Appoint a move coordinator

Appoint a move lead A list of roles gives operations, facilities and IT one point of contact. Move leadScopeFacilitiesIT and accessFinal checkOne point of contactFacilitiesIT leadOperations

Decide who will gather the details, approve the scope and act as the point of contact on moving day. Ask the facilities and IT leads to confirm their parts of the plan.

List the functions that need to stay available during the move. Reception, customer support and deliveries may need a different schedule from the rest of the office.

Make a room-by-room inventory

Take inventory by room An office floor plan feeds into an inventory with destination rooms and handling instructions. Room AMeeting room BStorageBy roomA · Tables and chairsB · Meeting furnitureStorage · FilesIT · LabelsMove · store · leave

List desks, chairs, storage units, meeting room furniture and IT equipment. Mark what needs to be moved, dismantled, stored or left behind. Floor area gives a starting point, and the inventory shows what actually needs to move.

Label items with their destination room or workstation. A shared room list helps the movers put everything in the right place on arrival. Keep personal or sensitive details off the labels.

Packing paper, string, scissors and plain parcels on a wooden table.

Check both buildings

Check both buildings Two buildings show entrances, lifts, passages and carrying routes to check. LiftEntryCurrent siteMeasureNew siteLiftMeasure
  • Confirm keys, access arrangements and permitted loading times.
  • Measure lifts, doorways and corridors for larger furniture.
  • Check lift and loading bay bookings and any requirements for protecting shared areas.
  • Describe the route from the office to a suitable loading point.

Coordinate IT and transport

Coordinate IT and transport A labelled monitor, dock and cables stay together through disconnection, transport and reconnection. Desk ASame deskDesk ATransportDisconnectReconnect

Decide who will disconnect and reconnect computers, monitors, networks and other equipment. Arrange disconnection or installation separately if you want it included in the move.

Ask the IT lead to plan backups and access to company systems. Test connectivity and workstations at the new office before staff need to use them.

Give a time window in the quote request

Specify the time window in the quote Preferred dates are compared with site access, the move date, phases and the deadline. Preferred datesMTWTFSSQuote datesEarliest accessPreferred move dateReady for workConfirm phasesRequestedConfirmed

Include the earliest access time, preferred move date and completion deadline. Mention any preference for a phased move, evening work or a weekend slot. Ask the provider to confirm availability and how it affects the price.

Finish with a joint check of the rooms and inventory. Record anything that needs follow-up.

Use the business move checklist and see what a quote should cover.

Once dates and stages are clear, request a quote for the office move.