Tips on Moving Your Office

We specialize in representing office tenants who are looking for space to lease and are actively involved in the search process. However, once a location is identified and a lease is signed, there is still a lot of hard work to do – most notably, the move. Although moving an office involves a lot of work, it can be a lot easier if you go about it in an organized fashion.

Typical Move Schedule

The following schedule is based on the relocation of a medium-sized (+/- 5,000 SF) professional office. The schedule for moving a small (one person) office or large (10,000 SF plus) office would be different, although many of the same principles apply. This summary is also not directly applicable to moving a retail or industrial operation.

2 Months Prior to Move

	Assign employee in charge of coordinating move
	Establish move date
	Order voice and data lines for new location and provide termination notice for services in current location if appropriate
	Interview/hire moving company (or companies)
	Order change of address post cards
	Stop ordering stationary for existing location
	Provide existing Landlord with written notice (this may be more than 2 months, so be sure to review your lease to get the actual deadline)
	Do preliminary furniture plan for new location and order any items with lead time

1 Month Prior to Move

	Get printed floor plan for existing & new office. Number each room on both plans
	Mail change of address notices to clients, vendors, service providers
	Order stationary and business cards for new location
	Arrange to have utilities turned off in current location and turned on in the new location
	Arrange for phone coverage on move day

1 Week Prior to Move

	Assemble moving supplies – boxes, carts, labels, etc.
	Verify service changes with all vendors (phone, internet, utilities)

1-2 Days Prior to Move

	Pack all office contents in boxes
	Label all items to be moved with removable labels ( template )
	Establish petty cash fund for move day

Move Day

	Assign employee in charge at both locations
	Verify completion, document damage and pay movers
	Post "moved to new location" sign on existing suite door

Post-Move

	Follow up with former Landlord on exit inspection and Security Deposit
	Submit damage claims to movers if necessary

Assigning Roles to Employees and Vendors

The following people and vendors may be involved in your move:

• Employee in Charge - Create/distribute contact list
• Primary Mover – moves furniture and boxes
• Equipment/Technology Mover – this may be your computer consultant, your primary mover, or a vendor who specializes in equipment moves.
• Systems Furniture mover
• Phone Equipment Vendor – If you own your phone system, the vendor who installed it originally is often the best company to move it.
• Cabling Company

Other Tips

• Give existing landlord written notice by deadline
• Schedule move-out inspection to expedite return of security deposit
• See if your landlord has day/time restrictions for moves