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Office Moving Checklist

Feel free to use our office moving checklist to help you plan your office relocation project. Feel free to contact any of our qualified commercial relocation companies if you need further assistance.

Make internal company decisions
[] Area being considered
[] Type of building desired
[] Square feet needed
[] Budget limits
[] Utilize modular furniture?
[] Replace any case goods furniture?
[] Determine office sizes & who gets one
[] Make changes/upgrades to office systems
[] Telephone system
[] Computers and networking
[] Copiers/Printers/Fax machines. Postage meters, etc.
[] Establish requirements for archiving/warehousing (off site)

Hire a tenant rep broker

Hire an architect/interior designer
[] Create working floor plan drafts
[] Provide HVAC requirements for all equipment
[] Provide electrical requirements for all equipment
[] Decide on standard cabling outlet configuration (Voice and Data)

Select space
[] Negotiate lease terms
[] Negotiate work letter (TI allowance)
[] Sign lease
[] Give notice to old landlord

Hire vendors
[] Cabling
[] Telephone system (replace it or move it)
[] Order new phone/data service (POTS, T-1, ISDN, DSL)
[] Network (upgrade it, back it up, prepare to move it)
[] Security system
[] Modular furniture (replace it or move it)
[] Furniture movers
[] Document destructors
[] New janitorial service
[] Plant watering service

Manage construction project
[] Hire General contractor
[] Hire Project manager?
[] Hire MEP engineer
[] Get drawings approved for permit
[] Obtain building permits

Change address & phone numbers
[] Order new stationery and business cards
[] Order new signs
[] Paint company vehicles
[] Change vehicle registration?
[] Change website to reflect new address/phone numbers
[] Revise advertising
[] Revise yellow pages listing
[] Notify post office

Throw away junk and archive old files

Warehouse un-needed equipment and files

Communicate
[] Memos to employees
[] Letter to customers
[] Notify bank and accountant
[] Notify insurance agent
[] Notify vendors and suppliers

Packing prep
[] Order and distribute boxes
[] Rent crates (if applicable)
[] Order and distribute packing materials
[] Order and distribute labels and markers
[] Provide clear instructions for packing
[] Determine who will pack filing cabinets, supply cabinets
[] Determine who will pack common areas (reception, pantry, library, etc.)
[] Make arrangements to have live plants moved
[] Make arrangements to move framed pictures and any special artwork

Move management prep
[] Take complete inventory
[] Document network log-ins, access, print spooling, etc.
[] Perform complete backup of network
[] Perform complete backup of telephone system
[] Document telephone extension, pooling groups, etc.
[] Select department coordinators
[] Create packing/labeling guidelines
[] Arrange to have PCs packed/moved
[] Determinate who will work on move weekend
[] Arrange for packing/moving of copiers
[] Arrange for disassembly/reassembly of modular furniture
[] Arrange to pack/move networking equipment and servers
[] Arrange to prep/move telephone system
[] Arrange for elevator access (both sites)
[] Schedule parking and unloading at new site
[] Obtain any special moving/parking permits
[] Determine building restrictions for move hours
[] Arrange for protection of floors, walls and elevators

Clean up/demo old site
[] Remove old cabling?
[] Arrange for special trash pickup
[] Perform final cleaning?

Update:
[] Service agreements
[] Business Licenses
[] Insurance
[] Sales & Use certificates
[] Equipment leases
[] Mandatory HR postings