One of the most common mistakes café owners make is underestimating how long a fit-out takes. They sign a lease, picture opening in six weeks, and then discover that permissions, contractors, lead times, and inspections have pushed them to six months, while they’re paying rent on an empty unit. Here’s an honest timeline so you can plan properly.
Week 1–3: Brief and Concept
Before any physical work begins, your designer needs to understand the concept, the customer, the brand, and the operational requirements. This stage produces a space plan, mood board, and initial material direction.
For a café interior design project, this phase also includes key decisions about counter layout, seating mix, and workflow, all of which affect everything that follows. Rushing this stage causes expensive changes later.
Week 3–6: Design Development and Technical Drawings
Once the concept is agreed, the design is developed into technical drawings, floor plans, elevations, joinery specifications, and electrical layouts. These drawings are what contractors price against and what building control may require, depending on the scope of work.
Any bespoke joinery, counters, shelving, or seating is specified at this stage, and lead times begin the moment an order is placed. Custom joinery from a reputable maker typically takes 6–10 weeks from sign-off to installation.
Week 4–6: Permissions and Licences
If the unit doesn’t already have A3 use class (now use class E), or if you’re making structural changes, you may need planning permission. In London, straightforward applications take 8 weeks. More complex ones take longer. Factor this in before signing a lease on a unit that requires change of use.
You’ll also need a premises licence if you plan to serve alcohol, food hygiene registration, and potentially an extraction permit if you’re installing commercial kitchen equipment.
Week 6–14: Build Phase
The build phase covers strip-out, first fix (electrical, plumbing, ventilation), building work, plastering and decoration, second fix (fitting fixtures and fittings), joinery installation, and final snagging. For a small café, this typically takes 6–8 weeks. For a larger space or one requiring significant structural work, allow 10–14 weeks.
The build phase is where delays most commonly occur. Contractor availability, material lead times, and unexpected structural discoveries all create pressure. Having a design and construction company managing both sides reduces friction significantly.
Week 14–16: Fit-Out, Equipment, and Soft Opening
The final two weeks cover furniture delivery and placement, equipment installation and commissioning, staff training, and the soft opening period. Build in at least one week of buffer before your intended launch date.
In total, a realistic timeline from signing your lease to opening day is 16–20 weeks for a straightforward café fit-out. Complex spaces, listed buildings, or sites requiring planning permission can take 6–9 months.
What Can You Do to Speed It Up?
Start the design process before the lease is signed, if possible, many designers will work from drawings. Place joinery orders as early as possible. And choose a team experienced in commercial interior design in London, because familiarity with local authorities, contractors, and suppliers makes a measurable difference to programme.
Speak to our café design team to discuss your timeline and how we can help you open on schedule.
