Planning a New Office for 2026? Check This Office Moving Checklist Before You Start

2026 has started, and with a new year, organizations often make changes to their premises, equipment, and policies, etc. If a company is growing at a fast pace, a new year might also herald the change of premises and a move to a new office.

If you are planning a new office for 2026, you should check out this checklist that we’ve made. In this checklist, we’ve mentioned the various steps that you should follow at different points leading up to the move, including 3 months prior, 1 month prior, weeks prior, and the day of the move. We’ve also included what you should do after the move has been completed.

By following this checklist, you will be able to make sure that no step is missed.

We’ve published various other moving checklists on our website as well, which you should definitely check. However, this one is particularly for people who are looking to do a commercial move rather than a normal residential one.

If you want, you can click on the link below and download the checklist in PDF format.

Why is it important to follow a moving checklist for an office move?

Although a moving checklist is important for all types of moves, even if it is just an apartment, the need for it is even more for an office move.

The reason for that is simple. Office moves are complex and require a lot of attention in a lot of different areas. Without a checklist, it is very easy to forget important steps, which can create problems later on when the day-to-day operations are resumed.

Here is a sum-up of the various reasons why having a moving checklist is important when relocating offices.

• Keeps the move organized, ensuring every department and task is accounted for
• Prevents missed steps, such as utility transfers, IT setup, and address updates
• Reduces downtime, helping business operations resume faster
• Improves coordination between management, employees, movers, and vendors
• Protects critical equipment and data, especially IT infrastructure

3 Months Before the Move

Secure Your New Space and Plan the Layout

• Sign the lease or finalize the purchase of your new office space
• Measure the new office and create a floor plan showing where desks, conference rooms, and equipment will go
• Walk through the space with your team leads to identify any renovation or build-out needs
• Hire an architect or designer if you're making structural changes

Assemble Your Moving Team

• Appoint a move coordinator who will oversee the entire process
• Form a moving committee with representatives from each department (IT, HR, Operations, Finance)
• Schedule weekly check-in meetings to track progress and address issues
• Assign specific responsibilities to each committee member

Budget and Vendor Research

• Calculate your total moving budget including movers, equipment, downtime costs, and contingencies
• Get quotes from at least three commercial moving companies
• Research IT vendors who can handle server relocation and network setup
• Compare furniture suppliers if you're buying new desks, chairs, or storage

Notify Key Stakeholders

• Inform employees about the move and share the tentative timeline
• Notify your landlord according to your lease terms (usually 60-90 days notice required)
• Alert clients, vendors, and partners about the upcoming address change
• Update your business address with banks and government agencies

IT and Technology Planning

• Audit your current IT infrastructure and decide what to keep, upgrade, or replace
• Plan your new network layout including internet lines, phone systems, and server locations
• Schedule downtime for moving servers and critical systems
• Back up all company data before the move begins

1 Month Before the Move

Finalize Moving Logistics

• Confirm your moving company and lock in the date
• Order packing supplies (boxes, labels, tape, bubble wrap, markers)
• Create a detailed inventory of everything that needs to move
• Assign each department a color-coded labeling system for easy unpacking

Update Your Business Information

• Submit address change forms to USPS, banks, and credit card processors
• Update your address on your website, Google Business Profile, and social media
• Order new business cards, letterhead, and marketing materials with the new address
• Notify utility companies and schedule service transfer or setup at the new location

Prepare Employees

• Distribute packing guidelines to all employees with clear instructions
• Ask employees to pack personal items and label their boxes with their names
• Assign desks or workstations in the new office so people know where they're going
• Answer employee questions about parking, commute changes, and new office amenities

IT Setup at New Location

• Install internet lines, phone systems, and network infrastructure at the new office
• Test the network to make sure everything works before moving equipment
• Set up conference room technology, printers, and shared equipment
• Label all cables and connections so IT staff can reconnect everything quickly

Final Space Prep

• Deep clean the new office or hire a cleaning crew
• Paint walls, install shelving, and complete any last-minute renovations
• Inspect the space for safety hazards like loose wiring or uneven flooring
• Confirm that all keys, access cards, and security codes are ready

2 Weeks Before the Move

Pack Non-Essential Items

• Start packing items you don't need daily like archived files, extra supplies, and seasonal decorations
• Label every box with its contents, destination room, and department
• Create a master list of all packed boxes and what's inside them
• Store packed boxes in a designated area to keep workspaces clear

Coordinate with Your Moving Team

• Confirm the moving schedule with your moving company and get a written agreement
• Assign floor captains for moving day who will oversee their departments
• Share the moving day timeline with all employees so everyone knows what to expect
• Arrange for parking or loading dock access at both the old and new locations

Communicate with Service Providers

• Confirm utility shutoff dates at the old office and activation dates at the new one
• Schedule elevator reservations at both buildings if needed
• Notify your security company about the move and update alarm systems
• Arrange for mail forwarding to start on moving day

Backup and Secure Data

• Back up all servers, databases, and critical files to the cloud or external drives
• Remove sensitive documents and store them securely during the move
• Wipe old computers or devices you're not taking to the new office
• Create a recovery plan in case data gets lost during the move

1 Week Before the Move

Finish Packing

• Pack all remaining items except what you'll need in the final days
• Disassemble furniture that won't fit through doors or elevators
• Disconnect and pack printers, monitors, and other peripherals
• Take photos of cable setups so you can reconnect everything correctly

Prepare the New Office

• Set up reception area, break room, and common spaces before moving day
• Install signage, nameplates, and directional signs so people know where to go
• Stock the new office with essentials like toilet paper, coffee, and cleaning supplies
• Test all utilities including water, electricity, HVAC, and internet

Brief Your Team

• Hold a final meeting with employees to review the moving day schedule
• Distribute emergency contact numbers for the moving coordinator and vendors
• Remind employees to pack valuables and important documents separately
• Clarify where employees should report on moving day and the day after

Final Walkthroughs

• Walk through the old office to make sure nothing is left behind
• Check storage rooms, closets, and cabinets for forgotten items
• Inspect the new office one last time to confirm it's ready

Moving Day

Supervise the Move

• Arrive early to meet the movers and guide them through the process
• Have floor captains stationed at both locations to answer questions
• Keep a checklist of all furniture and equipment as it's loaded and unloaded
• Stay in constant communication with your moving team via phone or walkie-talkie

Protect Critical Items

• Move servers, computers, and sensitive equipment separately from general furniture
• Hand-carry backup drives, important files, and irreplaceable documents
• Keep an eye on fragile items like monitors, artwork, and glass furniture
• Lock up valuables in a secure area until they can be properly placed

Coordinate IT Setup

• Have your IT team on-site to reconnect servers, network equipment, and workstations
• Test internet, phones, and printers as soon as they're set up
• Troubleshoot any connectivity issues immediately
• Verify that all data is accessible and nothing was corrupted during the move

Manage the Old Office

• Do a final walkthrough to make sure nothing is left behind
• Clean the space or confirm that your cleaning crew has finished
• Return keys, access cards, and parking passes to the landlord
• Take final photos to document the condition you left it in

Set Up the New Office

• Direct movers to place furniture and boxes in the correct rooms
• Unpack essentials first, like computers, phones, and office supplies
• Set up common areas like the break room and bathrooms so they're functional
• Make sure signage, lighting, and security systems are working

First Week After the Move

Get Operations Running

• Unpack remaining boxes and organize workstations
• Test all equipment to make sure everything survived the move
• Address any IT issues, broken furniture, or missing items
• Schedule a team meeting to address concerns and celebrate the move

Update Remaining Business Details

• Confirm that mail forwarding is working and you're receiving packages
• Update any remaining online profiles, directories, or vendor accounts
• Notify clients one more time about the new address in case they missed the first announcement
• Submit your new address to government agencies if you haven't already

Collect Feedback

• Ask employees how the move went and what could have been done better
• Document lessons learned for future reference
• Thank your moving team, vendors, and employees for their hard work
• Settle any outstanding invoices with movers and service providers

Wrapping Up

There are many different things that have to be considered when an office move is being undertaken. Having a checklist at hand ensures that nothing is left out and that each step is performed when it should be.

You can download this entire checklist as a PDF file and keep it close at hand in physical form. We’ve provided the download link at the top of this post.

Thanks a lot for reading, and be sure to check out the other various resources on our website to make your move easier. If you are in the NYC area, you can simply hire our commercial moving services and just do away with most of the stress that comes with relocating an office.