An office move is complete only when the business can work at the new address. Desks and cartons may arrive on time while internet, phones, access cards, employee seating, records, security, or customer communications remain unfinished, so define a tested reopening time and plan backward from it.
This checklist assigns separate owners to facilities, IT, people, vendors, and the physical move. It leads from the first inventory and floor plan through building access, employee instructions, technology shutdown, move-weekend delivery order, workstation testing, and the final closeout of the old office.
Start with the opening day and work backward
Choose the first day employees or customers must use the new office. Confirm possession of the new space, the final day at the old address, acceptable downtime, lease obligations, construction completion, internet installation, and building access. Give each task one owner and one due date.
| Starting point | Priority work | Evidence it is ready |
|---|---|---|
| 8–12 weeks before | Budget, mover survey, floor plan, building rules, internet and phone orders | Approved plan, booked vendors, confirmed service dates |
| 4–8 weeks before | Inventory, employee plan, records, furniture decisions, address changes | Move list, labels, seating plan, communication schedule |
| 1–4 weeks before | Packing, backups, access cards, elevator and dock bookings, testing plan | Building approvals and written move-weekend schedule |
| Move weekend and day one | IT shutdown, physical move, workstation setup, testing and support | Employees can enter, connect, communicate, and work |
Build one inventory and destination floor plan
List workstations, conference rooms, servers, printers, files, furniture, artwork, appliances, stock, tools, and specialty equipment. Mark each item move, replace, sell, donate, recycle, store, or dispose. Large copiers, safes, laboratory equipment, server racks, and commercial appliances may need separate specialists.
Number destination rooms and workstations on the floor plan. Use the same numbers on furniture, cartons, cable bags, equipment, and the mover’s delivery list. Decide where the first-day essentials will be placed before the truck arrives.
Confirm both buildings’ move rules
Ask each property manager about loading docks, freight elevators, move hours, parking, truck size, floor and wall protection, security, noise, waste, and required insurance documents. If a building needs proof of coverage, Moveline’s certificate of insurance guide explains how to request and verify it.
Give the mover photographs and measurements of the route from curb to suite. Include stairs, elevator dimensions, low clearances, tight turns, restricted streets, traffic, and any city permit. Reserve loading space and elevators in writing at both addresses.
Move technology as a separate workstream
Create a tested rollback plan for internet, phones, identity access, security, shared storage, customer systems, printers, conference rooms, and critical workstations. For retired computers and drives, follow the organization’s data-retention and destruction rules; the FTC recommends saving what is needed, signing out of accounts, erasing the drive, and using an appropriate disposal or recycling method.
Order internet, phone, security, and access-control service early; installation lead times can determine the move date. Inventory hardware and software, back up critical systems, label cables by user and device, and decide who disconnects and reconnects each item. The general mover should not make technical decisions for servers or regulated systems.
Test connectivity, phones, printers, shared drives, conference rooms, alarms, door access, remote access, and essential software before employees arrive. Keep a fallback plan for customer calls and remote work if one service is delayed.
Tell employees exactly what changes
Publish the dates, new address, parking or transit options, packing responsibilities, labeling method, access-card process, remote-work plan, and first-day arrival instructions. Managers should identify the people, files, equipment, or accommodations their teams need to function.
Keep personal, medical, financial, personnel, and customer records under the correct security and retention rules. Use locked containers, a documented handoff, and qualified records or IT vendors when the material requires it.
Choose and brief the mover
Give every bidder the same inventory, floor plans, access details, schedule, specialty items, packing responsibilities, and placement requirements. Ask who will perform the work, what equipment is included, how overtime is handled, and what happens if the new building is not ready.
Moveline’s mover selection guide and questions for moving companies help verify the company, written scope, protection, reviews, and responsibility for the actual truck.
Run move weekend in delivery order
Move the items needed to reopen first or position them so they are unloaded first. A small team should represent facilities, IT, the mover, building management, and business leadership. Keep one contact list and record completed rooms, damage, missing items, and decisions.
Before day one, walk every area. Confirm entrances, access cards, emergency information, restrooms, lighting, temperature, phones, internet, printers, conference rooms, stocked supplies, and clear paths. Give employees one place to report issues and staff it during the first working day.
Close the old office completely
Remove remaining property and data-bearing equipment, complete cleaning and repairs, return keys, document condition, cancel or transfer services, and meet lease handback requirements. Update customers, vendors, banks, insurers, licensing authorities, payroll records, websites, maps, directories, and mail. The USPS forwarding service is useful, but direct updates remain necessary for important senders.
