Your Ultimate Office Move Checklist for a Stress-Free Relocation

Relocating your office can be stressful. Allow this guide to help make your office move seamless and stress-free!

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Last updated August 23, 2023

Office relocation involves plenty of planning, budgeting, and synchronising between various parties, your employees, and the core office moving committee. Despite the challenges, it is a rewarding experience accomplishing every single item in your office move checklist.

Learning how to create and implement an office relocation checklist is a handy skill that can save you time and resources. Here is a step-by-step guide that can quickly get you started.

office workers planning their moving budget

Before moving

Review your lease and form a moving committee

Before creating a business moving checklist, you must review and prepare a few things. 

Review the lease you currently have with the commercial property owner. Most contracts state that you’ll lose your deposit for moving earlier than the lease’s end. Furthermore, it may also state you’re responsible for any damage or repair to the office space during your stay.

Next, create a moving committee within your business. Various personnel from different departments should be present in the group.

Create a moving budget

You must consider your budget for the new space, office equipment, and moving services. Sit down with your finance department to plan your budget. 

In choosing help for moving your office, consider the value they offer rather than going for the lowest bidder. Consult the IT and electronics team to call a removalist who can preserve and transport your office equipment well and with minimal damage.

Review the new office floor plan

Acquire a detailed floor plan of the new office to quickly plan the layout and identify the areas designated for each department. Then, keep an inventory of the old office furniture and see whether they suit the new office or if you need new ones. 

Lastly, make a copy of the floor plan with a colour-coded scheme to help office movers identify the new office's various areas and speed up the moving process during moving day.

Go through the paperwork

Offices moving to another state may need to apply for new permits or licences. Before you hire expert packers to pack your items, sign a contract that details their role and responsibility during moving day.

Other things you’ll need to accomplish are:

  • Booking parking space permits

  • Request access to the supplier elevator for the entire moving schedule

  • Decide on a uniform (e.g., blue shirt/black shirt) to watch over moving personnel and your properties

  • Send out a list of emergency contact numbers (e.g., police, elevator maintenance, administrative office, and others) to the moving committee

Take inventory of everything

Most offices have dozens of computer screens, keyboards, CPUs, cables, furniture, chairs, and other equipment that needs proper labelling. Use the colour-coded office floor plan to label the equipment of various departments to aid movers in where to offload them during moving day.

Notify all concerned parties

Relevant parties must know about your moving date and new address at least two to four months prior. Here is a list you can keep handy for this step:

  • An official notice to the landlord and property manager

  • Give employees or team members a notification with an explainer of their responsibilities before and during the move and directions to the new office from their old office

  • A notice letter to local partners, clients, and other concerned parties

  • A letter to the respective statutory body

  • Correspondences with your bank and financial institution

  • Notices to insurance, security, telephone, internet, food service, and photocopy and print services, and other utilities providers or suppliers used by your company

Plan the best way to pack everything

Buy essential packing supplies, such as moving boxes, moving straps, bubble wrap, colour dots for box labelling, packing paper, tape, scissors, and other materials one month before the move. 

A week before the move, start packing items in the common and lounge areas and ask employees to start packing their belongings. Hire furniture experts to help you disassemble and pack your furniture.

young office workers under moving committee

During the move

Split your committee into two groups

Divide your committee into two groups: one in the old office and another at the new office. 

One group must wait for the corporate office relocation company to finish packing up and loading old office equipment and furniture in the old office, ensure all items are accounted for, and head with the movers to the new office. The other group at the new office should coordinate with the moving company and suppliers for any deliveries.

The new group should also place many copies and labels of the floor plan across the new office walls to aid movers in offloading equipment. They can use colour-coded stickers or labels to identify each room and area in the new office.

Check if the utilities are working well

Ask the group waiting in the new location to check if the electricity is working, no pipes are leaking, and the internet has been connected. Give them the phone numbers of the local providers and contractors to schedule any necessary repairs.

Inspect and note any property damage

Check for any structural damage, mould growth, missing ceiling tiles, and dents on the walls before the moving team and the moving company arrives. Take note of these and report them to the landlord and building administration for repairs.

Oversee the unloading process

Upon arrival, the committee should assign team members to oversee the moving company’s unloading and unpacking operations in the new office. Each team member should guide movers towards the correct department and where to put each box.

Prepare some refreshments

A few members of the moving committee can get food and drinks for the moving team and other committee members. Everyone would probably be tired after all the carrying and unloading, and they need refreshments to boost their energy.

unpacking in the new office

Settling in at the new office

Set up your utilities

Test if the electricity, water, and landlines are working. After the movers offload everything, you should contact the telecommunications and internet companies to connect your internet and telecommunication lines. The IT representatives would also ensure their office move checklist includes setting up your network security and framework.

Other committee members should check the new office’s plumbing and electric lines functionality and note any issues. They can report these to the property manager for repairs later. See also if your office's HVAC and ventilation systems are operational. 

Unpack and restock supplies

Remove everything from their boxes carefully using box cutters and scissors. Unwrap any blankets or protective screens on computer screens, CPUs, chairs, and other furniture and place them according to your floor plan.

Next, see if you have enough office supplies after the move. Assign a team to replenish them a week or a few days before the new office opens its doors.

Get comfortable 

Are you finally done with all the unloading and unpacking? Once everything is set up right and operational, call your cleaning company to tidy up the new office space. You can also consider throwing an office warming for the entire company before the scheduled new office work day!

Prepare for a successful office move

Office relocation is not an easy task. That’s why it’s best to call the pros for help. Expert removalists know how to transport fragile items with zero damage from your old office to the new one. Removalists have teams dedicated to packing, lifting, transporting, and every aspect necessary to ensure a seamless office move.

Airtasker can connect you with Taskers who can disassemble, pack, and transport your office electronics, tables, chairs, and other equipment to ensure a seamless moving day. Just create a listing specifying your budget, old and new office addresses, and the number of items you’ll need to move. You’ll have many Taskers reaching out to you in no time.

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FAQs on office relocation

You can create a checklist that includes the vital things you need to do, such as reviewing your lease, drafting a moving budget, office floor plan labelling, doing paperwork and running an inventory of equipment, and designating tasks. Book a moving company to make the entire process seamless and save time moving all your belongings.

An office move involves a comprehensive to-do list that covers everything from lease review to setting a moving budget. Moving heavy and sensitive equipment such as electronics and furniture can be challenging, so it's best to work with professional movers who specialize in this kind of transport. It is strongly recommended that you let experts do the heavy lifting when moving.

You can consider an office move as similar to any business project. It involves forming a committee and delegating tasks for an efficient moving process. A committee member can take up leasing reviews, while another is on to taking inventory of all office equipment and furniture, such as computer units and chairs before the moving date. 

First, review your lease and set a budget for the move. Make sure to find a moving team to help with the packing, loading, and unloading left to do. It’s also essential to plan for the new office's utilities and sort any required new furniture to replace old equipment. 

Draft a checklist and timeline for the move, designate responsibilities, and communicate effectively with all team members involved. Having a comprehensive plan in place will ensure a smooth and successful move.

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