Office Move Checklist: Step-by-Step Relocation Timeline

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Goals: timeline, scope, budget, and building approvals.

• Confirm move date(s), hours allowed (nights/weekends), and elevator reservations
• Request building COI requirements + move rules (dock access, padding, floor protection, security)
• Decide the move scope: contents only vs contents + furniture vs decommission + disposal
• Create your master inventory (people, departments, furniture, IT, specialty items)
• Define “keep / move / donate / recycle / dispose” rules (who decides?)
• Identify IT risk items: server room, network closets, printers/MFDs, WAPs, phones
• Choose your move approach: phased, weekend cutover, or swing-space
• Assign an internal move lead + department captains
• Set a budget range and add a contingency (common surprises: after-hours, parking, access constraints)

Goals: book vendors, confirm access, prevent day-of chaos.

• Book mover(s) and confirm crew size + truck access
• Confirm packing approach (employee-pack vs full-service) and order materials
• Walk both sites with the mover: elevators, dock, turns, door clearances, staging areas
• Confirm furniture disassembly/reassembly responsibilities
• Confirm IT support plan (internal IT vs vendor) + cutover day/time
• Plan labeling: floor plan maps, color codes, destination tags
• Confirm new site readiness: electrical, internet circuit/live date, access cards, keys
• Set “no surprises” rules: who can approve change orders and at what dollar amount?

Goals: keep employees productive and protect data/gear.

• Send employee move instructions (what to pack, what not to pack, deadlines)
• Label all workstations and shared equipment (printers, monitors, docking stations)
• Back up critical data; confirm device encryption and chain-of-custody requirements
• Identify sensitive areas: HR files, finance, legal, R&D — assign special handling
• Confirm disposal/recycling plan for e-waste and furniture (and where it goes)
• Stage packed items by department; avoid blocking exits and walkways
• Confirm building move day contacts (property manager, security, dock master)

Goals: confirm every detail and reduce move-day decisions to zero.

• Reconfirm start time, access points, elevator schedule, parking permits
• Print floor plans and post them at entrances + elevator lobbies
• Prepare a “Day-Of Kit”: tape, labels, markers, zip ties, tools, batteries, power strips
• Confirm IT cutover checklist: ISP live, firewall, switches, WAP placement, testing plan
• Confirm who’s on-site for deliveries and who can approve last-minute changes
• Stage “First Day Open” items: front desk, HR, execs, core teams, conference rooms

Goals: protect the building, protect assets, keep the schedule.

• Building protection installed (pads, corner guards, floor runners)
• Sign-in/out for vendors and restricted areas
• Elevator and dock control (one person owns it)
• Confirm labeling accuracy before loading begins
• Track high-value items separately (IT gear, artwork, specialty equipment)
• Do a “last sweep” of the old site: drawers, cabinets, kitchen, storage, server closets
• Confirm placement at new site matches floor plan (avoid re-moving items twice)
• Test IT basics before crews leave: internet, Wi-Fi, printers, phones, conference rooms

Goals: confirm successful move completion, resolve remaining issues, and ensure employees are fully operational.

• Conduct final walkthrough of the new office with building mgmt. and movers
• Verify all furniture, equipment, and boxes were delivered and placed according to the floor plan
• Test all technology systems: internet, phones, printers, conference rooms, security access
• Check for damaged or missing items and file claims immediately if needed
• Adjust workstation setups based on employee feedback (monitors, chairs, cables, layouts)
• Confirm all employees can access systems, shared drives, bldg. entry points
• Remove remaining packing materials, crates, pallets, and debris
• Review vendor performance and confirm completion of contracted services
• Approve final invoices and reconcile move budget vs actual costs
• Document lessons learned for future relocations and update internal move playbook