Tips for a Seamless Office Relocation

Relocating your office is no small task, in fact, it can be quite the undertaking! And choosing a reliable partner is essential for a smooth transition. At U-Haul, we recognize the importance of minimizing business disruption and offer various office moving services designed to ensure a seamless experience.

Office Relocation Costs

The cost of your office move will be determined by a few factors:

Size of your office: The square footage of your office impacts the price of your move because it usually means you have more stuff to transport.

Number of employees: For every employee you have in the office, you’ll have to move their entire workstation. You can at least expect to pay a few thousand dollars, but if you have a large team, expect the price to shoot up a bit.

Distance: The father you move, the more you can expect to pay. If you’re moving less than 100 miles, you can tack on a few thousand dollars. But if you’re planning a cross-country move, you may have to pay closer to $10,000.

Labor: Office moving services can be super convenient, but also very expensive. But performing a DIY move can cost time, labor, and the potential of mistakes. Full-service movers usually charge you based on the weight of your load, so the more you’re trying to move, the more you’ll pay.

Moving Your Company Office

Before you dive right into creating a game-plan, here are a few factors to consider:

Timing

Schedule your move during off-peak hours to reduce downtime and maintain operations. You can expect a successful office move to take anywhere from six months to one year.

Logistics

When you’re moving an entire office, there is a lot to keep track of: from movers, to employees, to electronics. Make sure someone is in charge of coordinating these things and ensuring everyone stays on track.

Budget

When seeking the help of commercial moving companies, be sure to shop around for the best quote. Set aside a budget for moving supplies, new furniture, or other items you’ll need during the move. Try to clearly define these costs before getting started, to ensure you aren’t burning any money unnecessarily.

Packing

Packing might be the most time-consuming part of the process, especially if you aren’t hiring someone to do it for you. You’re also going to need a lot of quality moving supplies that will protect all your belongings. That’s where we come in!

U-Haul has a wide variety of moving boxes and packing supplies. We even have dollies and hand trucks, so you don’t have to worry about heavy lifting! No matter what you need to accomplish with your move, your local U-Haul center is the one-stop-shop for all things moving.

5. Set up and Settling in

Get all your furniture and IT equipment set up first so everyone can get back to business as usual. From there, you can worry about the pesky organizational stuff.

Office Moving Checklist

6+ Months Before Move: Planning & Preparation

• Set a moving budget and assign a project manager.
• Research and secure new office space, considering layout and growth needs.
• Obtain and review the new office floor plan and lease terms.
• Set a move-in day and build your schedule around that.
• Plan for IT infrastructure, utilities, and required permits.
• Schedule old office decommissioning, including repairs, cleaning, and branding removal.
• Research which vendors or office moving companies you want to book.

3–6 Months Before Move: Logistics & Communication

• Notify landlord, vendors, suppliers, and service providers of the move.
• Develop an internal moving team and assign responsibilities.
• This team should ideally have someone from HR and someone from IT!
• Update address with banks, insurers, government agencies (like the IRS), and directories.
• Order updated business materials (cards, signage, stationery).
• Finalize security access, IT setup, and phone system transfer.
• Schedule professional cleaning for both offices.

1–3 Months Before Move: Packing & Organization

• Inventory office assets; sell, donate, or discard unneeded items.
• Order new furniture and office supplies as needed.
• Label and organize furniture, files, and IT equipment for easy setup.
• Book necessary permits for moving day (elevators, parking, etc.).
• Distribute moving details and floor plans to employees.
• Assign departments and employees to their new workspaces.

1–2 Weeks Before Move: Final Preparations

• Confirm the moving schedule with all parties involved (especially your movers and employees).
• Pack non-essential items and label everything clearly.
• Disassemble and prepare furniture and tech for transport.
• Ensure IT team has a transition plan for data, servers, and connectivity.
• Provide your team with detailed moving instructions.

Moving Day: Execution & Oversight

• Supervise loading and unloading at both locations.
• Ensure the internet, phones, and workstations are operational upon arrival.
• Assign team members to oversee different aspects of the move.
• Conduct a final walkthrough of the old office.
• Return old office keys and access cards.

After the Move: Settling In

• Verify all departments are set up and technology is functioning.
• Distribute new access cards, office keys, and updated contact lists.
• Confirm insurance transfer and security deposit return from the old space.
• Finalize moving invoices and payments.
• Update online presence with the new office address.
• Celebrate!

No matter if you’re trying to move a team of 10 or a team of 1,000, U-Haul is here to help! With flexible moving and storage options, high quality moving supplies, and an entire network of trustworthy moving labor, your local U-Haul center is your one-stop-shop for your next office move.