond to an occupier requirement?

As quickly as possible — ideally within 24 hours of a requirement appearing. Active occupiers are frequently running parallel searches and the landlord who responds first with a genuinely matching property has a material advantage. RE:match requirements are visible to all subscribers, so you are competing with other landlords and agents who have access to the same information.

What if I have multiple properties that match a requirement?

Put your best match forward first. If you have a second property that may also be of interest, mention it briefly — "We also have a second property in [location] that may be of interest if this unit does not meet all your requirements" — but do not lead with multiple options. An occupier trying to evaluate two or three properties simultaneously will move slower, not faster.

What should I do if an occupier does not respond to my message?

If you have sent a specific, well-matched response and have not heard back within 3–5 working days, a brief follow-up message is appropriate. Beyond that, do not pursue aggressively — the occupier may have already made a decision, may have found the property unsuitable on reflection, or may be managing multiple conversations and will come back when ready.

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RE:match gives landlords and agents direct access to active occupier requirements — businesses that have already described exactly what they need. Browse live requirements and respond directly at rematch.co.uk.