Your Ultimate Office Relocation Checklist

Relocating an office requires significant time and resources, but with the right plan, you can ensure your move is efficient, on budget and stress-free. Establishing and following a timeline will keep your company on track throughout the process.

Below, we’ve created a detailed corporate office relocation checklist, broken down into actionable steps based on your timeline. Because we’ve been performing office relocations for over a century, this guide emphasizes how to work with an experienced moving company to make your transition effortless.

6–12 Months Before the Move

Starting at least a year in advance may feel like overkill, but you’ll thank yourself later. This initial period is the time for strategic planning and laying the groundwork for a successful office relocation.

1. Assemble a Moving Team

• Assign a project manager or form a relocation committee to oversee the move.
• Create a dedicated chain of command and communication structure.
• Schedule regular meetings to track progress and address concerns.

2. Define Your Budget

• Include estimates for moving supplies, professional movers, valuation protection and new furniture or equipment.
• Account for hidden costs such as IT setup, downtime or lost productivity.
• If you’re relocating to a new city or state, create employee relocation packages.
• Set aside a contingency fund for unexpected expenses.

3. Secure a Moving Company

• Research companies that specialize in corporate moves and request quotes.
• Verify references, licenses and valuation coverage.
• Discuss additional services such as packing and unpacking.

4. Assess Space Needs

• Survey employees to understand workspace preferences (e.g. open floor plans vs. private offices).
• Consider future expansion needs to avoid outgrowing the new space prematurely.
• Identify industry-specific requirements such as labs, storage or client meeting areas.

5. Begin the Search for a New Office Space

• Create a checklist of must-have features for the new location.
• Compare lease terms and consider options for subleasing unused space.
• Investigate zoning laws and regulations for your new location.

6. Create a Preliminary Timeline

• Draft a high-level project timeline to outline key milestones.
• Incorporate holidays, business cycles and deadlines to minimize disruption.

7. Begin to Decommission Your Current Office

• Review your lease to determine responsibility for the deposit and property damages.
• Begin removal of signs, displays, installations and cables.
• Assess any necessary repairs and hire the appropriate contractors.

3–6 Months Before the Move

As your moving date approaches, focus on planning the logistics and communicating with stakeholders. You want everyone in your company to feel ready for the coming transition.

1. Announce the Move

• Notify employees, clients and vendors about the move.
• Notify your current landlord and negotiate exit details.
• Share a timeline and explain how the move will benefit the business.
• Create an FAQ document addressing common employee concerns.
• Schedule team meetings to provide updates and receive feedback.
• If moving to a new city or state, share details of relocation packages.

2. Develop a Floor Plan

• Work with a professional space planner to maximize efficiency and comfort.
• Designate areas for key functions such as reception, break rooms and conference rooms.
• Include zones for collaborative spaces, quiet work areas and storage.
• Solicit input from leaders and teams as to best layout options.

3. Inventory Equipment and Furniture

• Assess current office equipment and furniture to determine what to keep, sell or donate.
• Order new items as necessary.
• Create a detailed list of items to be moved, noting dimensions and special handling needs.

4. Plan IT and Telecom Infrastructure

• Schedule consultations with IT professionals to ensure the new office has the necessary cabling, server rooms and internet setup.
• Update outdated software, computers, servers, phones and systems.
• Create a backup plan to ensure data security during the transition.

5. Update Vendor Agreements

• Notify utility providers (electricity, water, internet) of your move and set up services at the new office.
• Arrange for cleaning services and maintenance contracts for the new location.
• Verify contracts with office supply vendors and adjust delivery addresses.

6. Begin Transition Planning

• Create a transition plan to minimize downtime and maintain operations during the move.
• Establish a temporary communication protocol for the moving period.

2–3 Months Before the Move

Now is the time to coordinate details and finalize arrangements.

1. Create a Packing Plan

• Assign packing responsibilities by department and provide clear instructions.
• Order packing materials, including boxes, labels and protective wraps.
• Create an inventory tracking system for all packed items.

2. Schedule Equipment Installation

• Coordinate with IT and telecom providers to set up networks, servers and phone systems.
• Schedule furniture delivery and installation at the new office.

3. Update Business Operations

• Revise marketing materials, including your website, business cards and signage, with the new address.
• Notify government agencies, banks and other stakeholders of the move.
• Update online business listings on platforms like Google Business Profile and LinkedIn.

4. Organize Moving Permits

• Reserve loading docks, elevators and parking permits at both locations.
• Confirm building restrictions or moving policies with property managers.
• Coordinate efforts with your moving company.

5. Plan for Employee Relocation

• Share detailed maps, parking options and public transit information for the new office.
• Address any accessibility concerns and provide solutions.

6. Arrange for Security Measures

• Review security protocols at the new location and install systems if necessary.
• Update key cards, passcodes or access controls for the new office.
• Order new keys or security cards for employees.

1 Month Before the Move:

Organize the final details for a smooth transition.

1. Deep Clean Your Current Office

• Organize a shredding event to dispose of outdated documents securely.
• Donate or recycle unwanted furniture and electronics.
• Conduct a pre-move cleanup to declutter the space.

2. Label and Color-Code

• Clearly label all boxes with their contents, destination and handling instructions.
• Use color-coded labels for departments to simplify unpacking.
• Create a master inventory list for tracking purposes.

3. Confirm Arrangements with the Moving Company

• Provide an updated timeline, floor plan and inventory list to the movers.
• Review liability coverage and address any remaining concerns.

4. Prepare the New Office

• Verify utility setups, including electricity, water andHVAC systems.
• Conduct a final walkthrough to ensure construction or renovations are complete.
• Arrange for a deep clean of the new office before move-in day.

2 Weeks Before the Move

It’s time to tie up loose ends and keep everyone on task.

1. Communicate with Employees

• Share detailed move instructions, including individual responsibilities.
• Provide packing supplies for personal items and set clear deadlines.
• Reiterate safety procedures for moving day.
• Implement flexible or remote working policies to minimize work disruptions.

2. Pack Shared Spaces

• Begin packing non-essential items in common areas, such as kitchens or storage rooms.
• Secure fragile or valuable items with appropriate packing materials.

3. Test New Office Systems

• Conduct a trial run of internet, phone and IT systems to ensure functionality.
• Verify access controls, key cards and alarm systems.
• Set up a temporary workspace if necessary.

4. Organize Moving Day Teams

• Assign roles for employees to supervise the move or assist with unpacking.
• Schedule team leads to be present at both locations on moving day.

1 Week Before the Move

Complete the final touches before moving day.

1. Conduct a Final Walkthrough

• Check all areas of the old office for remaining items.
• Ensure confidential documents and valuables are accounted for.

2. Confirm the Moving Schedule

• Reconfirm timing, addresses and expectations with the moving company.
• Share the moving schedule with employees and stakeholders.

3. Create an Unpacking Plan

• Assign unpacking tasks to teams or individuals by department.
• Set up priority areas, such as IT infrastructure and workstations, first.

4. Update Stakeholders

• Send a final reminder to employees, clients and vendors about the move date.
• Share your new address and any changes to operations.

Moving Day

It’s go time!

1. Pre-Move Coordination

• Reconfirm the moving schedule and arrival times with the moving company.
• Ensure loading docks, elevators and parking spaces are accessible at both locations.
• Conduct a walkthrough of the old office to confirm all items are packed and labeled.

2. Oversight and Communication

• Assign team leads at both the old and new locations to monitor progress and answer questions.
• Stay in communication with the moving company and team leads to handle issues as they arise.
• Ensure sensitive or critical items (e.g. servers, documents) are transported securely.
• Collect keys and passcards from the old location to return.

3. Employee and Logistics Support

• Utilize your temporary workspace at the new office for essential business operations.
• Provide employees assisting with the move access to water, snacks and rest areas.
• Verify safety measures, such as accessible emergency exits and functional fire alarms.

4. Post-Move Checks

• Walk through both the old and new offices to check for missing items or damage.
• Verify that all utilities, IT and telecom systems are operational at the new location.
• Cross-reference inventory lists to identify and report any missing or damaged items.

5. Wrap-Up

• Assign unpacking responsibilities to employees by department or area.
• Host a brief team meeting to thank employees and provide updates on the next steps.
• Notify clients, vendors and stakeholders that the move is complete and share updated contact information.
• Celebrate your success!

Start Planning Your Office Move Today

Hopefully, we’ve provided you with a comprehensive checklist that shows the value of planning and organization. Working with an experienced office relocation team, like those at Wheaton, makes large relocation projects easier for everyone involved. Contact us today to learn more about our relocation services and to get a comprehensive estimate on your move.