An office move is a business continuity project. Every hour of downtime costs money, so planning, labelling and a clear handover matter more than the truck.
What's included
| Task | What it covers | Notes |
|---|---|---|
| Site survey | Both offices: access, lifts, parking, floor plans | Note loading bays and building rules |
| Move plan | Sequence, timing, floor plan with desk numbers | Agree before quoting final |
| Packing | Files, stationery, kitchen, decor | Crates or cartons labelled by desk |
| IT equipment | PCs, monitors, printers, network gear, servers | Anti-static wrap; IT team should disconnect |
| Furniture | Workstations, chairs, cabinets, conference tables | Dismantling and re-assembly |
| Transport | One or more covered vehicles | Several trips may be needed |
| Setup | Furniture placed to plan, boxes delivered to desks | Optional unpacking |
| Disposal (optional) | Old furniture, packing waste | Ask for the cost |
When you need it
- Moving to a bigger or smaller office
- Consolidating branches
- Lease ending or building renovation
Step-by-step process
- Appoint a move coordinator inside your company.
- Post your requirement with both addresses, headcount, floors and a list of furniture and IT equipment.
- Survey and plan. The mover visits both sites and proposes a schedule.
- Written quote and scope. Check IT handling, furniture work, number of trips, setup and disposal.
- Check building rules. Ask building management at both sites about lift booking, move hours and security passes.
- Back up data. Your IT team backs up systems and labels cables before disconnection.
- Label everything. Each item marked with the new desk or room number.
- Move day. Usually after office hours or on a weekend.
- Setup and test. Furniture placed to plan; IT reconnected and tested.
- Snag list and payment.
Approvals and documents
No government approval is needed for the move itself. Inform utility providers (LESCO, internet providers) about disconnection and reconnection, and update your registered address with the relevant authorities and banks. Check your lease for handover conditions at the old office.
For accounts, ask whether the mover can issue a proper tax invoice in the company's name.
What affects the cost
- Number of workstations and volume of files
- IT equipment and server handling
- Furniture dismantling and re-assembly
- Floors, lifts and building move-hour restrictions
- Night or weekend work
- Number of trips and vehicle size
- Temporary storage and disposal of old items
Compare at least three written quotes based on the same inventory and floor plan.
Move-day checklist
- Building management informed and lift booked at both sites
- Floor plan with desk numbers printed and posted at the new office
- IT backup complete and cables labelled
- Keys, access cards and passwords for the new site ready
- A staff member at each site to answer movers' questions
- Contact list for the team and supervisor
Questions to ask the mover
- Have you moved offices of a similar size? Can we speak to one?
- How do you pack and handle IT equipment?
- Can you work at night or on weekends?
- Who supervises on the day?
- How are damage claims handled?
- Can you issue a tax invoice?
Red flags
- No visit to both sites before quoting
- No labelling or floor-plan system
- IT equipment loaded loose with furniture
- Unclear responsibility for damage
- No invoice in the company name
FAQs
How do we keep downtime short? Move after hours or over a weekend, label every item by new desk, and have IT reconnect critical systems first.
Should the movers disconnect our computers? Your IT team should disconnect, label and reconnect. Movers pack and transport.
What about confidential files? Pack them in sealed, numbered crates and assign a staff member to track them.
Can the mover dispose of old furniture? Many can, for an extra charge. Ask what happens to it.
How far ahead should we plan? Start as soon as the new lease is signed. The building's rules and your IT plan usually drive the timeline.
Sources
This guide is based on general trade practice and does not quote rates or rules. Get written quotes for current prices.