Office Move Checklist

During Final Contract Negotiations

  • Choose the move day
  • Give current landlord move-out notice (typically 30 days)
  • Bid and schedule movers (mover needs to be bonded and insured)
  • Finalize build-out plan, choose paint & carpet (materials may not be in stock)
  • Order chairs, desks, cubes (new furniture could take 1-2 months to arrive)
  • Evaluate phone system needs, get bids and schedule phone move
  • Order phone lines, forwarding, service move (long distance, 1-800 numbers)
  • Order Internet access / move (can take up to 30 days for some services)
  • Evaluate computer networking needs and get wiring bids
  • Get business insurance quote for new space
  • Arrange for copier move

Immediately After Finalizing Contract

  • Order or print change of address labels for notification
  • Print new address labels for existing stationery, marketing materials
  • Order new stationery, business cards, shipping labels and forms
  • Order keys / access cards from management of your new building
  • Ask management of new building to order your suite sign
  • Send address change to customers, subscriptions, government agencies
  • Order checks with new address

Preparing for the Move

  • Install phone lines, phone systems
  • Assign new phone numbers, extensions
  • Inventory existing computers, existing furniture
  • Purge old, obsolete materials
  • Create new office layout map
  • Back up computers
  • Pack up desks, personal spaces, common areas
  • Code furniture and boxes for each office
  • Notify Post Office of Change of Address
  • Update website with new information
  • Obtain moving crates/cartons
  • Distribute new keys, cards
  • Collect old keys, cards
  • Reserve access areas parking meters, entrance way, loading areas
  • Coordinate move time with both management companies
  • Finalize business insurance and deliver proof to new landlord

Moving Day

  • Post directions on your old office door to your new location
  • Give new directions and phone numbers to tenants on your floor
  • Take digital pictures of the move-out condition of your old office
  • Move plants
  • Post coded signs in new office for movers

Post-move

  • Return old keys, cards to management company
  • Talk to management about your security deposit refund
  • Periodically visit old office to pick up mail
  • Schedule phone training