Office Moving Checklist

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• Pre-Move Planning & Preparation (2-4 Months Before Your Move)

  1. Assess Employee & Space Needs – Determine how many employees will work in the new office. If transitioning to remote or hybrid work, consider downsizing.
  2. Find a New Office Location – Start touring potential spaces early, ensuring the lease timeline aligns with your current lease expiration.
  3. Review Lease Agreements & Move-Out Requirements – Notify your landlord at least 60 days before moving. Arrange a final walkthrough and plan for necessary repairs.
  4. Establish a Move Planning Team – Appoint a team to oversee logistics, delegate tasks, and assign a decision-maker.
  5. Set a Moving Budget – Track expenses and set aside funds for unexpected costs or celebrations.
  6. Create a Moving Timeline – Outline deadlines for packing, utilities, and moving logistics.
  7. Schedule a Survey with Mover Services Inc. – Get a free estimate for your relocation plan.
  8. Schedule Mover Services Inc. – Book your move date once the plan is finalized.

• Notifications & Service Transfers (2-4 Months Before Your Move)

  1. Confirm Move-Out Details with Your Landlord – Check date, building rules, and elevator access.
  2. Communicate with Employees – Share the move timeline and assign responsibilities.
  3. Notify Clients & Partners – Use email, signage, social media, and email signatures to share the new address.
  4. Notify Vendors & Service Providers – Update your address with:
     • Post Office
     • Tax Agencies & Government Offices
     • Banks, Credit Card Companies
     • Insurance & Loan Providers
     • Subscriptions & Online Accounts
  5. Transfer or Set Up Utilities – Arrange services at the new location and cancel the old ones to avoid gaps.

• Inventory & Organization (1-2 Months Before Your Move)

  1. Conduct an Office Inventory – Track items to move, donate, recycle, or discard.
  2. Declutter & Donate – Purge unneeded items and donate useful goods.
  3. Safely Dispose of Hazardous Materials – Contact MSI for disposal guidance.
  4. Plan the New Office Layout – Map out furniture, rooms, and request floor plans.
  5. Assess Equipment & Furniture Needs – Determine what to keep, replace, or buy.
  6. Consider Storage Solutions – Use MSI storage for extra or infrequent-use items.
  7. Confirm Moving Date & Logistics – Verify regulations, elevator access, and restrictions.

• Packing & Logistics (1-4 Weeks Before Your Move)

  1. Gather Packing Materials – Get boxes, tape, bubble wrap, etc., if MSI is not packing.
  2. Pack Personal & Common Area Items – Employees pack their items; assign common area responsibilities.
  3. Label Everything – Clearly mark contents and destinations on boxes and items.
  4. Coordinate with IT – Ensure backups and plan minimal downtime.
  5. Back-Up Files – Save digital data to the cloud or hard drive.
  6. Check Parking & Permit Requirements – Reserve loading areas and elevators as needed.
  7. Update Office Signage & Branding – Update signage, printed materials, and online listings.
  8. Plan for Repairs – Schedule repairs required by your lease.
  9. Schedule a Final Office Cleaning – Leave the old space in great condition; MSI can help.
  10. Confirm Your Move – MSI will reach out to verify all move details.

• Day Before Move Day

  1. Collect & Audit Keys and Access – Ensure all keys and badges are returned and accounted for.
  2. Complete Final Packing – Pack remaining items and prepare for movers.
  3. Prepare & Label New Office – Clearly label areas for movers to place items correctly.

• Move Day

  1. Assign Move Supervisors – Have staff oversee different move phases.
  2. Let Mover Services Handle the Heavy Lifting – Trust MSI to transport everything safely.
  3. Conduct a Final Walkthrough – Ensure nothing is left behind and utilities are turned off.
  4. Oversee Unloading & Setup – Guide MSI for proper placement in the new office.

• Post-Move Setup & Final Touches

  1. Unpack & Organize – Set up key spaces to resume work quickly.
  2. Test IT Systems & Phones – Ensure everything works properly.
  3. Update Office Security – Change locks and update access systems.
  4. Schedule MSI for Packing Pickup – Recycle or return packing materials.
  5. Conduct a Post-Move Review – Gather feedback and resolve issues.
  6. Celebrate Your New Office! – Organize a small event to welcome the team.

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