The Ultimate Office Removals Checklist

Relocating an office is a complex process that requires meticulous planning to minimise downtime and ensure a seamless transition. Use this comprehensive office relocation checklist to guide your  business move from preparation to post-move adjustments.

📅 3-4 Months Before Moving Day

📝 Strategic Planning

• Appoint an internal move coordinator or committee to oversee the relocation.
• Establish a realistic moving budget with contingency funds.
• Confirm the moving date (consider weekends or holidays to reduce disruption).
• Develop a communication plan for staff, clients, and suppliers.
• Create a detailed inventory of all items to be moved.
• Decide what furniture and equipment will be replaced, sold, or relocated.

🏢 Property & Lease Considerations

• Review lease terms for the current business premises and confirm the notice period.
• Discuss move-out procedures with the current landlord.
• Finalise the lease or purchase of the new office space.
• Obtain floor plans for the new premises.
• Plan the new office layout, including desk arrangements, meeting rooms, and storage.
• Measure office foorways, lifts, stairwells, and loading bays at both locations to ensure large furniture and equipment can be transported.
• Arrange parking permits for moving day if needed.

🚛 Selecting Service Providers

• Research and request quotes from reputable office removals companies.
• Verify insurance coverage and credentials of removal companies.
• Check references and reviews from other businesses.
• Book additional specialists if required (IT professionals, telecom engineers, furniture fitters).

📆 2 Months Before Moving Day

💻 IT & Communications

• Conduct a full audit of technology equipment and office infrastructure.
• Notify IT service providers of your business move and arrange new connections (broadband, phone lines, servers, etc.).
• Schedule the disconnection and reconnection of IT and telecoms systems.
• Plan data backup procedures before the move to prevent loss.
• Develop a detailed IT relocation plan to minimise downtime.

📑 Administrative Tasks

• Order new office stationery with the updated address.
• Notify Companies House, HMRC, and other regulatory bodies of the address change.
• Update business insurance policies for the new premises.
• Arrange for business mail redirection services.
• Update website, Google My Business, and email signatures with the new address.
• Notify suppliers, service providers, and customers of your move.

🗓 1 Month Before Moving Day

📦 Preparation & Organisation

• Create a colour-coded labelling system for office furniture, IT equipment, and packing boxes.
• Finalise the floor plan for the new office and distribute it to staff and the removals team.
• Declutter and dispose of unwanted items via donation, resale, or recycling.
• Arrange office furniture recycling or disposal services.
• Order packing materials (boxes, labels, crates, protective wrapping).
• Schedule a final deep clean of the old office.

👥 Staff Communication

• Host an all-staff meeting to explain moving logistics.
• Provide employees with packing guidelines.
• Assign responsibilities for different departments or teams.
• Prepare “moving day survival kits” with essentials for the first day in the new office.
• Arrange staff parking and commuting information for the new location.

⏳ 2 Weeks Before Moving Day

✅ Final Arrangements

• Confirm the office moving date and schedule with the removal company.
• Finalise building access arrangements for both locations.
• Arrange security measures for sensitive items and equipment.
• Book lifts and loading zones at both sites if necessary.
• Confirm insurance coverage for moving day.
• Order refreshments or catering for moving day.

📂 Documentation & Record Keeping

• Take photographs of valuable equipment and computer systems before packing.
• Create an inventory list for IT equipment, including serial numbers.
• Print multiple copies of floor plans for the movers.
• Ensure all staff have clear instructions for their first day at the new location.

🚚 1 Week Before Moving Day

📦 Final Preparations

• Begin packing non-essential items.
• Back up all IT systems and data.
• Ensure all personal items are cleared from desks.
• Organise keys, passes, and security access for the new premises.
• Test utilities (electricity, water, heating, internet) at the new office.

📢 Staff Organisation

• Distribute the office moving day schedule to employees.
• Assign team leaders to oversee different office sections.
• Prepare an emergency contact list for moving day.

🚛 Moving Day

📍 On-Site Coordination

• Arrive early to meet the removal team.
• Provide the removal team leader with the floor plans.
• Supervise loading and unloading operations.
• Keep refreshments available for staff and movers.
• Document any damages or missing items immediately.

🏢 Final Checks at Old Office

• Collect all office keys and access cards.
• Take final meter readings (gas, water, electricity).
• Walk through with the landlord or property manager if possible.
• Secure the building and set the alarm before leaving.

🆕 First Week in the New Office

🔧 Priority Setup

• Set up IT and phone systems immediately.
• Ensure all staff have functioning workstations.
• Verify all security systems are operational.
• Address any urgent furniture or equipment issues.

📊 Post-Move Review

• Report any damages or missing items to the removal company and insurance provider.
• Schedule a debriefing meeting to discuss issues.
• Collect feedback from employees about the move.
• Update any remaining address details with clients and suppliers.
• Celebrate with an office warming event! 🎉

🔎 Special Considerations

💾 IT & Data Security

• Label all cables before disconnecting.
• Photograph server and workstation setups for easy reconnection.
• Transport critical equipment separately.
• Arrange IT specialists to handle reconnection.

📂 Confidential Documents

• Secure sensitive files in locked containers.
• Arrange confidential document shredding before moving.
• Verify all confidential materials are accounted for post-move.

🪑 Furniture & Special Equipment

• Identify specialist equipment needing expert handling.
• Obtain manufacturer guidelines for transporting fragile items.
• Schedule post-move calibration services if required.

This checklist ensures your office relocation is smooth, organised, and efficient!

Get Expert Help with Your Office Move

Planning an office relocation? MNM Removals is here to make your move seamless and stress-free.

✅ Expert Office Movers – We handle everything from packing to IT relocation.
✅ Minimal Business Disruption – Flexible scheduling, including evenings and weekends.
✅ Secure and Insured – Your office equipment is in safe hands.
✅ Complete Office Moving Solutions – Packing, transport, set-up, and storage.

📞 Call us now on 0800 0025543 for a free consultation and moving quote.
📧 Email us at contact@mnmremovals.co.uk to discuss your office move.
🌍 Visit MNM Removals for more details and expert moving advice.

Let MNM Removals handle your business move, so you can focus on what matters most—running your company!