How early should we plan an office move?

Office & Commercial Moves

Feb 08, 2026

This article was created with AI assistance and reviewed by our editorial team to ensure accuracy and clarity.

How Early to Plan an Office Move

The optimal timeframe for planning an office move varies significantly depending on the size and complexity of the business and its relocation. Generally, smaller offices might require two to three months of preparation, while larger, more intricate moves involving hundreds of staff or specialised equipment can demand six to twelve months, or even longer.

Key Factors Influencing the Planning Timeline

Several elements dictate how far in advance planning should commence:

Size of the Organisation: A small company with a few desks and minimal equipment naturally requires less planning than a multi-departmental corporation with extensive IT infrastructure and a large workforce.
Volume and Type of Items: The sheer quantity of office furniture, files, and IT equipment impacts the logistics. Moving sensitive servers, valuable artwork, or heavy machinery adds layers of complexity, requiring specialist handlers and specific packing materials.
New Office Fit-Out: If the new premises require significant renovation, bespoke furniture installation, or extensive IT cabling, this will extend the planning period considerably.
Logistical Challenges: Access restrictions at either the old or new site (e.g., city centre locations, narrow streets, lack of dedicated loading bays, limited lift capacity) necessitate careful scheduling and potential council permits for parking or temporary road closures.
Lease and Legal Commitments: Negotiating new leases, ending old ones, and ensuring all legal obligations are met for both properties often requires ample lead time.
Business Continuity: Minimising disruption to daily operations is paramount. Strategic planning is essential for minimising business downtime during the transition.

Recommended Planning Timelines by Office Size

As a general guide, the following timeframes are often observed:

Small Office (1-10 Employees): Planning should begin at least 2-3 months in advance. This allows time for securing a new premises, arranging removal services, and managing basic administrative changes.
Medium Office (11-50 Employees): A minimum of 3-6 months is typically required. This accounts for more significant inventory, IT considerations, and the need for more coordinated internal communication.
Large Office (50+ Employees): For substantial operations, planning should start 6-12 months or more before the target move date. This extended period is crucial for detailed project management, phased moves, intricate IT migration, and comprehensive stakeholder engagement.

Key Stages of Office Relocation Planning

Regardless of size, an office move benefits from a structured approach:

Initial Assessment & Strategy (6-12+ months out for large offices, 2-3 months for small):

Define move objectives and budget.
Appoint an internal move manager or committee.
Identify and secure the new office space.
Begin researching and obtaining quotes from commercial removals companies.
Assess existing furniture and equipment; plan for getting rid of old office furniture or redundant items.

Detailed Planning & Coordination (3-6 months out):

Finalise the choice of removals partner and confirm dates.
Develop a detailed move schedule and assign responsibilities.
Plan IT infrastructure migration and connectivity in the new premises.
Review insurance requirements, understanding if special insurance for office moves is needed.
Start initial communicating the move to employees, outlining what is expected.

Execution & Pre-Move Preparations (4-8 weeks out):

Order new furniture or equipment.
Liaise with utility providers, internet service providers, and postal services regarding transfers and redirection.
Begin to inform relevant parties about the new address, including clients, suppliers, HMRC, and Companies House.
Distribute packing materials and provide clear instructions regarding what and how to pack. Guidance on questions such as should employees pack their own desks should be provided.
Develop a contingency plan for unexpected issues.

Leaving planning to the final weeks can introduce avoidable complications, leading to increased costs and unnecessary operational delays. Early engagement with all stakeholders, particularly a reputable removals partner, helps ensure a well-organised and smooth transition.