Best Office Moving Checklist

by Three Rivers Professional Movers - Updated March 22, 2024

Learn from Commercial Office Relocation Specialists

Planning any move requires meticulous organization and coordination to ensure a smooth transition. In this comprehensive office moving checklist, we'll guide you through each phase of the move, from three months prior to the move date to post-move support.  Review each part as you need, or print it out for future reference. As professional movers ourselves, we share this checklist with clients to guide them on the best practices of relocating, and to ensure nothing falls through the cracks.

3+ Months Prior to Move  

Getting tedious tasks completed at the three-month mark will be essential and can save you time in the long-run. In this section, we'll outline the crucial steps to take during this initial phase of planning.  

• Select a Move Committee   

Designate dedicated planning team of individuals responsible for overseeing and coordinating the move process. This committee will serve as the central point of contact for all move-related activities. If you have a large organization, it may be best to have a moving representative from each department on this committee. 

• Establish a Preliminary Relocation Budget 

Determine the financial resources available for the move, including expenses related to logistics, equipment, services, and any unforeseen costs. This preliminary budget will provide guidance for decision-making throughout the planning process.  

• Assess Need for a Moving Consultant:  

Evaluate whether the complexity and scale of the move warrant the expertise of a moving management company or space planning consultant. Their insights and guidance can streamline the process and minimize potential challenges. Commercial Movers  

• Coordinate Moving of Servers and IT Department Equipment:  

Collaborate closely with your IT provider or support person to plan the relocation of your office equipment like servers and ensure minimal disruption to critical systems and operations. This can also include determining set-ups and cord management.  

• Contact Telephone Provider for Service Relocation:  

Reach out to your telephone provider to arrange for new numbers or the relocation of existing services. Consider alternative options if necessary to optimize communication channels during and after the move.   

• Identify Equipment Requiring Specialized Vendors:  

Determine if any specialized equipment, such as copiers, lab equipment, or manufacturing machinery, requires approved vendors for safe transportation. Addressing these needs early will prevent delays and ensure equipment integrity. This is more likely with Healthcare moves and the relocation of X-Ray machines or medical imaging.  

• Review Current Lease Agreement for Restoration Requirements:  

Discuss with your landlord your intent to move. Thoroughly examine your existing lease agreement to understand restoration requirements and conditions for returning the current space to the landlord. Be sure to bring any questions regarding after move cleaning services and restoring the old space after you've gone. Determine is a security deposit will be refunded. 

• Schedule Cut-Over Date with Internet Service Providers:  

Be sure to get all the information you need to determine when you have to coordinate with your telecommunications/data provider to schedule a cut-over date for transitioning services to the new location. This ensures a smooth transfer of communication infrastructure with minimal downtime. Some companies will only schedule out 30 days. Be sure to know your requirements.  

• Reserve Building Elevator and Order Keys:  

Secure the necessary logistical support by reserving building elevators for move-out and move-in periods. Additionally, order keys from the building management to facilitate access during the relocation process. This can take some time if you need to program new access cards to the building for employees so preparing this far in advance is helpful.  

• Confirm Signage Location and Hire Vendor if Applicable:  

Determine the location of signage at the new premises and hire a signage vendor to plan, obtain approval for, and install new signage as needed. Effective signage ensures visibility and facilitates smooth navigation for employees, clients, and visitors.  

• Define Moving Goals with Selected Moving Company:  

Collaborate with your moving company to outline specific moving goals and expectations. Clear communication and alignment on objectives will guide the planning and execution phases of the move. Most commercial movers are very accommodating.  

• Order New Stationery, Business Cards, and Forms:  

Update your branding materials by ordering new stationery, business cards, and forms with the updated address and contact information. Maintaining consistency across communication channels enhances professionalism and brand identity. All of these may need the help of graphic designers and printing companies, so be sure to plan ahead.  

• Notify Business Contacts such as Clients, Vendors, Patients of Change of Address (COA):  

Inform clients, vendors, and service providers, such as coffee services and vending machine suppliers, of the upcoming address change. Clear communication minimizes disruptions to business operations and fosters continued collaboration.  

• Submit Change of Address with Relevant Government Agencies:  

Notify government agencies, including the IRS, Franchise Tax Board, Secretary of State, and Employment Development Department, of the change in business address. Compliance with regulatory requirements ensures seamless business continuity.  

• Put in a Change of Address with the United States Postal Office:

You can put in your USPS change of address either online or in-person and up to 90 days prior to moving. This is also important to maintaining your businesses search engine optimization consistence which is considered your NAP (Name, Address, Phone Number). 

• Inform Insurance Carrier of Address Change:  

Update your insurance carrier about the address change and ensure adequate coverage for the new premises. Compliance with lease requirements and landlord obligations mitigates potential risks and liabilities during the relocation process.  

Two Months Before Moving Day: Critical Preparations  

Two months and counting. As your business move approaches, it's time to ramp up preparations to ensure a stress-free office relocation. Focusing on coordination, communication, and logistics becomes paramount.  

• Coordinate IT Infrastructure Migration:  

Collaborate closely with your IT team to develop a comprehensive plan for moving servers, desktops, and PBX systems. Establish clear timelines and protocols to minimize downtime and ensure seamless transition of IT infrastructure.  

• Assemble Move Team and Schedule Meetings:  

Formulate a move team comprising representatives from each department, tasked with overseeing specific aspects of the relocation. Schedule weekly coordination meetings to keep everyone aligned and address any emerging issues promptly.  

• Gather Office Space Plans and Furniture Layouts:  

Provide employees with clear layout plans for their new workspaces. Work closely with the moving team to gather and distribute these plans. Clear communication ensures a smooth transition.

• Develop Preliminary Move Schedule:  

Draft a preliminary move schedule outlining key milestones, activities, and deadlines leading up to moving day. Consider factors such as equipment installation, office setup, and employee orientation to create a realistic timeline for the entire relocation process.  

One Month Before Move  

• Develop Labeling System: 

Create a systematic labeling/tagging scheme and assign move numbers to streamline the packing and unpacking process. Consistent labeling ensures items are easily identified and placed in their designated locations at the new premises.  

• Discuss Move Insurance Needs:  

Engage in discussions with your company to assess and determine appropriate move insurance coverage. Protecting valuable assets during transit is essential, and aligning on insurance needs ensures comprehensive protection against unforeseen risks.  

• Launch Public Relations Campaign:  

Generate buzz and excitement about the upcoming move by crafting press releases to highlight the benefits and enhancements of the new location. Engage with media outlets to amplify your message and showcase the positive aspects of the transition.  

• Fine-Tune Move Schedule:  

Refine and finalize the move schedule based on updated timelines and logistical considerations. Address any potential conflicts or challenges to ensure a seamless execution of the relocation plan.  

Two Weeks Before Move:   

• Finalize Move Schedule:  

Review and confirm the finalized move schedule with all stakeholders, including vendors and service providers. Ensure alignment on key milestones and logistics to prevent last-minute disruptions.  

• Host Employee Move Orientation Meeting:  

Conduct a comprehensive orientation meeting for employees to provide essential information and guidelines for the upcoming move. Address questions, concerns, and logistical details to prepare employees for the transition.  

• Schedule Packing Material Delivery:  

Arrange for the delivery of packing materials and labels to facilitate the packing process. Ensure sufficient supplies are available to accommodate the needs of all departments and personnel involved in the move.  

• Prepare Employee Welcome Packet:  

Assemble welcome packets containing essential information about the new space, including restroom locations, gym facilities, break rooms, and copy areas. Provide employees with a comprehensive guide to navigate and familiarize themselves with the new environment. This will be distributed when employees arrive at the new locations. 

As the moving day draws nearer, completing these tasks one month and two weeks before the move ensures thorough preparation and smooth execution. From fine-tuning logistics to engaging employees, good planning sets the stage for a successful transition to the new location.

Move Week:  

• Schedule Additional Packing Material and Label Delivery:  

Ensure an ample supply of packing materials and labels is available by scheduling additional deliveries as needed. Having sufficient supplies on hand streamlines the packing process and minimizes delays.  

• Tag and Label Destination Site:  

Label the destination site using room numbers and equipment IDs to guide movers and facilitate efficient placement of items. Clear labeling ensures items are delivered to their designated locations, minimizing confusion during unpacking.  

• Distribute Contact Lists:  

Provide contact lists containing emergency, on-site, and on-call contact information to all relevant parties. This ensures accessibility to essential contacts and facilitates prompt communication in case of emergencies or unforeseen issues.  

• Prep Building for Move:  

Prepare the building for the move by implementing protective measures such as surface protection and corner guards. These precautions help prevent damage to walls, floors, and other surfaces during the relocation process.  

• Distribute New Security ID Cards/Key Entry Badges:  

Distribute new security ID cards or key entry badges to authorized personnel for access to the new location. Ensuring secure access enhances safety and security during the move and after relocation.  

• Schedule Training for Emergency Procedures:  

Conduct training sessions for all employees on emergency procedures specific to the new location. This includes protocols for fire safety, evacuation procedures, and other relevant emergency response measures.  

• Change Locks and Access Codes:  

As close as possible to moving day, change locks and access codes at the new location to enhance security and restrict unauthorized access. This precaution safeguards sensitive areas and assets during the transition.  

Move Day:  

• Assign Origin and Destination Move Team Members:

Designate move liaisons at both the origin and destination sites to oversee and coordinate move-related activities. These liaisons serve as points of contact for communication and coordination between movers and employees.  

• Coordinate On-Site Help:  

Arrange for on-site assistance to address move-related questions, especially in regards to office layouts and new floor plan requirements. Your commercial mover should have this covered, but in case you have taken a more DIY approach, this is important. The more efficient the movers can be with an office space blueprint, the easier it will be for everyone.  

• Complete Job Walk:  

Conduct a comprehensive job walk each day of the move to ensure progress is on schedule and identify any goods or walls that may have been damaged during transit. Prompt identification allows for timely resolution of issues.  

• Allocate Keys and Access Cards:  

Distribute keys and/or access cards to authorized personnel for the new location. Proper allocation of access credentials ensures seamless access and security for employees.  

• Distribute Employee Welcome Packets:  

Welcome employees to their new workspaces by distributing welcome packets containing essential information about the new facilities, amenities, and resources available to them.  

• Update Your Google Listing with new Address:  

To ensure your business maintains its online visibility and accessibility, don't forget to update your Google listing with the new office address. This will help clients and customers find your new location easily and ensure accurate information is displayed on search results. Updating your listing can be done through the Google My Business platform. 

Post-Move Support:  

• Maintain 'Move Command Central':  

Continue operating 'Move Command Central' to support employee inquiries, manage lost items, track action items, and address any remaining concerns post-move.  

• Dispatch Teams for Post-Move Set-Up:  

Dispatch appropriate teams to handle post-move set-up tasks, such as hanging whiteboards, installing equipment, and configuring workstations. This ensures a smooth transition to normal business operations at the new location.  

• Distribute New Contact List and Layout:  

Provide employees with updated contact lists and layouts of department locations in the new premises. Clear communication and accessibility to information facilitate adjustment and navigation within the new environment.  

• Collect Access Items and Return Deposits:  

Collect all access items, including security cards, keys, and parking passes, from employees and vendors. Arrange for the return of deposits held by the landlord for these items, ensuring compliance with lease agreements.  

• Prepare Move Punch List and Action Items:  

Compile a move punch list identifying any outstanding action items or deficiencies requiring attention. Coordinate with relevant contractors and stakeholders to address these items systematically and ensure a successful post-move transition.  

Final Tips

Completing the tasks outlined during move week, on move day(s), and in the post-move phase ensures a smooth transition and sets the stage for operational success at the new location. By maintaining clear communication, addressing logistical challenges, and providing support to employees, you can navigate the complexities of a business move with confidence and efficiency.  Go ahead and print this office moving checklist and mark off the things you complete as you go.