Table of content

1. Introduction

2. Six months before the move

3. Four months before the move

4. Two months before the move

5. One month before the move

6. One week before the move

7. The day before the move

8. On moving day

9. After the move

10. Conclusion

1. Introduction

Commercial relocation can be incredibly stressful, with countless tasks to manage, from coordinating logistics to ensuring minimal disruption to daily operations. It’s easy to feel overwhelmed by the planning, timelines, and unexpected challenges that arise along the way.

But don’t worry—our comprehensive guide is here to simplify the process and address all your concerns. With practical tips and expert advice, you’ll have everything you need to make your office move smooth, efficient, and hassle-free.

2. Six months before the move…

Here are the recommendations that we have for you 6 months before your office relocation. 

Review your existing commercial property lease

If your office lease hasn't ended, consider the following:

• Will breaking the lease impact your deposit?

• Do you need to fix issues like scuffed floors or damaged partitions before returning the space?

• What are your responsibilities for repairs, such as fixing door handles or replacing missing tiles?

These points provide valuable insights when reviewing your current lease, empowering you to make more informed and strategic decisions moving forward.

Designate an office moving committee

Questions to consider when planning an office move:

• Would you prefer to manage the entire moving process or focus on specific tasks?

• Should you take charge yourself, or would it be more effective to hire an office moving project manager to oversee things?

Based on our experience, it’s often helpful to delegate tasks to your relocation management team, ensuring clear responsibilities for logistics, inventory tracking, furniture setup, and workspace arrangement.

Have a decommissioning plan

Decommissioning involves returning your office to its original condition, which goes beyond simple cleanup. It includes tasks like removing wall-mounted items, dismantling workstations, uninstalling security systems, and removing branding elements.

You may also need to make repairs, such as patching holes, repainting walls, and addressing minor issues like damaged ceiling tiles or faulty locks. It’s important to review your lease for specific decommissioning requirements to avoid legal issues or losing your deposit.

To ensure a smooth process, plan ahead and delegate responsibilities within your team.

Setting a budget

Having a preliminary budget is crucial when discussing options with moving companies. Identify your must-haves and explore areas where you can cut costs without significant compromise.

Consider the logistics of procurement:

• Who will manage and approve moving-related expenses?

• How will payments to vendors be handled?

Starting with a clear financial framework helps streamline the process and avoid unexpected costs.

When proposing an office moving budget, keep these factors in mind:

1. Calculate expenses for moving services, new furniture or equipment, and any renovations.

2. Allocate an additional 20-30% for unforeseen costs.

3. Obtain budget approval from the finance department.

Decide on the moving insurance coverage 

Having insurance in place is essential to protect against potential damage to furniture or electronics during the move.

However, moving insurance can vary widely between moving companies in Singapore, so it's important to confirm whether the moving company you choose offers insurance coverage, especially if it's a priority for you.

Start researching moving companies

When planning a move, it's important to research and compare moving quotes. Whether local or long-distance, take time to gather referrals, read reviews, check for complaints, and verify the mover's professional accreditations to avoid bad experiences.

For office relocations, choose movers with expertise in commercial moves, as these differ significantly from residential moves. Experienced office movers offer a smoother process tailored to your business needs, often providing a dedicated move coordinator to handle logistics.

Additionally, they typically offer flexible scheduling, including weekend moves, to minimize disruption to your business operations. For more guidance, check out our guide on hiring movers and key questions to ask before making your decision.

Get at least three moving quotes

Once you've identified movers capable of handling your commercial relocation, it's wise to request free quotes from multiple companies. We recommend getting at least three quotes for comparison. You can easily request free online quotes from us at Reddot Movers.

Have a centralised to-do list

With multiple people involved in coordinating your office move, it's helpful to create a central location for all your notes and lists. While a physical box or folder can work, an online method is more efficient.

For example, you can organise everything in a folder on Google Drive, using Google Docs to store and share documents. Centralising your information this way ensures everyone stays on the same page and streamlines the process.

Announce move to employees and gather feedbacks

Start by sending an email to inform employees about the office move, including key details such as the new address, moving date, features of the new space, reasons for the move, and important dates in the moving timeline.

Arrange for subsequent meetings to address questions and gather feedback, particularly about workspace preferences.

For smaller companies:

• One-on-one discussions may be sufficient.

For larger organisations:

• Company-wide meetings might not be practical, so consider sending a survey or organising departmental meetings. Also, remind employees to factor the move into their plans for ongoing or new projects.

Since employees are crucial to the success of your organisation, it's essential to involve them in the relocation process. This involvement will help them adjust more easily and take ownership of the transition.

Ensure everything will fit in the new office

Before moving your electronics and appliances, it's important to check whether they’ll fit in the new office, especially if the kitchen or other areas are smaller.

To save time, money, and effort, measure your largest furniture and equipment—such as conference tables and bulky electronics—and compare these measurements with the available space in the new office.

Ideally, the new office should accommodate your existing items, but confirming this in advance will help avoid surprises during the move.

Make an inventory

Once you've assessed what will fit and what won’t, create a detailed inventory of the items you're taking with you and those you'll be leaving behind. If the new office layout is different, you may need to let go of some items, even if you're on a tight budget.

A complete inventory will help you communicate your moving needs more effectively with your office moving coordinator and give you a clearer picture of what needs to be left behind and whether any items will need replacing after the move.

3. Four months before the move…

Here are what you should do 4 months in advance to office relocation.

Lock in your moving date

At this stage, you’ve likely compared prices and chosen a moving company. To ensure availability, book your moving date as early as possible.

Solidify your moving plan

Create a structured schedule for your office move by setting clear deadlines for critical tasks. For example, decide when office equipment (like computers and printers) should be packed, and plan when utilities (electricity, water, etc.) need to be disconnected at the old office and activated at the new location.

Assign team leaders to oversee specific areas, such as IT, logistics, or furniture setup, and ensure responsibilities are distributed efficiently among team members. This approach keeps the move organized and ensures all essential tasks are addressed.

Announce the moving date to your employees

Inform your employees about the scheduled moving date and clearly outline their responsibilities. Specify deadlines for packing up their workstations (desks, cubicles, etc.) and provide details on when utilities like electricity and internet will be disconnected.

If employees need to assist with packing or moving boxes, check for any health restrictions that might limit their ability to participate. Make sure each team member understands their tasks and timelines to ensure the process runs smoothly.

Notify current landlord

Once your company’s moving date is finalised, promptly inform your current landlord or property manager of the planned lease termination date.

Notify other stakeholders

Inform all relevant stakeholders about your upcoming office move and share your updated contact details with them. Be proactive in addressing any concerns they may have about how the relocation could impact your professional relationships or services.

Examples of stakeholders to notify include:

• Customers and business associates

• Vendors and contractors

• Professional organizations or industry associations

• Regulatory bodies (e.g., HMRC, Companies House)

• Finance departments of relevant entities

• Internet and telecom service providers

• Banking and financial institutions

• Insurance providers

• Catering or bottled water suppliers

• Office supply vendors

• Maintenance companies for printers or photocopiers

• Any other service providers your business relies on

Ensuring clear communication with these parties will help minimise disruptions and maintain strong relationships during the move.

Come up with a plan for specialised equipment

Consider whether your inventory includes bulky machinery, hazardous materials, or exceptionally heavy items that require special handling. If so, plan for the appropriate assistance to transport these items safely.

If any items need to be manufactured or shipped in advance, order them early to avoid delays. Additionally, if you're upgrading or replacing specialised equipment that requires extra care, ensure this is factored into your logistics plan.

A detailed logistics plan is essential to ensure the safe and efficient relocation of such materials, minimising risks and ensuring that everything arrives in optimal condition.

Hire moving vendors

Even if you're using a full-service moving company for packing and unpacking, you may still need to hire additional vendors for other move-related tasks. For instance, if your new office requires interior styling, now is the perfect time to bring in a professional interior designer.

Additionally, consider hiring a cleaning service for post-move cleanup, especially if your movers or building management don’t provide this service and your current cleaners can't handle the extra workload.

Start gathering moving supplies

If your office doesn’t have all the necessary packing materials—or if the movers aren’t handling it—start gathering supplies as early as possible. While you may already have basics like markers, scissors, and labels, you'll likely need additional items such as heavy-duty boxes, bubble wrap, and packing tape.

Be sure to consider specialty supplies for fragile or bulky items. To save costs, you can also ask local stores for spare boxes. For a complete list of essential supplies, refer to our detailed guide on packing and moving supplies.

Downsize your inventory

Tackle your office decluttering with a fresh perspective, identifying items that can either be sold or donated. You could also consider organising an office giveaway, allowing employees to take home any items they might find useful before they’re removed.

Talk to employees again

At this stage, you may have revisions to your moving plan and updates to share with your team. Maintain clear communication by providing regular email updates and inviting feedback.

Be sure to highlight important details about the new office, including the location of meeting rooms, security protocols, nearby amenities, public transport options, and any other relevant information to help ensure a smooth transition for everyone.

4. Two months before the move…

Here are the things that you should do 2 months prior to office relocation. 

Design a floor plan

Work closely with the office moving coordinator to plan the layout of the new space. Determine where desks, office equipment, and communal areas will be placed. If possible, map out the locations of key infrastructure like internet connections and electrical outlets to ensure smooth installation of technology.

Consider the office flow for efficiency—ensure high-traffic areas are easily accessible while maintaining quiet spaces for focused work. Alternatively, you could collaborate with your moving manager to plan the arrangement of furniture and key tech equipment.

Make sure there are sufficient power sources and networking points for a seamless setup of computers, printers, and other essential devices.

Coordinate Service Disconnections, Transfers, and Installations

Arrange for the setup of internet, phone services, and utilities in your new office. Beyond basic utilities like water and electricity, you may also need to organise waste disposal, recycling services, or security system installation.

Coordinate with your IT team to ensure a smooth transition of computer systems and technology. Decide if they can handle the setup internally or if external experts are needed.

Additionally, inform any service providers—such as cleaning, landscaping, or security—that you will be ending or transferring their contracts to your new location. Make sure to schedule the installation of internet, phone lines, and other essential utilities, and ensure services like waste collection, recycling, or security are also arranged.

Buy new furniture or equipment

If you're adding or replacing office furniture and equipment, it's important to start buying early, as shipping and assembly can take a while. You may also need help with furniture setup, and the decoration process can be time-consuming as well.

Renting warehousing & storage spaces

If necessary, consider booking a nearby commercial storage unit for items like outdated files, seasonal decorations, or office furniture that you don't currently need but may require later.

Alternatively, if space is limited at your new office, securing a storage unit nearby can be a smart solution for keeping things like archived documents, extra office decor, or furniture that might be useful down the line.

Come up with a labeling system

Choose a labelling system that suits your office, whether it involves numbers, colours, or symbols. The key is to ensure consistency across the entire office and make sure all employees follow the same method.

Alternatively, you could use a uniform approach, such as colours, shapes, or numbers, as long as it's consistently applied throughout the office and all team members are aligned.

Start your packing process strategically

Pack up any items that aren’t crucial in the weeks leading up to the move. By handling these early, you’ll be able to focus on more pressing tasks, like packing the essentials and preparing the items you'll need during the move later on.

Update your new address across all channels

Once your new address is confirmed, it’s important to update your business stationery promptly. Order new business cards, letterheads, envelopes, and return labels well in advance, so you have everything ready before the move.

This will ensure you’re not left without essential materials for days or weeks once you're settled into your new office.

Check on the new office

It’s important to visit the new office beforehand to ensure everything is on track for the move. Check if any cleaning services are needed before move-in day and assess whether you can start transferring non-essential items early.

This will help streamline the actual moving process and reduce last-minute tasks.

5. One month before the move…

Here are the things that you should do 1 month prior to office relocation. 

Continue checking process for furniture, equipment and office supplies

The moving process takes time. Stay in communication with your moving committee to ensure that the labelling system is progressing smoothly and that employees have everything they need to pack up their workstations.

Finalise moving plans with your moving committee

Confirm the move date once again, and see if there’s a need for a moving-day itinerary to coordinate moving logistics.

Order keys and access cards

If the new office requires access cards for entry, make sure to order them ahead of time. This will ensure a seamless transition for your employees and help avoid disruptions to work productivity.

Back up essential data

Before the move, it’s crucial to back up all important data on your computers securely. Consider using hard drive mirroring software to create an exact copy of your system, ensuring that if any issues arise during transport, you can easily transfer your data to a new device.

Cloud storage is another option for storing multiple copies of essential data. Be sure to review your company’s IT policies to understand what can and can’t be done.

Additionally, consider digitising physical files by scanning them and then shredding the paper copies to reduce clutter and lighten the moving load.

Coordinate moving truck departure and arrival

Coordinate with both your current and new building managers to arrange specific times for loading and unloading.

If your new office has loading docks, that’s ideal, but in case parking is limited or the area experiences heavy traffic, have an alternative plan in place. Being proactive and organising these logistics ahead of time will help avoid last-minute complications on the day of the move.

Understanding building management rules

If your company doesn’t own the building you’re moving into or out of, make sure to obtain a detailed list of building policies regarding the move. There may be restrictions like only being able to move outside business hours or required to submit a request to use the service elevator. 

It’s essential to obtain these permits from the building management prior, as they will shape the planning and execution of your move.

Assign everyone the task of packing up their own desk

Even if a moving company is handling the larger items, having each employee take responsibility for their own desk space can make a big difference. Inform your team in advance about when they need to pack up their workstations and encourage them to tackle the task gradually, rather than leaving it until the last minute.

Consider giving employees a couple of hours off the day before the move to organise their desks without pressure, ensuring a smoother and more efficient transition.

6. One week before move…

Hang in there, you’re almost there! Here are the things to do 1 week before your move.

Update your address

Make sure to update all essential platforms with your new office address, including your company website, financial accounts, social media profiles, subscriptions, and business listings like Google.

If you're unsure who else needs to be informed, having a change-of-address checklist, which offers tips relevant to both residential and business moves will help ensure all necessary updates are made efficiently.

Review your moving day schedule with the moving team

Review the final tasks before moving day, including the order in which items should be packed and unloaded, who will oversee the moving crew on-site, and who will secure the premises once the move is complete.

Additionally, confirm the movers' arrival time and ensure that all essential steps—such as utilities, access arrangements, and safety measures—are covered before the team arrives. This will help ensure a smooth and efficient move.

Remind employees to finish packing

At this stage, do check in with employees to ensure that they are finishing up on packing their desk and clearing their belongings. 

Ensure your IT team is set for the move

Disconnecting and reconnecting office technology can be one of the most challenging parts of a move, and it’s not a task that can be delegated to the movers. To ensure a smooth transition, start preparing for this job well in advance.

Organise your team early to handle the task, and if you're planning to dispose of any equipment, arrange for recycling or donation options ahead of time. Be sure to refer to your company’s IT policies to ensure compliance with data security and disposal guidelines.

7. The day before the move…

Here are things that you should do the day before your move.

Finish packing and labeling

Ensure that everything is packed and prepared for the next day. Conduct a final walk-through audit to confirm that everything is in order. 

Look for any last-minute items that still need to be packed, either take care of them yourself or assign someone else to handle it.

Retrieve Employee Access Cards and Keys

Do distribute the new access cards, parking passes to employees, while collecting the current access cards (if any) for returning to current management.

Do account for all the access cards in case there might be penalty missing cards.

In that scenario, determine whether your company will absorb the penalty or should the employee be responsible.

8. On moving day…

Here are what you should be doing on moving day.

Be early at the old office to facilitate the movers

Ensure that you or a designated staff member is available to assist the movers throughout the process. This person will need to grant access to the building, supervise the loading, and provide any necessary tips or refreshments.

It's also important to have someone on hand to clear any obstacles that might obstruct the move. This individual should guide the movers by indicating which items should be loaded first or last, identifying fragile boxes (even if clearly marked), and pointing out any furniture that requires disassembly.

This will help ensure the move runs smoothly and efficiently.

Do a final check of vacated office

Conduct a final check to ensure nothing has been overlooked and document any damage to the property. Verify that all of your company’s belongings have been vacated from the existing premises.

This is also the time to return any keys, parking passes, or access cards unless you’ve made other arrangements with the property manager or owner. Additionally, confirm that your lease has officially ended to avoid any lingering responsibilities.

9. After the move…

Here is what you should do after the office move.

Unpacking, setting up and testing technology

Start by unpacking the essential items and setting up your phone, computers, servers, printers, and any other equipment you’ll be using.

Test everything to ensure it’s working properly, and resolve any issues promptly to avoid disruptions to your business operations.

Double-check your address updates

Double- check that your new corporate address has been updated across all various channels.

Do check in occasionally with old office management to see whether there are any old letters that are still being sent to the previous office.

It’s good to rectify these issues early to prevent complications in the future. 

Meet with the post-move team

At your new office, have a conversation with your team about assigning responsibilities. Decide who will be removing labels, unpacking boxes, and organising areas such as the kitchen, restrooms, and supply cabinets.

Distribute these tasks across the team to keep everything on track.

Have a celebration, you have done well!

Hosting an office warming party can be a great way to boost employee morale after settling into the new space.

If you’re planning one, set aside a budget for the event and begin sourcing entertainment and food & beverage vendors to meet your party needs.

This will help ensure everything is well-organised and enjoyable for the team.

10. Conclusion

In conclusion, an office relocation requires careful planning and a well-organised approach. By following a structured timeline, from six months out to the final days before the move, you can ensure a smooth transition without unnecessary stress or disruption. 

Starting early with tasks such as reviewing leases, designating a moving team, and setting a budget will lay the foundation for a successful move.

Throughout the process, it’s crucial to maintain clear communication with employees, plan for specialised equipment needs, and ensure that all logistics, from service disconnections to the packing process, are carefully managed. 

With thorough preparation, the move can be a positive step forward, providing a fresh start for your business in its new location.

If you require any assistance for your office move in Singapore, get in contact with Reddot Movers and we will be more than happy to assist you.

Frequently Asked Questions

1. How do I prepare my office for a move?

Start by organising and decluttering the office. Create a moving plan with a timeline, assign tasks to employees, and notify key stakeholders. Gather moving supplies, such as boxes, packing materials, and labels. Communicate the moving date and expectations to your team in advance.

2. What should I pack first when preparing for an office move?

Start with items that are not used daily, such as decorations, files that are not essential, and non-essential office supplies. Pack up electronics, books, and office furniture towards the end, ensuring that everything is labelled properly.

3. How do I choose the right moving company for my office move?

Look for a moving company with experience in office relocations. Check their reviews, confirm they have proper insurance, and ensure they offer the services you need, such as IT equipment handling or specialised services for large furniture.

4. How can I ensure minimal disruption to business operations during the move?

Plan your move during off-peak hours or over the weekend, if possible. Prepare a clear timeline, divide tasks, and allocate specific times for the packing and setup. Notify employees and clients about potential disruptions well in advance.

5. What are the key steps to take one week before moving day?

Finalise all details with the moving company, confirm addresses, check equipment and furniture, and begin packing up non-essential items. Communicate your moving plans to employees, and ensure everyone knows their responsibilities. Check your building's move-in procedures to avoid last-minute issues.

6. How do I handle confidential documents and sensitive information during an office move?

Ensure that sensitive documents are securely packed, preferably in locked boxes or secure bags. Consider hiring a professional moving service that offers confidential document handling. You can also use digital backups for critical files to avoid data loss during the move.

7. Should I move my office technology myself or hire professionals?

It’s recommended to hire professionals to move your technology, especially for fragile or expensive equipment like computers, servers, and printers. Professionals ensure that everything is disconnected properly, packed safely, and set up correctly at the new office.

8. What’s the best way to label office items for an efficient move?

Use clear, concise labels with the room or area where the items will go in the new office. Include a brief description of the contents and any special instructions (e.g., fragile items or tech equipment). Colour-coding labels by department or function can also help streamline the process.

9. How do I ensure the new office is ready for business on move-in day?

Ensure that utilities, such as electricity, internet, and phone lines, are set up before moving day. Have a floor plan ready for the office layout, and confirm that furniture, equipment, and any necessary supplies are already in place. Conduct a final inspection of the new space for any maintenance issues before moving in.

10. What are common mistakes to avoid when moving an office?

Some common mistakes to avoid include failing to plan ahead, not hiring professional movers for sensitive equipment, not communicating with employees about their responsibilities, and neglecting to update your address and contact information on time. Additionally, don't forget to check building regulations for move-in requirements.