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Office Move Checklist

Written by Martha Lott

3rd Oct 2023 (Last updated on 3rd Oct 2023) 6 minute read

If your business is expanding, then an office move may be on the cards. While moving office is an exciting time, there's a lot of admin and preparation to be done.

Hiring a removal company means most of the hard work is taken care of. However, there are a few things you and your team should prepare for a smooth move.

We’ve created a step-by-step office move checklist so you can minimise business disruption.

Step 1 - Start Early
Step 2 - Planning the Move
Step 3 - Admin and Stock Take
Step 4 - Final Checks
Step 5 - Settling In
Looking for an office relocation team?

Step 1 - Start Early

The key to a successful office move is planning early. You’ll have to create a budget and review your lease well in advance.

1. Review lease - You should look at your lease around 12 months before you plan to move. You may have to pay early exit fees if you have too much time left on your lease.

2. Look for office options - Think whether you’ll have expanded your team and equipment by the time you move. Factor in business growth when viewing offices.

3. Inform staff - Although it’s still early, it’s important to let your staff know you plan to move. This keeps them in the loop and makes them feel more involved in the business.

4. Create a moving team - Choose a senior member from each department to be part of the moving plan and team. These are the people who will be around on moving day to help.

5. Set a budget to stick to - To avoid spending more than you need to, work out how much you can spend for the whole move. You’ll have to factor in removal costs, furniture costs and any fees if exiting the lease early.

What to consider when looking for a new office:

- Is there parking on-site?
- Can it be accessed by public transport?
- Is it wheelchair friendly/accessible?
- Are there meeting rooms?
- Is there a reception area?

Step 2 - Planning the Move

Once you’ve found your new office, you can start planning the move. There are essential services to book in advance such as your removal company.

6. Book removal company - Booking your removal company in advance will ensure they’re available on your chosen date. Compare My Move connects you with up to 6 commercial removal companies to compare quotes for your office move.

7. Book packing services - Your removal company will offer additional services to further help your business move. A packing service is highly recommended to not disrupt the running of your business.

8. Let your landlord know - Inform your landlord once the move is confirmed. This gives them time to find a new business to take over the office.

9. Let staff know the details - Tell them the new office address so they have time to familiarise themselves with the area and commute.

10. Notify people of the change of address - Informing clients, suppliers and your bank of the new office address and the moving date means they when to start delivering or invoicing there.

Who to notify of the office move:

- Staff
- Clients
- Suppliers
- Bank
- Insurance
- HMRC & Companies House
- Internet and phone line provider

Step 3 - Admin and Stock Take

Moving office comes with important admin tasks that can’t be avoided. Sorting new insurance and ordering equipment must be done before the move.

11. Create a new floor plan - You and the removal company will know where to unpack equipment and stock in the new office space. It’ll also help you work out if you need more furniture, equipment and office supplies.

12. Order furniture and equipment - If you need to, make sure you get your order in early for office equipment. For larger orders, this may take longer to source and process.

13. Business storage - If you’re buying new furniture or want to store some current equipment while you organise the move, using business storage will mean it’s out of the way and safe.

14. Take an inventory of all stock and equipment - Before moving day it’s important to note down all the items being moved. This means you have documented proof of all the items if anything were to be misplaced.

15. Transfer or set up new business insurance - Inform your insurance company of the move and get your insurance transferred.

16. Transfer or set up internet and phone line provider - This should be ready and in place for moving day.

Top tip

You can save money and time by using a removal company that offers both removals and storage. Compare business storage quotes to save up to 70%.

Step 4 - Final Checks

Carrying out final checks is vital to ensure you and your staff are prepared for the new office.

17. Ensure there’s access for the removal company - Do this at both your old and new office to avoid any delays or charges.

18. Ensure staff helping have keys to the new office on move day - To make moving day as efficient as possible, everyone involved should have access to the new office.

19. Factor in a couple of days to redecorate - Schedule time to decorate your new office. If you’re going to be painting or drilling, do this over the weekend to avoid disruption to your business.

20. Check invoices and orders are set up correctly - Ensure everything is set up to be delivered to your new office to avoid any business delays.

Remember

- Make sure you don’t have any meetings booked with clients on moving day
- If anything changes, let the moving company know
- Make sure you’re contactable during the build-up

Step 5 - Settling In

After the office move is carried out, there are a few tasks to complete to get your business up and running efficiently.

21. Set up workspaces for staff - All desks and furniture should be set up before your staff move in.

22. Allocate parking spaces and keys to staff - Everything should be in place for your staff to continue business as usual.

23. Update contact details on your website - To avoid confusing new business or current clients, it’s important to keep all contact details up to date.

24. Carry out checks of all stock once unpacked - This is important to make sure everything is safely delivered and in its place.

Things to double-check after the move

- Make sure your old bills are cancelled and new ones are up and running
- Update contact details on email signatures if required
- Check that all staff have the necessary equipment

Looking for an office relocation team?

Compare up to 6 quotes with Compare My Move for your office move to get the very best deal. Our removal companies work hard to keep business continuity so you can focus on getting ready for your new office.

The best way to find a trusted removal company is to use a comparison service. All of our partners will be pre-checked before they can come on board. This includes having Public Liability insurance and Goods in Transit insurance so you know you and your business are protected throughout the move.