Fit-out finance: what documents lenders typically need

Summary: When you enquire with UK Business Loans for fit-out finance (loans from around £10,000 upwards), lenders usually want proof of identity, company incorporation, recent accounts and bank statements, detailed contractor quotes and project plans, lease or title documents and any landlord consents, plus forecasts showing how the fit-out will improve cashflow. You’ll rarely need every item on the checklist — exact requirements depend on lender type and deal size. Start a Free Eligibility Check to get a tailored document list for your case: Get Quote Now — Free Eligibility Check.

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Quick answer: common documents lenders ask for

• Company identity: Companies House extract, shareholder / director details and VAT registration (if applicable).
• Director ID & proof of address for signatories/guarantors.
• Financials: last 1–3 years’ statutory accounts, recent management accounts, and business bank statements.
• Fit‑out project papers: 2–3 contractor/supplier quotes, cost breakdown, timeline and invoices or purchase orders where already committed.
• Property papers: lease or title, landlord consent for works, floorplans and photos.
• Forecasts: 12‑month cashflow and a short business plan setting out expected uplift from the fit‑out.

Note: you’ll seldom need every document listed. Requirements vary by lender and the loan size — submit a short enquiry and we’ll tell you exactly which documents are likely to be requested.

Why lenders ask for these documents

Lenders request documentation to check four things: the identity and legal status of the borrower, the business’s ability to repay (affordability), the viability and cost accuracy of the fit‑out project, and any security they may rely on. High‑street banks focus heavily on historic statutory accounts and cashflow; specialist funders (asset or contractor finance) emphasise supplier quotes, asset schedules and valuation. UK Business Loans matches your business to lenders who specialise in fit‑outs and can advise the precise paperwork required for your situation.

Full fit‑out finance document checklist

The list below is a practical, lender‑friendly pack organised so you can gather files quickly. Save digital PDFs and label each file clearly.

Business identity & legal papers

• Companies House printout/confirmation of incorporation.
• Memorandum & Articles of Association or LLP agreement.
• PSC register or list of directors and shareholders.
• VAT registration certificate (if registered).
• Certificate of good standing (where requested for older companies).

ID & proof of address (directors / guarantors)

• Valid photo ID: passport or UK driving licence for each director/guarantor.
• Recent proof of address (utility bill, council tax or bank statement) dated within last 3 months.
• Right to work/residence documents for non‑UK nationals (if applicable).

Financial performance & affordability

• Latest statutory accounts (preferably last two years; some lenders accept one year).
• Most recent management accounts (monthly or quarterly) with P&L and balance sheet.
• Business bank statements — typically last 3 months; some lenders want up to 12 months.
• VAT returns for the last 12 months (if applicable).
• Summary of existing borrowing: loans, overdrafts, hire‑purchase agreements.

Fit‑out project documentation

• Detailed cost breakdown showing materials, labour, contingencies and VAT.
• 2–3 supplier/contractor quotes or tenders (itemised).
• Project schedule with milestones and expected completion date.
• Drawdown schedule (if staged payments are required).
• Any signed purchase orders or pro forma invoices for committed items.
• Contractor insurance certificates and evidence of experience for specialist works.

Property & security information

• Lease agreement (showing term, break clauses and rent) or freehold title documents.
• Landlord’s consent for improvements — often required for significant fit‑outs.
• Floor plans, site photos (before works) and planned layout after works.
• Planning permission/building regulation approvals if the works require them.
• Schedule of fixtures & fittings identifying which items remain with property.
• Valuation or survey for asset‑backed finance lenders.

Forecasts and supporting documents

• 12‑month cashflow forecast with assumptions and sensitivity scenarios.
• Short business plan or one‑page summary outlining how the fit‑out will grow sales/footfall.
• Sales pipeline evidence or client contracts if the works support a confirmed contract.
• Evidence of deposit or owner equity contribution to the project.

Personnel, compliance & licences (sector specific)

• Food hygiene certificates, premises licences, CQC registration, or other sector licences as relevant.
• Electrical safety certificates, PAT testing records and contractor method statements.
• Insurance quotations or evidence of existing public liability / employer’s liability cover.

Personal and other security

• Signed consent for credit checks from directors/guarantors.
• Personal guarantees and evidence of personal assets if the lender requests additional security.
• Details of key contracts or sub‑contractor agreements that support repayment.

Tip: create a single cloud folder (Dropbox/Google Drive) and include a one‑page Project Summary at the top for quick lender review.

Which lenders need which documents? Quick guide

Different lenders focus on different documents:

• Banks: prefer full statutory accounts, forecasts, security (property) and landlord consent; stricter credit history checks.
• Specialist fit‑out lenders / asset finance providers: focus on supplier quotes, asset lists and valuation; often more flexible on trading history.
• Bridging / development lenders: need detailed project plans, independent valuations, and a clear exit strategy.
• Invoice finance / overdraft providers: prioritise bank statements, sales ledger and VAT returns.
• Brokers / marketplaces: will shortlist lenders and confirm the final document list — an initial enquiry often requires fewer documents.

If you want lenders who understand shop, office or restaurant refurbishments, our panel includes specialists in fit‑outs and commercial refurb funding — enquire to be matched: Get Quote Now. You can also read more about fit‑out funding options on our fit‑out finance page: fit-out finance.

Common documentation pitfalls

• Out‑of‑date or unsigned accounts and missing director signatures.
• Absent or vague landlord consent for works on leased premises.
• Vague cost estimates without itemised quotes — lenders want clarity on how funds are used.
• Missing contractor insurance or lack of evidence of contractor experience.
• Not providing a simple cashflow forecast or covering note from your accountant.

Quick fixes: scan and save PDFs, label files clearly (e.g., Accounts_2023.pdf), and add a 1‑page covering note summarising the project and funding need.

How we use your documents when you enquire via UK Business Loans

When you submit an enquiry, UK Business Loans reviews the basic details and matches you with a small number of suitable lenders/brokers in our network. We will only share the information needed to obtain indicative responses. If a lender wants to progress, they will request a fuller document pack directly. Making an enquiry is free and will not affect your business credit score; lenders may perform formal checks later if you choose to progress.

Start your free eligibility check — Get Started

Compliance note: UK Business Loans is an introducer — we do not lend or give regulated financial advice. Submitting an enquiry is free and will not affect your business credit score. Partner lenders/brokers may contact you and carry out further checks if you proceed.

Timeline: how long lenders take to review documents and decide

Typical timescales:

• Initial lender response: often within 24–72 hours after your enquiry.
• Indicative offer: 3–7 business days once lenders have your document pack.
• Full approval and funds: 1–4 weeks for straightforward cases; more complex or larger projects can take longer, especially where surveys, valuations or landlord consents are required.

How to prepare your document pack quickly

1. Gather PDFs: accounts, bank statements, quotes and lease in one folder.
2. Name files clearly (e.g., Accounts_2023.pdf, Quote_ContractorA.pdf).
3. Create a one‑page Project Summary that lists total cost, requested loan amount, timescales and the benefit to revenue.
4. Use smartphone scanning apps and upload to a cloud link you can share with lenders.

Need help preparing documents? Free Eligibility Check

Sector-specific notes

• Retail & hospitality: landlords often require full details and licences (e.g., alcohol, food hygiene).
• Offices: check dilapidations and whether fit‑out elements are removable or remain with the property.
• Healthcare/clinics: CQC registration, specialist equipment certificates and waste disposal arrangements are important.
• Franchises: provide franchise agreements and franchisor approvals where required.

Fees, security and what to expect in offers

Typical lender and broker costs you may see in an offer:

• Arrangement fees (often 1–3% or a fixed fee).
• Valuation, legal and monitoring fees.
• Interest rate / APR and any early repayment charges.

Security types vary: unsecured loans, fixed charges on property, charges over fixtures & fittings, hire‑purchase arrangements or director personal guarantees. Always compare total cost over the loan term, not just headline rate.

FAQs

Ready to get a free fit‑out finance eligibility check?

If you’re preparing for a shop, office or restaurant fit‑out and want a clear list of documents tailored to your project and loan size (from around £10,000 upwards), complete our short enquiry. We’ll match you with lenders and brokers who specialise in fit‑outs and tell you exactly what they’ll need.

Get Quote Now — Free Eligibility Check

UK Business Loans is an introducer — we do not lend or give regulated financial advice. Submitting an enquiry is free and will not affect your business credit score. Partner lenders/brokers may contact you and carry out further checks if you proceed.

Related resources & internal links

• Home
• Types of business finance (asset finance, business loans, invoice finance)
• Asset finance
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• Contact Us

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1. What documents do lenders typically ask for when applying for fit-out finance?
Lenders usually request company identity (Companies House extract), director ID and proof of address, 1–3 years’ accounts or management accounts, recent business bank statements, 2–3 contractor quotes with a cost breakdown, lease or title and landlord consent, plus a 12‑month cashflow forecast showing the fit‑out’s benefit.

2. Will submitting an enquiry through UK Business Loans affect our business credit score?
No — making a free eligibility enquiry with UK Business Loans won’t affect your business credit score; partner lenders may perform formal checks only if you proceed.

3. Do I need landlord consent before applying for a fit‑out loan?
Often yes — many lenders require landlord consent or clear evidence it can be obtained when lending against leased premises for substantial works.

4. How much can I borrow for a fit‑out and what loan sizes do you handle?
Through our panel you can be matched to lenders offering fit‑out finance from around £10,000 up to multi‑million deals depending on the lender and project.

5. How many contractor quotes do lenders usually want for a fit‑out loan?
Typically lenders ask for 2–3 detailed, itemised contractor or supplier quotes to validate project costs and valuations.

6. Will I need to give a personal guarantee or security for a fit‑out loan?
Personal guarantees and some form of security (e.g., charge over property or fixtures) are common for smaller loans or higher‑risk cases, but requirements vary by lender and deal structure.

7. Can start‑ups or newly incorporated companies get fit‑out finance?
Yes — specialist lenders and asset finance providers often consider newer companies if the project is well documented and security, supplier agreements or forecasts are strong.

8. How long does it take to get an indicative offer or funds for fit‑out finance?
You can usually expect initial lender responses within 24–72 hours, indicative offers in 3–7 business days once documents are supplied, and funds in 1–4 weeks for straightforward cases.

9. What shows affordability to lenders when applying for a business loan for a fit‑out?
Affordability is demonstrated by recent statutory or management accounts, business bank statements, VAT returns (if applicable) and a clear 12‑month cashflow forecast with supporting assumptions.

10. What’s the quickest way to prepare a document pack for a fit‑out finance enquiry?
Gather PDFs of accounts, bank statements, 2–3 contractor quotes, lease/title and a one‑page Project Summary in a single cloud folder, clearly labelled for quick lender review.