Office Move Checklist: A Step-by-Step Guide for Business Relocations

At VanUmove UK, we make office removals fast and easy with drivers you can rely on. If you’re planning a major relocation, use the list below to get started.

Why Businesses Use an Office Move Checklist Before Relocating

Company relocations benefit the most from an office move checklist because:

• Operations must be up and running as quickly as possible
• Lost time with a relocation puts an immediate strain on revenue
• Checklists allow for faster move preparation

We help move you from one premise to the next in concise stages that include 3-6 and 1-3 month preparations.

Get started by using our timelines below:

The Complete Office Move Checklist

Moving requires a lot of preparation. Planning an office move is even more intensive. We’re going to provide a comprehensive list that will streamline your relocation.

While not comprehensive, the above checklist for an office move will guide you through a 180-day plan of attack. Below, we’ll provide even more items to consider along the way.

3–6 Months Before the Office Move

You’re too early into a relocation to worry about boxes, but you can focus on other key areas at this time. An early jumpstart will look something like this:

Real Estate and Layout Finalization

A few foundational tasks to add to your list include:

• Finalise your lease(s). You want to collect all signatures and have your new space in order to make the transition as fluid as possible.
• Plan out your space. Work with a planner or architect to finalise office space and utilised areas, such as breakrooms.
• Obtain any permits or permissions necessary to meet local requirements.

Infrastructure and IT

Downtime? Keep it to a minimum. Your goal during an office move is to minimise downtime as much as possible. Avoid delays by:

• Contacting ISPs 90 days ahead of time to make sure installations are on the schedule.
• Conduct an entire IT audit so that you know what hardware is moving where and what’s to be decommissioned.
• Plan out your security systems, such as alarms, CCTV and other measures.

Work with a consultant to help you through this transition and make sure that your IT and infrastructure are in place.

Vendor Selection and Procurement

Your company requires the best contractors. On top of getting three quotes from a man and van in London - or any other city - you should also:

• Put in any furniture orders at least 12 weeks ahead of time
• Gather insurance provider information

Internal Communications

Your final step is to add the human element to reduce the anxiety related to the move. You have a few ways of going about this:

• Assign representatives from each department to act on the specific needs of the team
• Begin clearing out bins and filing cabinets to remove all of the “junk” that you’ve been hanging onto for years
• Create a master list that you’ll update in the future for everyone who needs to be contacted about the relocation

Creating a long-term office move checklist is a good starting point and one that will make the rest of the move even easier. But now we’ll enter into the 1-3 month phase.

1–3 Months Before Moving Offices

Between the 30 and 90 day mark, a lot of work must be done, even before contacting a local moving company. Start with:

Statutory and Financial Compliance

Mandatory notifications to government bodies and local authorities have certain requirements:

• HMRC Notification: Inform HMRC of your change of address for Corporation Tax, VAT, and PAYE. This ensures your tax records and payroll remain compliant.
• Business Rates: Contact the local council for both your old and new premises. You must settle the final bill for the old office and register for Business Rates at the new site to avoid penalties or missed Small Business Rate Relief.
• Companies House: Prepare to file Form AD01 (Change of Registered Office Address) within 14 days of the move.
• Insurance Review: Ensure your Employer’s Liability and Public Liability insurance policies are updated to reflect the new postcode.

Infrastructure and IT "Cut-Over"

At the 60-day mark, IT becomes the highest priority to ensure the business is operational on Monday morning.

• Openreach/ISP Finalisation: If you haven't already, confirm the "Comms Room" readiness.
• Hardware Disposal (WEEE Directive): If you are purging old monitors or servers, you must comply with the Waste Electrical and Electronic Equipment (WEEE) regulations. Hire a certified disposal firm that provides a "Waste Transfer Note."
• Diversion of Mail: Set up a Royal Mail "Business Redirection" service. It is recommended to set this for at least 6 months to catch annual renewals or stray invoices.

Operations and Vendor Management

Coordinate the physical movement of assets and the termination of local service contracts.

• Building Management Liaison: Coordinate with the "Facilities Management" (FM) at both the old and new buildings. You will likely need to book the goods lift and provide the "Method Statement and Risk Assessment" (RAMS) from your moving company.
• Utility Meter Readings: Identify the location of water, gas and electricity meters. Schedule a final reading for the day of the move to ensure you aren't billed for the next tenant's usage.

Internal Logistics and Staff Readiness

Focus on packing and the transition for your employees.

• Commuting and Access: Provide staff with updated commute routes (TfL updates, local parking permits), bike storage locations and new security fob procedures.
• Health and Safety (DSE): Prepare to conduct new Display Screen Equipment (DSE) assessments for all staff once they are at their new desks to comply with UK Health and Safety Executive (HSE) requirements.

2 Weeks Before the Office Move

You’re entering the final stretch. From this point, you’ll want to review a lot of what we’ve already covered. A few areas of focus are:

Final Logistics

• Perform your RAMS confirmation
• Book your goods lift
• Parking permits and suspensions

IT and Telecoms

• Activate and test all of your lines
• Finalise desktop mapping
• Test your phone systems

Packing and Inventory Control

• Maintain all inventory using color-coded labels
• Ask staff to remove all of their personal belongings
• Label all of your items with unique IDs

You’ll also want to consider your office’s security, cleaning and waste transfer. At this point, your move is becoming more real.

Office Moving Day Checklist

You’ve been preparing for months. Today is the day to check off all of the items on your moving office checklist:

After the Office Move: Setup Checklist

Your transition is done. Now, it’s time to go through an after-office relocation checklist that includes:

• Work with tech support to make sure all systems are operational.
• Conduct a fire walkthrough.
• Provide welcome packs to employees with any new credentials they may need.
• Perform a DSE self-assessment.
• Perform all portable appliance testing
• Update signage for first aid and fire safety.
• Test your virtual conference room.
• Map out your servers, printers and scanners.
• Walk the floors to review any damage that may have occurred during the move.
• Finalize your address via email and on Google My Business.

You’ll also want to check in with employees to make sure that they have everything they need going forward.

Common Office Moving Mistakes Businesses Make

Even with a checklist for an office move, you can make mistakes. Common issues we see all the time include:

• Waiting too long to set up IT and telecommunications.
• Ignoring the “dilapidations” clause.
• Treating an office like a home move.
• Failing to use a labeling system.
• Waiting too long to purge old files and furniture.

If you follow our checklists, it will be easy to avoid many of the issues above.

How to Choose the Right Office Removal Company

Office relocation has a lot of moving parts. Compare quotes and reviews from multiple providers to find one that fits your unique needs.

At VanUmove, we make it easy to compare hundreds of man and van providers with office move experience.

Start your comparison today to save time and money.

Frequently Asked Questions (FAQs)

What should be on my moving checklist?

Concise lists must include logistics and infrastructure, legal and administrative requirements, health and safety and packing.

When should you start planning an office move?

Six months ahead of time. Office moving day is more about logistics than it is the physical relocation of items.

Who should manage an office relocation?

Assign team leaders for each division. One main manager may work through your office relocation checklist, but delegate this responsibility across team leads to reduce the stress on everyone.

How long does an office move typically take?

Hours to days, depending on location and the amount of belongings you’re transporting.

Should you hire professional office removal companies?

Yes. Office relocation is serious when there’s more than one employee. Professionals will help you get back up and running quickly.

What to consider in an office move?

Your first step is to find a man and van hire you can rely on. Then, you need to consider everything from IT and infrastructure needs to moving dates.

What to do 2 days before moving?

Prepare. Planning an office move must be done months in advance. Ensure everything is in order for your relocation, walk through your office and call professionals to make sure they’re on schedule.