Moving an office is a different challenge to moving a house. There's IT equipment to protect, staff to keep informed, a lease to unwind properly, and almost always zero tolerance for downtime on a Monday morning.
Whether you're moving a two-person startup or a 50-desk office, this checklist covers the practical steps in order, from two months out to your first week in the new space.
For the day-to-day booking side of things, see our Office Relocation Services page, or jump straight to get an instant quote.
Planning Your Office Move: Step by Step
1# Two Months Before Moving
- Review Your Lease: Check your notice period, whether there's a break clause, and what "dilapidations" obligations apply, most commercial leases require you to restore the space to its original condition, which can be a real, easy-to-forget cost.
- Book Your Man and Van: Compare quotes and book through URemovals early, especially if you need a specific date or a weekend slot to avoid business downtime. See our Man and Van Price Guide for how pricing works.
- Set a Realistic Budget: Beyond the obvious mover's fee, budget for cleaning, storage, admin fees, mail redirection, solicitor's fees, and dilapidations at the old site. Add a 10-15% contingency for anything unexpected.
- Appoint a Move Coordinator: Choose one person to own the timeline and be the single point of contact on moving day.
2# Six Weeks Before Moving
- Inventory Everything: List all furniture, IT equipment, and supplies. Decide what moves, what gets discarded, and what needs specialist handling, like large furniture or fragile electronics (see our Large Furniture Transport service if you need bulky items handled separately).
- Plan for Old Furniture: Anything not making the move can usually be donated, recycled, or sold rather than sent to landfill, worth checking with local charities or office furniture recyclers before the move, not after.
- Check Your Insurance: Confirm your mover carries public liability and goods in transit cover. URemovals lists insurance levels on every quote before you book, so you can check this upfront.
- Order Packing Supplies: Crates, cable ties, monitor and screen boxes, and clear labels for every department.
3# One Month Before Moving
- Update Your Registered Address: In the UK, you're legally required to update your registered office address with Companies House if it changes. Do this promptly to stay compliant.
- Notify Clients and Suppliers: Update your address on invoices, contracts, and your website before the move, not after.
- Update Google Business Profile: Change your address as soon as the move is confirmed so customers don't turn up at the old location.
- Book IT and Telecoms Installation: Broadband and phone line moves can take weeks in the UK. Book the new installation now.
4# Two Weeks Before Moving
- Back Up All Data: Before any servers or workstations are disconnected, make sure everything is backed up.
- Confirm Access at Both Sites: Loading bay bookings, lift access, and any out-of-hours entry arrangements should be confirmed with building management. If you're moving in a Controlled Parking Zone, check whether you need a parking permit or suspension for the moving van.
- Communicate with Staff: Share the moving day plan, what they need to pack themselves, and what to expect on day one at the new office.
5# One Week Before Moving
- Label by Department and Person: A colour-code per department, plus a number per employee, makes unpacking dramatically faster than labelling boxes alone.
- Prepare a First-Day Box per Department: Chargers, stationery, sign-in sheets, and anything a team needs to function on day one before everything else is unpacked.
- Arrange Confidential Waste Disposal: Book a shredding service for any documents that won't be making the move.
6# A Few Days Before Moving
- Disconnect IT Equipment Carefully: Have your IT team supervise the disconnection and packing of servers and networking equipment.
- Photograph Valuable Equipment: Take photos of expensive or fragile items before they're packed, useful for insurance if anything is damaged in transit.
- Prepare Access Details for Your Movers: Have keys, access codes, and an emergency contact ready for the moving team, along with a copy of the new office floor plan.
7# Moving Day
- Do a Final Walkthrough: Check every room, cupboard, and storage area at the old office before the van leaves.
- Appoint One Point of Contact per Site: One person managing the old office, one managing the new one, so nothing falls through the cracks.
- Flag Fragile and IT Items to the Driver: Make sure anything requiring extra care is clearly identified before loading.
8# Arriving at the New Office
- Reconnect IT First: Get servers, phones, and internet live before anything else, most other setup depends on it.
- Check Furniture Against Your Floor Plan: Confirm desks and equipment have landed where you planned.
- Test Utilities: Check lighting, heating, and any building access systems are working before staff arrive.
9# Post-Moving
- Confirm Companies House Update: Double-check your registered office address change has gone through.
- Update Remaining Records: HMRC, bank, insurance, and any trade or professional bodies you're registered with.
- Redirect Business Mail: Set up mail redirection with Royal Mail so nothing gets lost in the handover period.
- Tell Clients Publicly: A short announcement email or social post about the new address is a good chance to show clients the business is growing, not just relocating.
10# Additional Tips
- Move Outside Business Hours if You Can: A weekend or evening move minimises disruption to clients and staff. See our guide on Minimising Downtime During an Office Move for more on this.
- Keep Server Room Access Restricted: Limit who handles IT equipment during the move to reduce risk of damage or data exposure.
- Debrief After the Move: A short team debrief a week later catches anything still missing or not working before it becomes a bigger problem.
