Office moves are stressful, not because of the heavy lifting but because one small oversight—like forgetting to schedule IT disconnects—can throw off your entire reopening timeline. When clients are waiting and your team needs to hit the ground running, there’s no room for delays.
Consider this essential office move checklist for a smooth transition, designed to help you stay ahead of the unexpected.
Create a Detailed Move Timeline
Start planning the move at least 6 months before it is set to take place. Identify your move date and build backward so you can give vendors 60 days’ notice, confirm building access 30 days before, and schedule packing and labeling to begin a week prior.
Avoid last-minute scrambles by blocking time on calendars for department leads, internal walkthroughs, and equipment disconnections. Don’t forget to leave at least one full workday between move-out and move-in to troubleshoot.
Take Inventory and Prepare Equipment
Walk through each department and document every piece of equipment, including monitors, cables, furniture, and copiers. Use color-coded stickers or spreadsheets to label what’s staying, going, or being recycled.
For IT, back up all critical data at least 72 hours before the move, and unplug nonessential tech one day early. If you’re using this time to upgrade outdated equipment, make those orders no later than 30 days out.
Notify Vendors and Transfer Services
Notify internet providers, security monitoring companies, phone service vendors, and copier lease holders by day 60. Confirm install dates for your new location and cancel or transfer any applicable contracts.
Update your business address with banks, billing partners, insurance providers, and state or local agencies. Don’t forget to update digital maps and online profiles once the move is complete.
Assign Internal Move Leads
Assign one move lead per department, ideally someone with both logistical skill and internal knowledge. Their job should be to keep their teams on track and communicate needs or roadblocks.
Set a standing check-in every Monday for the 6 weeks before the move. Use a shared project management tool to track deadlines, tasks, and facility updates in one centralized place.
Work With Commercial Movers
The right moving partner makes all the difference. Choose commercial movers who understand how to safely transport electronics, sensitive documents, and office furniture without disrupting operations.
Ask for a full breakdown of moving services, including packing materials, insurance coverage, and IT handling. Clarify who’s responsible for disconnecting and reconnecting tech, and confirm any limits on liability before signing.
Don’t Let Small Tasks Stall You
You’ve packed, labeled, and coordinated, but small things can still trip you up. Set aside a kit with chargers, power strips, printer cables, and door access cards. Label cables as you unplug them. Also, test your phones and Wi-Fi within two hours of arrival at your new space.
Use this essential office move checklist to ensure a smooth transition. And when you’re ready to work with experienced professionals, call Capitol North American. From planning to unpacking, our movers are trained, equipped, and prepared to handle your office relocation with care.
