Office Moving Checklist

Four Months Before

• Choose a move coordinator
• Set a budget for the move
• Decide what improvements you need
• Select new office location
• Order new fax and phone numbers
• Choose real estate and building managers and meet with them
• Order new address labels

Two Months Before

• Think about the date of move
• Decide whether you will use a mover or move yourself
• If you decide on a mover, learn the prices and schedules of several moving companies
• If you will move by yourself, learn the prices of several truck rental companies
• Make a list of inventory
• Declare existing damages of your inventory
• Work out the a floor plan of new office
• Plan office space

Decide what rooms are more convenient for each department, how to place the furniture and appliance, etc.

• Plan moving schedule
• Discuss the insurance during the move with your agent
• Prepare the move schedules and instructions for your staff
• Order Internet access and additional phone lines for a new office
• Order new furniture if required

One Month Before

• Inform any customers and other clients about the change of address
• Order video surveillance system
• Change the address on your web site
• Order keys and access cards for new office
• Update post cards, checks and other financial records
• Order coffee service for a new office
• Subscribe to the papers in a new location
• Arrange the storage of the papers
• Prepare cartons, moving crates and other packing materials
• Order new stationery and utilities
• Pack up some of things that are not in use till the move
• Tag packed things and send them to a new location
• Check the requirements of any move permits
• Arrange disconnection of all utilities in old office and their connection in a new one

Two Weeks Before

• Arrange cleaning and carpeting if required in a new office
• Make and distribute a contact list to find each employee at the day of the move
• Distribute the plan of the move to all employees
• Arrange the elevator and loading dock on the day of the move
• Cancel papers delivery
• Send the information about changing your address to all who will need it
• Pack a travel kit if you move to other state
• Return borrowed things and remember the creditors about your move
• Assign the person to be-site while moving
• Make a list of employees who will be and not be present during the move
• Assign somebody to pack things of absent people
• Distribute new keys and cards
• Avoid important meetings on the date of the move

One Day Before

• Empty your safe-deposit box
• Prepare cash for the movers
• Mark those boxes that will be required first
• Separate things that won't be moved on the truck
• Prepare the equipment for the move
• Transfer bank accounts
• Settle accounts on the old place
• Defrost refrigerator
• Pack and label all things
• Confirm all reservations and schedule

A Day of the Move

• Clean an old office
• Supervise loading and then unloading
• Collect old keys and cards
• Arrange food for everybody helping to move
• Check unpacked things with your inventory list
• Move plants
• Celebrate this event with the welcome breakfast
• Put everything into place
• Check if all equipment is working