Office Move Checklist
An office move checklist for small companies: lease, internet and IT, movers, address changes and the first day in the new space, planned well before move day.
- Typical schedule per office move
- The checklist 5 sections, 24 items
- Variables
{{new_address}}{{move_date}}
Use this checklist when your company moves to a new office, whether across the street or to another city. It suits small teams of up to a few dozen people, where the move is run by an office manager or a founder on top of their normal work. Start it as soon as the new lease is signed, ideally three months or more before the move date.
Who owns it
One person owns the move and makes the final calls. Typically that is the office manager or operations lead. IT owns the network, the internet line and the equipment, and finance owns the old lease, deposits and address changes with banks and authorities. Assign those sections by name.
Common pitfalls
- Ordering the internet line too late. A new business line can take weeks to install, especially if the building needs new cabling. Order it the day the lease is signed.
- Forgetting the old lease. Notice periods, handover condition and repairs at the old office can cost more than the move itself. Read the exit clauses early.
- Missing address changes. The registered address, bank, insurers, suppliers, the website and email signatures all need updating. Some changes, like the commercial register, take time.
- Moving everything. A move is the best chance to get rid of old furniture, paper and hardware. Decide what to sell, recycle or securely destroy before packing.
- No plan for day one. People arrive to boxes and no Wi-Fi. Test the network and set up the essentials the day before.
The checklist: Office move to {{new_address}}
Planning
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New lease signed and access date for
{{new_address}}confirmed -
Notice given on the old lease, with handover date and condition requirements noted
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Move budget agreed: movers, furniture, IT, cleaning, overlap rent
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Move date
{{move_date}}agreed and shared with the team -
Floor plan with desks, meeting rooms and network points drawn up
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Inventory made of what moves, what is sold or recycled and what is destroyed
IT and services
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Internet line ordered for
{{new_address}}with a confirmed install date before{{move_date}}Ask for a backup option such as a mobile router in case the install is late.
-
Network cabling, Wi-Fi access points and power outlets checked or installed
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Printers, phones, door access and alarm system planned for the new space
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Electricity, cleaning, waste collection and insurance arranged for the new address
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Old devices and storage media wiped or destroyed securely before disposal
Before move day
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Moving company booked, with insurance and date confirmed in writing
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Building management informed of the move times (lift, parking, loading area)
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Each person packs and labels their own desk with name and destination
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IT equipment backed up, then packed separately from furniture
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Network and Wi-Fi tested at
{{new_address}}the day before
Address changes
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Registered company address changed with the commercial register and tax authority
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Bank, insurers, accountant, suppliers and customers informed of
{{new_address}} -
Website, email signatures, invoices and online listings (e.g. Google Business Profile) updated
-
Mail forwarding from the old address set up optional
After the move
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Everyone has a working desk, network and access card on the first day
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Fire exits, extinguishers and first aid kit located and shown to the team
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Old office cleaned, repaired as required, and keys returned with a signed handover record
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Deposit return requested from the old landlord
Checklist as Markdown
Frequently asked questions
How far in advance should you plan an office move?
For a small office, start at least three months ahead, and earlier if the old lease has a long notice period. The items with the longest lead time are usually the internet line, building works and the notice on the old lease. Packing and movers can be arranged in the last few weeks.
What is the most often forgotten part of an office move?
Address changes and the old lease. Updating the registered address, bank, insurers, suppliers and online listings takes several weeks. The condition requirements for handing back the old office are another common surprise.
Who should manage an office move?
One named person with the authority to make decisions, usually the office manager or operations lead. IT and finance own their parts, but someone has to see the whole plan and keep the date.
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