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The Complete Office Move Checklist for UK Businesses

Office Move Checklist

Nobody wishes they’d planned their office move less carefully.

This checklist is for the person who ends up responsible for making the whole thing happen. The business owner, the office manager, the PA who was asked “can you sort the move?” with very little warning. Work through it in order.

6–8 Weeks Before Moving Day

Confirm the basics

  • New lease or licence signed and dated
  • Move date agreed with both landlords or building managers
  • Notice given on the current space (check your notice period: most commercial leases need at least three months)
  • Building access confirmed at both ends for move day

Brief your team

  • Tell your team early. People worry when they hear things through the grapevine
  • Identify who’ll be responsible for packing their own area
  • Flag the move date for anyone with client commitments that day

Start the admin trail

  • Update your Companies House registered address if it’s changing
  • Notify HMRC (corporation tax, VAT, payroll)
  • Tell your bank, insurers, pension provider and any finance agreements
  • Update your accountant

4–6 Weeks Before

Book your removal support

  • Get quotes from at least two providers
  • Confirm what’s included. Are they supplying boxes? Is packing a separate cost?
  • For most businesses under 25 people, a man with a van team is the right call. Faster, cheaper and more flexible than a full commercial firm
  • Book early. Month-end dates fill up quickly

Plan the new space

  • Get a floor plan and decide what goes where before move day
  • Order anything new now: furniture, shelving, storage. Lead times are longer than you’d expect
  • Plan your IT setup: where are the data points? Where does the router go? Is there enough power?
  • Confirm broadband installation at the new site and check the lead time (BT Openreach typically needs 2–3 weeks minimum)

Notify clients and suppliers

  • Send a change of address notification with your move date and new address
  • Update email signatures, letterheads and any automated communications
  • Let any regular delivery suppliers know in advance

2–3 Weeks Before

Sort before you pack

  • Hold a proper sort-out before boxes come out
  • Identify what’s coming, what’s being donated, what’s being destroyed and what’s being scrapped
  • Shred or dispose of any documents you’re legally entitled to dispose of. Moving is the best chance you’ll get to do it
  • Identify any items that need specialist handling (server equipment, large displays, fragile instruments)

Label everything properly

  • Use a clear labelling system: room + priority level
  • “IT: set up first” is more useful than “IT”
  • “Reception: day two” is more useful than “Reception”
  • Number boxes if you want to keep a manifest

Back everything up

  • Full backup of all systems before anything gets unplugged
  • Keep a copy off-site or in the cloud before move day

The Week Before

Confirm everything

  • Reconfirm your removal booking with a quick call or email
  • Confirm building access times at both ends
  • Book any lifts at managed buildings. You may need to reserve exclusive use for the move
  • Arrange parking permits or loading bay access if needed
  • Confirm that utilities are live at the new address

Pack non-essentials

  • Everything that won’t be needed before move day should already be boxed up
  • Label boxes that need to go to specific rooms or desks

Brief your team again

  • Who arrives when on move day
  • What they’re personally responsible for
  • Who’s the point of contact at each end

Move Day

Have a person at each end

  • Someone at the old office who knows where everything is
  • Someone at the new office who knows where everything should go
  • Without this, the team carrying things spends the day waiting and guessing

Do a final sweep before you leave

  • Roof spaces and loft storage
  • Kitchen cupboards and fridges
  • Cleaning materials and equipment in utility areas
  • Outside spaces
  • Meter readings. Photograph them before you leave

Hand back keys properly

  • Get written confirmation of key handover
  • Do a walk-through with the landlord if required

After the Move

Day one in the new space

  • Priority: get IT working
  • Everything else can wait if people can work
  • Have a kettle and coffee accessible before you start unpacking. Your team will thank you

Within the first week

  • Update Google Business Profile with your new address. This is the one most businesses forget
  • Update your website footer, contact page and any location references
  • Update social media profiles
  • Tell any clients or suppliers you missed before the move

Within the first month

  • Confirm all utilities have transferred correctly
  • Check that mail is being redirected if needed
  • Do a final check of any subscriptions or services still going to the old address

If you’re ready to book your office move, your local YMWAV branch covers most of the UK and can usually turn a quote around quickly.

Find your nearest branch →