Office Move Checklist
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Table of Contents
Introduction
This office move checklist keeps the detailed preparation work together and carries the plan through move day and reopening. Use it to coordinate leases, movers, employee communication, furniture, utilities and the IT cutover without losing track of the old-office handover.
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- Long-Term Preparations
- Appoint the move lead and decision ownersName one coordinator and identify who can approve spending, property decisions, IT changes and reopening.
- Confirm the current lease exit requirementsReview notice dates, reinstatement obligations, charges and landlord requirements with the responsible adviser before cancelling or giving notice.
- Set the target move dateAllow for lease dates, fit-out work, provider lead times and a realistic service interruption window.
- Obtain moving-company quotesRequest comparable estimates and service details. Book well in advance because availability can be limited at busy times of year.
- Approve the moving budgetWork with the finance lead or adviser. Include movers, deposits, fit-out, IT work, temporary operations, disposal and contingency.
- Document criteria for the new officeInclude preferred search areas, capacity, accessibility, location, budget and the infrastructure needed for your technology.
- Appoint a property search adviserIf needed, select a real estate agent who understands the office requirements.
- Schedule visits to shortlisted offices
- Assess shortlisted officesInspect each option against the agreed criteria and record gaps before making a decision.
- Select the new officeConsider energy efficiency, transport access and other sustainability priorities alongside practical suitability and cost.
- Approve a plan for the current owned officeIf the company owns the property, decide whether to sell, let or retain it. Appoint a realtor or property manager when needed.
- Confirm financial arrangements for an international moveIf moving to another country, review the required banking and financial arrangements with the finance lead.
- Confirm employee relocation readinessFor an international move, have HR or a qualified adviser verify required travel, work and health documentation. Record readiness only; keep passports, visas and health records in the approved restricted system.
- Confirm insurance changes for the moveAsk the insurance adviser about transfer, cancellation or replacement of applicable property, fire, vehicle and employee-related coverage. Include new-country requirements where relevant and avoid gaps in coverage.
- Brief employees on the relocationExplain timing, work arrangements, commute or relocation impacts, responsibilities and how questions will be handled.
- Book employee transport for the moveIf the new office is far away or transport is required, confirm the approved arrangements.
- Mid-Term Preparations
- Finalize the new office leaseHave the authorized reviewer check the documents before signature. Keep the signed documents in an organized, approved location.
- Give the agreed notice for the current officeAfter the move and contract decisions are authorized, give notice by the required deadline and retain acknowledgement.
- Create the move inventoryList furniture and equipment with a move, replace, retain or dispose decision for each item.
- Confirm leased-equipment transfer arrangementsCheck photocopier and other equipment leases for transfer, cancellation and supplier-handling requirements.
- Confirm cleaning-service arrangementsAgree cancellation or transfer with the existing provider. Select a replacement provider if service cannot transfer.
- Schedule internet installation at the new officeConfirm the provider installation date and readiness requirements before the move.
- Arrange packing materials or packing servicesObtain boxes, cartons and labels for the inventory, or confirm a packing service that supplies them.
- Confirm moving access permissionsCheck with the old and new buildings and relevant authorities whether loading, lift reservations or street access need permission.
- Schedule telephone service transferConfirm number routing, handsets and the cutover window with the phone provider.
- Book the moving companyConfirm scope, collection and delivery windows, insurance arrangements and the move-day contact.
- Approve the IT cutover planAgree shutdown, transport, reconnection, testing and fallback arrangements with IT.
- Schedule address-change notificationsIdentify customers, suppliers, delivery services and business records that need the new address, then assign their update dates.
- Confirm utilities and essential building servicesAgree power, water and any other required service start dates with the building manager or providers. Check who owns each account and avoid gaps during fit-out and reopening.
- Short-Term Preparations
- Approve the new office floor planShow desks, furniture, shared areas and equipment locations so boxes and equipment can be labelled by destination.
- Order approved replacement furniture and equipmentUse the approved inventory decisions and budget.
- Pack the items being movedLabel boxes and equipment by destination and identify items that must remain available until cutover.
- Arrange donation of approved surplus itemsConfirm collection or delivery. Keep receipts for the company’s records and consult the tax adviser when needed.
- Distribute the move-day contact listInclude the move lead, building contacts, IT support, movers and staff contacts needed during relocation. Limit circulation to the people who need it.
- Obtain the required keys and access cardsAsk the new landlord for the authorized number and record who receives each key or card.
- Confirm deliveries to the new officeCoordinate the delivery windows and receiving contact for newly ordered furniture and equipment.
- Confirm the new office is ready for occupationHave the facilities lead confirm agreed fit-out, utilities, safe access and emergency arrangements. Record any blocking work and an explicit go/no-go decision before the moving crew is committed.
- Verify the backup before IT equipment is movedHave IT confirm a usable backup and recovery route for systems affected by the relocation.
- Confirm the temporary working arrangementsTell staff how to work and reach support during any planned service interruption.
- Send the planned address-change notificationsUse the approved list and effective date; update the website and delivery instructions where applicable.
- Secure confidential records and retired equipmentUse an approved chain of custody for sensitive documents and devices. Arrange authorized data removal and disposal for equipment that is not moving.
- Move Day
- Brief the moving crewReview destination labels, protected areas, access rules and escalation contacts.
- Reconcile the collected items against the move inventoryRecord missing or damaged items at collection.
- Secure the old office after collectionComplete the final sweep, secure confidential material and follow the agreed handover arrangements.
- Reconcile delivered items against the move inventoryRecord shortages or damage promptly with the moving provider.
- Position equipment according to the floor planKeep exits and access routes clear while the move is in progress.
- Test the restored business systemsHave the responsible users verify internet, phones, printing and critical applications before normal work resumes.
- Reopening and Closeout
- Brief staff on the new workplaceExplain access, shared facilities, emergency arrangements and the route for reporting problems.
- Return old keys and access cardsObtain acknowledgement from the landlord or responsible facilities contact.
- Complete the old-office handoverRecord the agreed condition and any unresolved reinstatement or deposit items.
- Assign outstanding relocation problemsGive each remaining fault or missing item a responsible owner and due date.
- Reconcile final moving costsCheck final invoices against agreed services and budget before the authorized payment process.
- Confirm relocation work is closedCheck that operational problems and contractual handover items are resolved or explicitly owned.
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Presented by:
Jake R Brady
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Tasks: 58
Details
Plan around the commitments that set the date
Lease notice, new-site readiness, IT installation and mover availability can determine the schedule. Review these early rather than assuming every task can wait until packing starts. The phase names are planning guides, not fixed lead times.
Use one move inventory
Record what will move, be replaced, remain behind or be disposed of. Use the same destination labels in the floor plan, on boxes and in delivery checks. Keep donation receipts and the authorized disposal record.
Protect the ability to work
Agree the IT shutdown and restart window, verify backups and define a fallback if connectivity is delayed. Tell staff about temporary work arrangements and provide a move-day contact list. Test real business workflows before declaring the new office operational.
Close both locations properly
Getting furniture into the new office is not the end of the move. Track damage, missing items, old keys, reinstatement obligations, final invoices and any deposit follow-up. Assign unresolved items so they remain visible after reopening.
Adapt international moves carefully
For an overseas move, include the relevant finance, insurance and employee-readiness checks. Route them through the responsible finance, HR and specialist advisers.
Adapt the plan to the lease, building rules, local requirements and authorized professional advice. This checklist does not replace legal, insurance, immigration, tax or workplace-safety review. Keep sensitive employee records and credentials in approved restricted systems.
Who it's for
Office managers, facilities teams, operations leads and project coordinators responsible for a workplace relocation.
How to use
- Save a Checklist for one relocation, or a Template if your team manages repeat moves.
- Add the addresses, target date and move lead to the saved notes.
- Review the phases and remove tasks that do not apply to your location or ownership arrangements.
- Assign owners and actual due dates; use Table to track dependencies, priority and supporting documents.
- Review readiness before move day, then reconcile deliveries, test systems and close the old-office handover.
Office Move Checklist Frequently Asked Questions
When should an office move plan start?
Start once relocation is a realistic decision, early enough to meet lease notice, property, fit-out, internet-installation and mover lead times. Set dates from those commitments rather than relying on a universal schedule.
What is the most important move-day document?
The move inventory and destination floor plan should agree. Pair them with the delivery schedule and contact list so the crew knows what is moving, where it goes and who can resolve a problem.
How do I reduce business downtime?
Confirm connectivity before the move, agree the IT cutover and fallback arrangements, verify backups and test the workflows staff need before reopening. Give staff clear temporary working instructions.
Does every move need the international tasks?
No. Remove them for a domestic move. For an overseas move, have the appropriate advisers verify requirements and keep employee identity and health records out of a general shared checklist.
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