Office moving: what to know

What the job involves, what changes the price, and what to ask a pro.

What office moving is

Office moving relocates a business with a plan for packing, labeling and moving furniture, equipment and files, then sets up the new site so staff can return to work with minimal downtime. The job is usually scheduled around business hours, with IT and phones coordinated at both ends.

Signs you need it

  • You are moving the office to a larger or smaller space and staff need a clear plan for the switch
  • Desks, workstations, server racks and printers need to be disconnected and set up in a new layout
  • Files, records and archived paperwork need to be packed and moved in a controlled way
  • The business cannot afford a long gap in service, phones or internet access
  • The lease requires the old space to be returned in a set condition by a set date

What the pro does

  • Plan the move with the office manager, including phased moves, a floor plan and a schedule for each team
  • Label furniture, desks and boxes with the new room and the team, and keep a master inventory list
  • Pack files, equipment and personal items in clearly marked boxes, with sensitive records kept secure
  • Disassemble workstations, racks and conference tables, and bag and tag the hardware
  • Move the items to the new site and place each piece according to the floor plan
  • Reassemble, reconnect and test equipment, then confirm each team can work before the crew leaves

What changes the price

Every job is different, so we do not publish prices. These are the things that move the quote up or down.

  • Number of employees, workstations and rooms that need to move
  • Amount of furniture, files and specialty equipment such as server racks or large printers
  • Whether the move happens after hours, over a weekend or in phases to limit downtime
  • Number of floors and the stairs or elevator access at each site
  • Whether IT disconnection, cabling and reconnection is part of the job or handled by others
  • Whether storage of files or furniture is needed during the transition

What a written quote should spell out

  • The floor plan and the number of workstations, rooms and items moved
  • The schedule, including phases, after-hours work and the timing of each team's move
  • Whether IT disconnection and reconnection is included, and who does it
  • The labeling, the master inventory and the packing materials supplied
  • Insurance coverage for office equipment and the claim process

Questions to ask before you hire

  • How do you plan the move so staff can keep working, and how many days of downtime should we expect
  • Do you disconnect and reconnect the computers and phones, or do we need our IT provider
  • How are sensitive files packed and kept secure during the move
  • Can you move in phases on evenings or weekends to limit disruption
  • Who checks the floor plan and signs off on each team's setup
  • What is your insurance for office equipment, and how is a claim handled

Red flags

  • A plan with no floor plan or no master inventory for the move
  • Server racks or network equipment moved without a qualified IT plan
  • Sensitive files left unsecured in an open truck or a public area
  • A quote with no schedule for phased moves or after-hours work

What you can do yourself

You can start labeling boxes, clean out unneeded files and back up digital records before the move. Call a professional for furniture and workstations, server racks and specialty equipment, and any move where the business needs a set schedule to keep operating.

Licenses and permits

Office moving is commonly done by insured moving companies. Check with your state or local licensing agency for business registration that applies, and check the rules for any electrical or network work that is part of the setup with the licensed trade that does it.

Office moving questions

How long will the office be down?

Ask for a schedule that shows each team's downtime. Phased moves over evenings or weekends usually keep most staff working through the transition.

Who reconnects the computers and phones?

This should be agreed before the move. Some movers handle the furniture only, and an IT provider reconnects the network. Confirm who does each part in writing.

How are files kept safe during the move?

Use sealed, labeled boxes, keep records locked until they arrive, and confirm the chain of custody with the moving company before the truck leaves.

About this guide

This national guide is written and checked by infinibell. Rules and conditions differ by place, so local pros are credited on guides for the cities they serve, not on national ones.

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