Moving to a new office: a relocation checklist
A business move needs a responsible contact, timetable and clear inventory of furniture and IT. Preparing those details helps you plan around the period when normal operations may be affected.
Assign responsibility and a timetable
Choose one contact to coordinate information with the moving company and landlord. Agree the date and any stages, prepare a floor plan, check notice and handover arrangements and request quotes from the same description.
Plan IT, phones and downtime
Coordinate when servers, networks and screens are packed and when they need to work again. Agree with the IT lead who handles each task. Choose a time intended to reduce disruption, and ask companies to assess any staged or out-of-hours move.
Inventory and building access
List furniture, archives, machinery and specialist equipment. Decide what will be sold or discarded. Check lifts, loading areas, parking, carrying distances and permitted moving hours at both addresses.
Tell staff, customers and suppliers
Explain the timetable and what staff must pack themselves. Label boxes by department and final location. Update the website, invoices and relevant registrations, and notify customers and suppliers in good time.
Frequently asked questions
When should we start planning?
Begin as soon as the new premises and date are known. Larger offices and complex IT arrangements need more preparation.
Can we reduce downtime?
An out-of-hours or staged move may help. Describe the requirement so the company can assess the plan and availability.
What information should quotes be based on?
Give both addresses, dates, inventory and IT, access and any special requirements. The same details make offers easier to compare.
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