Step-by-Step Office Moving Checklist for Successful Relocation

Divya Sitlani
Divya Sitlani is the Client Relationship Manager at The Address. If you ever happen to visit The Address' Ahmedabad offices, do not miss to stop by and say Hi to her.

Are you planning to relocate to a new office?


Moving into a new office for business expansion or simply a change of workplace setting is exciting. 

A new workplace offers entrepreneurs an opportunity to amplify team engagement, work culture, efficiency, productivity, and thereby fostering a happy environment. However, the shifting process can be an upheaval for your team if you fail to make appropriate preparations. 

Any mistake during the transition phase can lead to losing crucial documents, downtime in production, or massive financial loss. 

The key to a smooth and successful transition is breaking down the process into small steps. Whether you move to a shared coworking space or a spacious traditional office, you should plan the journey ahead of time.

In this post, we will share a step-by-step office relocation checklist to make your journey hassle-free. 

Let’s get started.

Steps to Follow: 6 Months before the Move

#1: Check Your Current Lease

Your existing rental lease agreement is a legally binding contract that requires you to pay a fixed amount for a specific period. 

So, before you move, ask yourself:

  • Is your lease on the verge of termination?
  • Will you need to pay a fee or deposit if you break your lease?

Besides, check for property damage. For instance, check for broken light fixtures, chipped wall paint, or any damage to the infrastructure. Understand the terms of your lease to know if you need to pay dilapidation charges for property damage before relocating.

#2: Set a Budget


Office relocation is an expensive event. 

Moving forward without setting a budget can cost you more than expected. So, set a budget beforehand to save yourself from spending massive capital.

Analyze what needs to be done and create a budget for the relocation project, including:

  • Transaction fees (for lawyers, property agents, and more)
  • Dilapidation costs for your old office 
  • Occupancy costs (such as rent, taxes, service charges, electricity, maintenance, and more)
  • Cabling and IT equipment and tool relocation and installation fees
  • Telecom equipment and installation
  • Marketing costs – announcements, new stationery, guest invitations, website update)
  • Air conditioning, ventilation, and energy performance costs (consider “green” regulations)
  • Temporary storage costs during the move
  • Disposal costs (of old furniture, tools, equipment)
  • Security charges (during the move) 

#3: Select a Suitable Moving Company

Search for the best moving company in your location that fits your budget. Taking professional help will ensure your move runs seamlessly. The sooner you contact, the better. Search for specialized office movers on the internet. Visit their website to evaluate their services and contact them for quotes. 

Check their clients’ testimonials and feedback to get in-depth insights about their services, thereby making an informed decision.

#4: Build an Internal Planning Team

Building an internal planning team can speed up your relocation process while ensuring time-bound execution of steps. So, form a team and assign clear responsibilities, such as setting a budget, contacting moving companies, and more.

Here are a few aspects to consider for selecting team members:

  • Knows your business inside-out
  • Quick decision-maker
  • Experienced at multi-tasking
  • Great communicator
  • Highly organized and good at financial analysis

Steps to Follow: 3 Months before the Move

#5: Block the Moving Date and Inform Stakeholders


Choose a suitable move date at least three months beforehand. 

Loop in your moving company manager, vendors, existing office landlord, and other stakeholders once you solidify the date.

This information will help them understand what to expect in the upcoming days. For instance, your landlord will understand the date of lease termination and may ask you to complete legal formalities.

#6: Inform Your Task Force 

Next, share the date with your team. Set expectations for the move so they can plan the transition.

Create a checklist of tasks you want to get done at the earliest. 

For instance:

  • Packing (Expected day)
  • Utility transfers (Expected day)
  • Phone installation (Expected day)

Steps to Follow: 2 Months before the Move

#7: Focus on Utility Transfers and Installation


Transfer utilities and set up their installation in the new office.

To accomplish this:

  • Speak to your team members responsible for executing this task. 
  • Understand how they plan to install internet, phones, electricity, and other utilities. 
  • Seek professional help to streamline the transfers and installations.

Staying informed and organized is the key to executing the plan without hassles. 

#8: Map Out the Office Interior


Create a floor plan to organize your new workspace layout effectively. 

Decide the placement of desks and computers. Analyze whether you will need to set up new infrastructure. 

Ask yourself:

  • Is your existing furniture good enough?
  • Are your desks and chairs ergonomic?
  • Does your furniture have enough storage?
  • How many power points/floor boxes/data points will you need?
  • How many printers and faxes will suffice?
  • How many telephone lines do you need?

If you are moving to a coworking space, assess the seating area allotted to your firm. However, creating a floor plan for shared spaces can be tricky. 

Count on reputed and trustworthy coworking solution providers like The Address to avail of tailored office solutions designed to enhance the productivity and wellbeing of working professionals.

#9: Set Up Parking Access

How much parking is allocated to your company? Where exactly can your team park? Do you need to get an access card for the parking area? – Gather all the parking-related information to save your precious time.

Steps to Follow: 1 Month before the Move

#10: Gather Moving Supplies

Although the moving company will ensure packing everything, it’s always a good idea to pack personal stuff yourself.

Gather moving supplies and ask your team to start packing their stuff. 

Here’s a list of moving supplies to consider.

  • Empty boxes
  • Tapes
  • Stickers
  • Packing papers
  • Bubble cushioning rolls 
  • Scissors 

#11: Ask Your Team to Pitch In 


As you move forward, involve your team in decision-making as much as possible. This will imbibe a sense of trust, making everyone feel valued. 

But remember that the relocation process can be slightly stressful and may impact their personal life. For instance, some employees may need to move to a location near the new workspace, uprooting their families. This can have a psychological impact on their minds. So, keep their morale up by showing understanding and support. 

#12: Update Company Information on the Web

Update your new address on your website to notify your clients, vendors, suppliers, and other stakeholders of the new business address. You can even create social media posts to spread the word. 

For instance, check out how The Address team announced their new branch opening in Vadodara through its Instagram handle. 


Steps to Follow: 2 Weeks before the Move

#13: Discard the Non-Essential Stuff

There’s no point taking unnecessary stuff to your new workspace. So, get rid of clutter by clearing old files and donating unwanted furniture, tools, and equipment to charity. Set up plenty of garbage bins for easy removal of stuff.

#14: Visit the New Space to Check the Installations

Schedule a thorough walkthrough of your new workspace to check the progress of installations and office setup. 

Be it phones, laptops, computers, or lights, check everything to ensure a successful transition.

Steps to Follow: 1 Week before the Move

#15: Review the Moving Schedule

Speak to your moving company and team to confirm everything is on the right track. Review the progress to see if something needs to be done urgently.

#16: Celebrate Your Journey


Moving to a new workspace is a huge milestone for you and your team. Considering the months of hard work and efforts that your team has put into the process, arrange a small celebration to express gratitude.

The Big Day: Make the Final Move

Now that you have gone through the entire relocation checklist, it’s time to make the final move! 


Research states that workspaces can influence employees’ productivity and work interest levels. So, moving to a new workspace setting can bring fresh vibes and reduce attrition rates, thereby improving your business ROI. 

However, relocating workspace is no small feat and involves risks like losing crucial documents, failing to execute the relocation plan, and more.

Fortunately, with this step-by-step office relocation checklist, you can minimize the complications and move stress-free. So, follow the shared guide to keep your relocation process organized and on schedule. 

May your business thrive in years to come!