A well-run office relocation starts 8 to 12 weeks before moving day, not the week before. Most of the costly mistakes businesses make, missed lease notice periods, IT downtime, lost staff productivity, come from starting the practical planning too late. This checklist breaks the process into phases so nothing gets left until the last minute.
Office Relocation Timeline at a Glance
- 8 to 12 weeks before: confirm the new lease, notify your current landlord, book your removal company
- 6 to 8 weeks before: plan IT and telecoms cutover, order new furniture if needed, brief staff
- 4 weeks before: confirm floor plans, update your business address everywhere it appears, arrange insurance
- 1 to 2 weeks before: label everything, confirm access at both sites, back up all IT systems
- Moving day: decommission IT last, supervise loading, do a final walkthrough of the old office
- After the move: recommission IT first, update signage and directories, gather staff feedback
8 to 12 Weeks Before: Lock In the Fundamentals
- Confirm your new lease terms and the earliest possible access date
- Give formal written notice to your current landlord, checking your notice period against the lease
- Book your removal company early. St Albans, Luton and Hertfordshire removal slots fill up fast in peak months
- Commission a dilapidations assessment for the outgoing office so you know your reinstatement liability
- Appoint an internal move coordinator, one person who owns the project end to end
- Start planning your new office layout with input from department heads
6 to 8 Weeks Before: IT, Furniture and Communication
- Contact your IT provider or internal team to plan server, network and phone line cutover at the new site
- Order new furniture with enough lead time for delivery before or on move day
- Decide what existing furniture and equipment is moving, being sold, or being disposed of
- Send the first staff communication with the move date and what to expect
- Update your business address with your bank, HMRC, insurers and Companies House
- Notify clients and suppliers of the upcoming change, especially any that deliver to your office
4 Weeks Before: Details and Documentation
- Finalise floor plans for the new office, including desk allocation and meeting room layout
- Update your website, Google Business Profile, email signatures and stationery with the new address
- Confirm goods-in-transit and public liability insurance covers the move
- Arrange crate hire if your removal company offers it, rather than relying on cardboard boxes alone
- Check building access requirements at both sites: loading bays, lift booking, parking restrictions, permits
- Order any signage needed for the new office
1 to 2 Weeks Before: Final Preparation
- Label every crate and item of furniture by destination room, not just department
- Back up all IT systems and confirm the cutover plan with your provider
- Confirm exact timings with your removal company, including access windows at both buildings
- Brief staff on their responsibilities: personal items, desk clearing, what not to touch
- Arrange final meter readings and utility transfers for the old office
- Confirm cleaning and reinstatement work required before handover of the old office
Moving Day
- Decommission IT equipment last, so staff can work up until the final hours
- Have your move coordinator on site at both locations if possible, or delegate a point person at each
- Supervise loading to make sure labelling and destination rooms are being followed
- Do a final walkthrough of the old office to check nothing has been left behind
- Recommission IT and telecoms first at the new site, before furniture placement is finished
After the Move
- Confirm all IT systems, phones and internet are fully operational
- Update remaining signage, directories and any physical address references
- Complete outstanding dilapidations work at the old office within the agreed timeframe
- Gather staff feedback on the new layout while it is still fresh
- Send a short update to clients and suppliers confirming the move is complete
Mistakes That Derail Office Relocations
Late IT cutover planning, underestimating dilapidations costs and starting staff communication too late are among the most common issues we see. For a closer look at what goes wrong, see our guide on 10 common mistakes businesses make during office removals in London.
Frequently Asked Questions
How far in advance should you start planning an office relocation?
Most UK businesses should start formal planning 8 to 12 weeks before the move date. Larger offices with complex IT infrastructure or long lease notice periods may need to start even earlier.
Who should be responsible for an office relocation checklist?
A single internal move coordinator should own the checklist end to end, even if different tasks are delegated to IT, facilities and HR. A single point of accountability is what prevents tasks falling between departments.
What is the most commonly forgotten item on an office relocation checklist?
Updating the business address with HMRC, Companies House, banks and insurers is frequently left until after the move, which can cause delays with post, payments and compliance.
Do I need a separate checklist for IT relocation?
Yes. IT and telecoms cutover involves separate timing, providers and risks compared with furniture and general office removal, and is worth planning as its own workstream within the wider checklist.
Plan Your Office Move With Local Support
Shaheen Express Removals has moved offices across St Albans, Luton and Hertfordshire, and can work from your checklist to build a moving day plan that fits your timeline, floor area and access requirements.