Moving guide
Office Move Checklist for a Working Business
An office move succeeds when the business can work again, not when the last crate leaves the old floor. Start with owners, deadlines and dependencies. The removal plan, IT cutover, building permissions and staff communication should use the same room and asset references.
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Build the move team and scope
Name one decision owner and representatives for facilities, IT, security, finance and each department. Create a floor plan and asset register covering desks, chairs, equipment, archives, stock and items that will be disposed of. Identify critical systems and the maximum acceptable downtime. Confirm lease handover and reinstatement obligations. Share the inventory with removal bidders so comparisons use the same scope, including crates, dismantling, storage and waste routes.
Coordinate both buildings
Book loading areas, goods lifts, security access and out-of-hours contacts. Obtain risk assessments or method statements requested by building management and confirm floor-loading or lift restrictions for heavy equipment. Check parking, height limits and routes between loading bays and suites. Protect common areas and clarify who removes that protection. At the destination, number rooms and desk positions on the plan before labels are printed; a clear destination code prevents every crate becoming a question.
Plan IT and records
Back up systems and test restoration before anything is disconnected. Photograph cable layouts, label both ends, and separate equipment that will be moved by a specialist or employee. Encrypt sensitive devices and use tracked containers for confidential records. Decide which services move first and the sequence for network, phones, printers and user testing. Keep a small continuity kit with laptops, chargers, contact lists and essential paper records outside the main load.
Communicate, move and reopen
Tell staff what to pack, what not to move, access arrangements and where to work during the cutover. Give customers and suppliers only confirmed address or downtime information. On the day, use an authorised sign-off person at each site and record exceptions. Before reopening, test internet, phones, access control, fire routes, key equipment and welfare facilities. Walk the old premises for missed assets and photograph handover condition. Retain inventories, completion notes and issue contacts until the post-move review closes.