Amid talk of a double-dip recession, I am looking at ways to keep my overheads down. What is the best way to renegotiate our rents?

Renegotiating rents and leases is a good way to help ease the financial burden for retailers, but a strategic approach is required. John Irvin, director of rent negotiation firm Arto Retail Rent, says many simply send emails or letters that are either not picked up by landlords or end up in the bin.

“It’s only courteous to take a direct approach,” says Irvin. He advises taking time to make an appointment and meet face-to-face with your landlord to state a clear case and seek the best compromise for both parties. Importantly, this isn’t about tipping the market in your favour.

“The downturn has been tough on property companies too, so what you need to achieve is the best solution for you, the tenant, and the landlord,” says Irvin.

While no one wants to see people losing their livelihoods or businesses going into administration, resulting in empty shop units, you have to be realistic and balanced with your expectations.

“Some people are too aggressive in their approach, possibly caused by concerns and frustrations about their business. Your attitude needs to be courteous,” advises Irvin.

It’s also important to have all the facts to hand - this means financial statements to show how cost price pressures are impacting upon margins. Knowing the market value of the property will also help. “Rent reduction has to be seen as essential, as it is about affordability for the landlord, too,” says Irvin.