Office Relocation Checklist: How to Move with Minimal Business Disruption

An office move is a project, not a single day. The physical move might take one weekend, but the planning starts weeks before, and the things most likely to delay your reopening have nothing to do with lorries. Internet that is not installed, a goods lift that cannot be booked, servers nobody shut down properly, or a heap of crates in reception with no idea which desk they belong to.

This checklist is organised by timeline. Adapt it to the size of your office.

Eight weeks or more before

• Appoint a move coordinator with authority to make decisions.
• Confirm the move date and check the notice and handover terms of the old lease.
• Agree the budget.
• Order internet and phone lines for the new office. This often has the longest lead time.
• Get the floor plan for the new office and start allocating desks and rooms.
• Decide what furniture and equipment is moving, being sold, donated or disposed of.
• Get quotes from movers who will visit both buildings. See how to choose a moving company.

Six weeks before

• Book your mover and confirm dates, timing and scope in writing.
• Plan any fit-out work at the new office: partitions, electrical and data points, furniture deliveries.
• Meet your IT team or provider to plan the IT move.
• Tell staff the date and the plan.
• Book cleaning for the new office before you move in and the old office after you leave.

Four weeks before

• Confirm building access rules at both buildings: moving hours, goods lift booking, loading bay, security lists and any floor protection requirements.
• Book the goods lift and loading bay.
• Finalise the floor plan with desk numbers.
• Order crates or boxes and labels.
• Notify clients, suppliers and banks of the new address.
• Order new stationery, signage and business cards.
• Update your website, Google Business Profile and email signatures (timed for the move).

Two weeks before

• Distribute crates and labels to staff with clear packing instructions.
• Each staff member labels their crate with their name, department and new desk number.
• Archive or shred documents you no longer need.
• Confirm the IT shutdown and restart plan: who backs up, who powers down, who reconnects, and who confirms everything works.
• Test internet at the new office.
• Arrange disposal or collection of unwanted furniture.

One week before

• Confirm the move schedule with the mover and building management.
• Put up desk numbers and room signs at the new office.
• Back up all data.
• Clear kitchen fridges and cupboards.
• Prepare a first-morning kit: keys, access cards, printed floor plan, coffee and tea, toilet paper, basic tools.
• Brief reception on how to handle calls and visitors during the move.

Moving day (or weekend)

• Coordinator on site at the old office during loading.
• Someone at the new office to receive and direct the crew.
• IT equipment packed, labelled by user and kept together; loaded last, offloaded first.
• Confidential files kept in sealed, numbered crates and accompanied if needed.
• Furniture placed and reassembled to the floor plan.
• Walk the new office with the crew leader before they leave.

The first morning

• IT team confirms network, phones and printers are working.
• Staff unpack their own crates.
• Collect empty crates for return.
• Check building access cards and alarm codes.
• Log any missing or damaged items with the mover promptly.

After the move

• Clean and hand over the old office according to the lease.
• Take photos of the old office's condition at handover.
• Return keys and access cards.
• Redirect mail and deliveries.
• Set up an office cleaning contract for the new premises.

Keeping disruption to a minimum

• Move outside working hours. Friday evening to Sunday is common, so staff start on Monday.
• Phase larger moves. One department or floor at a time.
• IT last out, first in.
• Communicate early with clients about any service interruptions.
• Have a fallback, such as mobile hotspots, if the internet installation is delayed.

The things that most often go wrong

Frequently asked questions

How long does an office move take?

A small office can often be moved over one evening or a weekend. Larger offices may need several phases. The planning should start at least six to eight weeks ahead.

Who should disconnect the computers?

Your IT team or provider should handle backup, shutdown, reconnection and testing. The mover handles packing and transport.

Can we move during the week?

Yes, but out-of-hours moves cause much less disruption. Many buildings also restrict moving during business hours.

Planning an office move? Read about our office relocation service or arrange a site visit.