Do you need your office moved?

We are helping thousands of Canadian companies just like yours to move their offices anywhere across Canada. Door to door service. Fixed prices.

9.6 · 176 reviews

Get Prices

Moving is more than just hauling stuff from Point A to Point B. If the thought of sorting out insurance, utilities, internet, and security services makes you break out in a cold sweat, then keep reading.

We’ve compiled an extensive checklist covering everything you'll need to consider, from getting new key cards and setting up a phone system to renewing your lease and picking the best moving company for the job. Plus, we've got tips on local storage options and how to trim down your inventory to save some cash.

P.S. Looking for help with your office move? Top Move gets competitive quotes from the best local office movers to handle all the details, from secure packing to safe transport to your new location.

Table of Contents

• Some Tips to Remember for Your Office Move
• Preparing For Your Office Move: The Timeline
• Six months before your move
• Three to four months before your move
• Two months before your move
• One month before your move
• Two weeks before your move
• One week before your move
• The day before you move
• On the moving day
• Criteria For Choosing A Moving Company
• Budgeting Your Office Move
• Create an Inventory of Office Items
• Office Moving Supplies - Your DIY Toolkit
• Informing Vendors, Clients, and Employees About the Move
• Notify Key Stakeholders
• Key Points To Cover
• Office Moving Communications Templates
• Subject: Important Update: We Are Moving Our Office
• Conduct a Final Walkthrough of the Old Office
• Tools and Templates for an Organized Office Move
• Tips for After The Office Move
• Top Move: Where Peaceful Office Moves Begin
• FAQs
• How do I prepare my office for moving?
• What should be included in a moving checklist?
• How do you handle an office move?
• What do I need to ask my team before moving office?

Some Tips to Remember for Your Office Move

Ensuring business continuity is essential when relocating your office. Here are concise tips to keep everything on track:

• Schedule During Off-Hours: Plan the move during off-business hours to minimize interruptions. Be sure to verify any building restrictions or policies for after-hours moves.
• Create a Backup Plan: Develop a contingency plan for essential business operations. Consider conducting a trial run to ensure effectiveness.
• Communicate Effectively: Maintain transparent and frequent communication with clients and vendors. Utilize specialized templates for consistent messaging.
• Technical Readiness: Confirm your tech setup is operational at the new location to avoid downtime. This includes checking Internet connectivity and IT infrastructure in advance.
• Point of Contact: Designate a person to manage and troubleshoot issues on moving day. Equip them with an emergency contact list, including utility providers and the moving company. This person should have excellent organizational skills, strong attention to detail, and practical communication skills.

Preparing For Your Office Move: The Timeline

Planning and making a schedule is essential for a smooth office relocation. Get a head start and plan the move in stages with clear objectives. This section gives you an overview of what to expect in the months leading up to your move.

Six Months Before Your Move

Set Objectives and Assign Roles

• Clarify Goals: Determine the primary objectives for the move, whether it's expanding your space, reducing costs, or gaining access to a larger client base.
• Budget Planning: Create a detailed financial plan that accounts for moving expenses, equipment upgrades, and any unexpected costs.
• Team Assignments: Divide tasks among key team members. For example, designate someone to oversee technology migration and another to handle employee communication.

Top Move Tip: Use your project management software to track everyone's progress and deadlines.

Three to Four Months Before You Move

Scout for the Ideal Workplace

• Location Factors: Consider the office's proximity to clients, accessibility via public transportation, and local amenities like restaurants or gyms.
• Tech Infrastructure: Make sure the new location can handle your IT requirements. For example, does it have enough bandwidth for your operations?
• Physical Space: Take into account the square footage, room layout, and any needed renovations.

Top Move Tip: Use 3D mapping technology or VR tools to visualize the new office space before making a decision.

Two Months Before You Move

Lease Agreements and Logistics

• Signing Lease: Finalize and sign the leasing agreement for the new office.
• Notice to Current Landlord: Provide the required notice to vacate, per your existing lease's termination clause.
• Start looking for moving companies.If you don’t plan by yourself, now’s the perfect time to browse some of the best local office moving companies in Canada on platforms like Top Move by answering a few questions.

Top Move Tip: Consult a real estate attorney to review lease terms and conditions to avoid hidden liabilities.

One Month Before You Move

Employee Communication and Decluttering

• Staff Updates: Keep your team in the loop about the move, their new workspaces, and how they can contribute. Use various methods like emails, company newsletter announcements, and social media posts.
• Office Clean-Up: Donate clothes, old furniture, recycle electronics, and discard or shred irrelevant paperwork.

Top Move Tip: If you’re hiring a moving company on our platform, make sure to mention your garbage disposal needs so you’re paired with movers who can provide an end-to-end moving solution for your office.

Two Weeks Before Your Move

Packing and Address Change

• Box Labeling: Clearly mark each box with its contents and designated location in the new office.
• Notify Vendors: Update your address with the post office, service providers, and vendors.

Top Move Tip: Use color-coded labels to make unpacking more efficient.

One Week Before Your Move

Final Confirmations

• Check-In with Moving Company: Confirm date, time, and any special accommodations like handling sensitive equipment.
• Customer & Supplier Notification: Inform your client base and suppliers about the move and update them with the new contact details.

Top Move Tip: Send out a professional email or newsletter to clients announcing the change.

The Day Before Your Move

Last-Minute Preparations

• Packing Check: Make sure everything is boxed up and correctly labeled.
• Utility Management: Confirm disconnection at the old office and set-up at the new office.

On Moving Day

Execution and Set-Up

• Be at the old office to coordinate your movers:This includes directing the loading order, highlighting fragile items, and indicating furniture that needs disassembling. Optionally, consider tipping and providing refreshments.
• Load Securely: Make sure everything is safely loaded onto the moving vehicles.
• Utility Check: Once in the new office, immediately confirm that utilities are functional to avoid any work disruptions.
• Office Arrangement: Set up machinery, furniture, and tech according to the predetermined plan.

Top Move Tip: Professional staging services some moving companies offer can help optimize your new office layout.

Criteria for Choosing a Moving Company

If you’re in the market for a local moving company, you’ll want to watch for certain trust signals.

• Years of Experience:The more, the better.
• Customer Reviews:Look for positive testimonials and ratings.
• Insurance and Licenses: Confirm that they are fully licensed and insured.
• Cost:Obtain a detailed quote and check for any hidden fees.

Top Move already pre-selects the best moving companies in Canada, and on top of this, you can browse their company information, reviews, and prices in one place.

Tip: Always have a conversation via the chat feature first to clear out any dealings before starting with the moving company.

Budgeting Your Office Move

• List All Potential Costs: Begin by itemizing every possible expense associated with the move. Common expenses include:
• Packing Supplies (boxes, bubble wrap, tape)
• Professional Moving Services
• Insurance and Permits
• Fuel and Transportation Costs
• Disassembly and Reassembly of Furniture
• Temporary Storage Facilities
• Employee Overtime or Temp Staff
• IT Setup and Network Installation
• Lease Breakage or Setup Fees
• Post-Move Cleaning Services
• Gather Multiple Quotes: Request cost estimates from several moving companies to get a clearer picture of the financial aspects. On Top Move, all you need to do is answer a couple of questions about your move and competitive quotes from everywhere.

Top Move Tip: To sidestep financial surprises, create a detailed list of potential moving costs and obtain multiple quotes for comparison. It's wise to overestimate your budget slightly to account for any unforeseen expenses.

Create an Inventory of Office Items

Using a spreadsheet for tracking inventory during your office move ensures an organized and efficient process. It centralizes all crucial details in a shareable, easily editable format, minimizing errors and streamlining the relocation.

1. Unique Identification: Assign each office item a unique identifier to simplify tracking. This could be a serial number or a code unique to your inventory system.
2. Detailed Description: Include critical details like model numbers, colors, and conditions for each item to minimize ambiguities and help with precise identification.
3. Location Tracking: Document both the current location and the intended destination of each item in your new office. This information streamlines the moving and unpacking process.
4. Financial Documentation: Record essential financial information like the item's value and purchase date. This data aids in insurance claims and financial planning.
5. Special Instructions: Include any special handling requirements or notes for the moving team to consider, like whether the item is fragile or requires disassembly.

Office Moving Supplies - Your DIY Toolkit

Preparing for a smooth office move involves more than just rounding up boxes; it's about meticulous planning and organization. Combining your packing strategy with a detailed inventory can set the stage for a streamlined moving process.

Getting the right supplies is crucial for a smooth move. Here's what you need:

• Essential Supplies: Stock up on boxes, packing tape, bubble wrap, and packing peanuts. Buying in bulk can often save you money.
• Labels: Use quality labels or marking pens to clearly identify what's in each box and where it's going. Consistency in labeling makes unpacking easier.
• Specialized Equipment: For fragile or heavy items, consider specialized packing crates or dollies. This minimizes the risk of damage during the move.
• Transportation Supplies: Ensure you have straps, blankets, and padding for securing items in the moving vehicle. Properly secured items are less likely to be damaged in transit.

Top Move Tip: If sustainability is a core value for your business, opt for eco-friendly packing materials like recycled boxes or biodegradable packing peanuts. Also, consider implementing a color-coding system for each department or location in the new office. This will facilitate quicker unpacking and set-up, optimizing your move efficiency.

Informing Vendors, Clients, and Employees About the Move

Open and timely communication with vendors, clients, and employees is essential for minimizing disruptions during an office move. A well-executed communication strategy can help you maintain strong relationships and keep your business operations running smoothly.

Notify Key Stakeholders

• Vendors: Inform your vendors about your move at least a month in advance. Provide them with your new address and any changes in billing procedures.
• Clients: Send out an official communication—such as an email or a letter—to let your clients know about the move and how it may affect them.
• Employees: Keep your team in the loop through regular updates via company meetings, emails, or internal messaging platforms like Slack.

Key Points to Cover

• New Location: Clearly provide the address of the new office.
• Date of Move: Indicate when the move will happen and when you'll be operational at the new location.
• Contact Details: Provide an interim contact number or email in case of questions or concerns.
• Service Interruptions: Briefly mention any expected delays or disruptions in service during the move.

Office Moving Communications Template

Subject: Important Update: We Are Moving Our Office

Dear [Stakeholder's Name],

I hope this message finds you well. We are excited to announce that [Your Company Name] is relocating to a new office to serve you better. We want to keep you informed and ensure that this transition is as smooth as possible for all involved.

New Location:

Our new office address is [New Address]. Please update your records with our new contact information.

Date of Move:

We will begin operations at our new location on [Date].

Interim Contact Details:

If you have any questions or concerns during this transition period, you may reach us at [Interim Contact Number] or [Interim Email Address].

Service Interruptions:

Please note that there might be slight delays in our services during the move from [Date] to [Date]. We apologize for any inconvenience and appreciate your understanding.

We are committed to continue providing you the excellent service you’ve come to expect from us, and we are excited to welcome you to our new premises soon.

Thank you for your continued support and understanding.

Best regards,

[Your Name]

[Your Position]

[Your Contact Information]

This template can be sent through email, letter, or even as an announcement on internal communication platforms like Slack for employees. Tailor the message to suit the particular needs and relationship dynamics of each group of stakeholders.

By implementing a well-structured communication plan, you enhance the chances for a smooth transition to your new office. And with Top Move's template, you have a blueprint to guide you through the process.

Conduct a Final Walkthrough of the Old Office

Before departing from one's previous workplace premises, it is imperative to undertake a final walkthrough. This procedural measure guarantees the comprehensive packing of all goods, the absence of any overlooked belongings, and the cleanliness of the area, preparing it for transfer of ownership.

Tools and Templates for an Organized Office Move

To provide additional assistance for your office relocation, we offer a variety of tools and templates that can serve as significant resources.

1. Office Moving Checklist Template:To ensure comprehensive attention to detail, we recommend using our customizable office relocation checklist template.
2. Budget Calculator Tool:Accurately estimate expenditures and generate a budget using our budget calculator tool.
3. Inventory Spreadsheet Template:Utilize our inventory spreadsheet template to carefully monitor and manage your workplace assets.
4. Communication Plan Template:Develop proficient communications for informing clients, vendors, and staff using our designated communication plan template.

Tips for After the Office Move

• Unpack Strategically: Use your inventory spreadsheet and labeling method to expedite unpacking. Prioritize essential work areas to help your team feel at home, such as common areas and key operational spaces.
• Update Contact Information: Confirm that all stakeholders, from clients to vendors, have your new contact details. Update your internet platforms and company directories to reflect the new address.
• Revise Marketing Materials: Make sure your new location is reflected on your website, social media, and any printed materials like stationery and business cards.
• Assess and Learn: Allocate time to review the move's effectiveness. Identify what worked and what didn't to improve future relocations.
• Team Debrief: Hold a debriefing session to collect feedback from team members on the move's success and areas for improvement.

Top Move: Where Peaceful Office Moves Begin

Relocating one's office can be managed without experiencing undue stress. One can execute an office relocation successfully and efficiently by meticulously preparing, collaborating with reputable partners such as Top Move, and utilizing helpful tools and templates.

It’s crucial to emphasize that meticulous preparation and proficient communication are essential to ensure a smooth transition during a workplace relocation.

FAQs

• How do I prepare my office for moving?

Making a comprehensive plan and timeframe for the move is the first step. Appoint a coordinator or moving team, check into legal necessities, make a plan and budget, and keep everyone in the loop.

• What should be included in a moving checklist?

Creating a budget, finding and hiring movers, contacting stakeholders, updating business information, packing and labeling belongings, and setting up shop in the new office are all essential steps that should be included on a moving checklist.

• How do you handle an office move?

Plan, assign roles, find reliable movers, assess any new tech requirements, keep lines of communication open, and assess the outcome of successfully relocating an office.

• What do I need to ask my team before moving to the office?

Talk to your employees about their worries and wants before the move. Find out their thoughts on the proposed office redesign, their IT needs, and how you may best help them during the transition.

Do you need your office moved?

We are helping thousands of Canadian companies just like yours to move their offices anywhere across Canada. Door to door service. Fixed prices.

9.6 · 176 reviews

Get Prices