An office move runs best when one person owns the plan, and every task has a named owner and a deadline. Use this checklist as a flexible timeline. A small office might fit it into six weeks, while a larger company or a move that depends on a build-out may need several months.
Each task is marked with who usually handles it: your business, your IT team or provider, building management, or the mover. Responsibilities vary by vendor, so confirm the split in writing with each one.
Who Handles What in an Office Move
| Owner | Typical responsibilities |
|---|---|
| Your business (move coordinator) | Budget, lease dates, schedule, decisions on what to move, vendor contracts, employee and customer communication, the floor plan |
| IT team or provider | Internet and phone service, network setup, data backups, disconnecting and reconnecting equipment, data security, equipment inventory |
| Building management (both locations) | Move hours, loading dock and elevator reservations, insurance certificate requirements, keys and access cards, building rules |
| Mover | Estimate, transport, and the services in its contract, such as packing, furniture disassembly and reassembly, placement by floor plan, and storage |
Do not assume a mover handles IT disconnection, data, records management, or specialized equipment unless those services are written into the contract.
Four to Six Months Before the Move
Assign a move coordinator and responsibilities
- Name one move coordinator with authority to make decisions. (Business)
- Pick a contact person in each department to handle questions and packing. (Business)
- Create a shared tracker with every task, owner, and due date. (Business)
Confirm the budget, lease dates, and schedule
- Confirm the end date of your current lease, any notice requirements, and the condition the space must be returned in. (Business)
- Confirm when you can access the new space and whether it will be ready. (Business, building management)
- Build a budget that covers the mover, IT work, new furniture, cleaning, storage, signage, and any rent overlap. (Business)
- Choose a target move date and a backup date. Weekend or after-hours moves can reduce disruption, but check whether both buildings allow them. (Business, building management)
Review both buildings’ rules.
- Ask each building for its move rules: allowed hours, loading dock and elevator reservations, floor and wall protection, parking for the truck, and after-hours access. (Building management)
- Ask for the insurance certificate requirements the mover must meet. Our guide to certificate of insurance requirements explains common terms. (Building management, mover)
Two to Three Months Before the Move
Inventory furniture, equipment, and supplies
Walk every room, storage closet, and break area and list what is there. Record furniture by type and count, and equipment by asset tag or serial number. (Business, IT)
Decide what to move, store, replace, or dispose of
| Decision | When it makes sense | Next step |
|---|---|---|
| Move | The item fits the new layout and is in good condition | Add it to the mover’s inventory |
| Store | You will need it later, or the new space is not ready | Arrange storage and a delivery date |
| Replace | It does not fit the new space or is near the end of its life | Order early, since furniture lead times vary |
| Dispose of, donate, or recycle | It is no longer needed | Schedule removal before moving day, and follow data-wiping rules for electronics.s |
Plan the new office layout
- Get a scaled floor plan of the new space. (Business, building management)
- Assign desks, offices, and shared areas, and number or name each room. (Business)
- Mark locations for printers, network equipment, power, and data outlets. (Business, IT)
- Share the final floor plan with the mover so they can place items correctly on arrival. (Business)
Start the IT plan
- Contact internet and phone providers about service at the new address. Ask about installation lead times. (IT)
- Plan how phone numbers will move and what happens to service at the old address. (IT)
- Map the network and server setup for the new space. (IT)
- Decide who will disconnect, pack, and reconnect computers, servers, and network equipment. (IT, mover if contracted)
Decide how confidential files and sensitive equipment will move
- Name the person responsible for confidential records, legal documents, and financial files. (Business)
- Review your records retention policy and securely destroy what you no longer need. (Business)
- Decide whether sensitive files will travel in locked containers, with an employee, or with a specialized records vendor. (Business)
- List sensitive or high-value equipment, such as servers or lab and medical devices, and confirm who is qualified to move it. (Business, IT)
Request mover estimates
- Schedule walkthroughs of the current office with at least two movers. (Business, mover)
- Share the floor plan, building rules, inventory, and target dates. (Business)
- Compare what each estimate includes, such as packing, disassembly and reassembly, materials, after-hours work, and storage. (Business)
Four to Six Weeks Before the Move
- Book the mover and confirm the date, start time, and services in writing. (Business, mover)
- Reserve loading docks, elevators, and after-hours access at both buildings. (Building management)
- Submit the mover’s insurance certificate and confirm both buildings approve it. (Mover, building management)
- Choose a labeling system and order labels and packing supplies. (Business, mover)
- Tell employees the move date, what they need to pack, and what the mover will handle. (Business)
- Notify vendors, service providers, and delivery companies of the new address and the effective date. (Business)
- Book cleaning for the old space after the move. (Business)
Set up a labeling system
A clear label tells the mover where each item goes and what your team should unpack first. Use the same format on every box and piece of furniture.
| Label field | Example | Purpose |
|---|---|---|
| Department | Accounting | Groups items for loading and placement |
| Destination room | Room 214 | Matches the floor plan |
| Employee or position | Desk 6 | Puts personal items at the right desk |
| Unpacking priority | Priority 1 | Shows what must be set up first |
| Box count | 3 of 8 | Makes missing boxes easy to spot |
One to Two Weeks Before the Move
- Run a full data backup and confirm you can restore it. (IT)
- Label computers, monitors, and cables so you can rebuild each setup at the right desk. (IT)
- Have employees pack their desks and label every box. (Business)
- Pack confidential files per your plan and keep a list of what you packed. (Business)
- Confirm the moving day schedule with the mover and both buildings. (Business, mover, building management)
- Prepare the new space with keys, access cards, signage, and working power and data outlets. (Business, building management, IT)
- Share a contact sheet with phone numbers for the coordinator, IT, both building managers, and the mover. (Business)
Moving Day
- Station a decision-maker at each location. (Business)
- Walk the old space with the mover before loading starts and point out anything that stays. (Business, mover)
- Keep confidential files and sensitive equipment under your chosen process. (Business)
- Direct placement at the new office using the floor plan. (Business, mover)
- Reconnect network equipment and test critical systems first. (IT)
- Do a final walkthrough of the old space before the truck leaves. (Business)
After the Move
- Check furniture and equipment for damage, and report any problems promptly, per your contract. (Business)
- Test phones, internet, printers, and security systems. (IT)
- Keep a short list of open issues and assign each one. (Business)
- Update your business address everywhere it appears, including your website, Google Business Profile, invoices, email signatures, and listings. Use the U.S. Postal Service change-of-address process for business mail, and update state and local registrations as required. (Business)
- Return keys and access cards for the old space and schedule the final inspection. (Business, building management)
- Ask employees what still needs attention in the new space. (Business)
To keep the business running during the move, read our guide to phasing a move with zero downtime.
Planning an Office Move on the Emerald Coast?
We move offices and businesses across the Emerald Coast. Learn more about our office relocation services and office furniture storage when your new space isn’t ready, or request an office move estimate.