If you are figuring out how to move your office, you already know it is more than boxes and a truck. You are coordinating two buildings, two sets of rules, a lease deadline, an IT cutover and a team that needs to be productive on Monday. Most move problems are not about lifting. They are about a missing insurance certificate, an elevator nobody reserved, or a floor full of furniture that has nowhere to go.
This checklist is organized the way a facilities manager actually runs a move: by phase, with the details buildings care about.
Office move timeline at a glance
| When | Focus | Key outputs |
|---|---|---|
| 3 to 6 months out | Scope and budget | Headcount plan, furniture keep list, lease exit terms |
| 8 to 12 weeks out | Vendors and layout | Space plan, furniture orders, liquidation offer, IT plan |
| 4 to 6 weeks out | Building logistics | COIs approved, dock and elevator reserved, move schedule |
| 1 to 2 weeks out | Staff readiness | Labels, packing kits, seating chart, access badges |
| Move week | Execution | Moves after hours, install, IT testing |
| After the move | Closeout | Old space cleared, handback documented, punch list |
Compress or stretch these windows to fit your size. A small suite can move in a few weeks. A multi-floor relocation needs every bit of this runway.
Phase 1: Define what moves and what does not
This is the decision that drives cost. Walk your current space and sort every category of furniture and equipment into three groups.
- Move. Items in good condition that fit the new layout.
- Replace. Items that are worn, the wrong size, or do not fit the new floor plan.
- Dispose or sell. Everything else, including old files, storage and electronics.
Be honest about workstations. Panel systems often do not reconfigure cleanly into a different floor plate, and paying to move, rebuild and re-wire them can cost more than you expect. Compare that against buying pre-owned for the new space.
Phase 2: Walkthroughs and vendor offers
Schedule walkthroughs of both spaces with every vendor who will touch the move. For furniture removal, Office Station walkthroughs typically happen within 48 hours in Greater Phoenix and within 2 to 3 business days in other service markets, with a written offer within 5 business days.
During walkthroughs, point out:
- Furniture that is staying with the building or going to the new space.
- Locked storage, keys and anything bolted to walls or floors.
- Electronics and any equipment that may hold data.
- Access routes, dock location and elevator size.
- Your lease handback condition requirements.
Estimate your furniture net offer
Phase 3: Building logistics
This is where moves go sideways. Contact property management at both buildings and get their requirements in writing.
- Certificates of insurance. Get the exact additional insured names and wording. Send them to every vendor and confirm approval before move day.
- Freight elevator. Reserve blocks of time, ask about padding requirements and weight limits, and confirm who operates it after hours.
- Loading dock. Book dock windows and ask about truck size limits and parking restrictions.
- Work hours. Many buildings restrict heavy moves to nights and weekends. Plan crews accordingly.
- Floor and wall protection. Ask what the building requires in corridors and lobbies.
- Access. Arrange badges or security escorts for crews working outside normal hours.
Office Station crews work nights and weekends, provide COIs, and coordinate freight elevator and dock time directly with building management.
Phase 4: IT, electronics and data
Start the IT plan as early as the furniture plan. Internet service at a new address can have a long lead time. Map network drops and power to the new layout before workstations are installed.
For old computers, drives, copiers and phones, treat disposal as a security task. Office Station handles e-waste with certificates of data destruction so you have a paper trail.
Phase 5: Prepare your team
- Share the seating chart and a move-week schedule.
- Hand out labels with a clear code for floor, zone and desk number.
- Set a packing deadline and a rule for personal items.
- Name a point person on each team for questions.
- Tell people what to expect on day one: parking, access and where to report issues.
Phase 6: Clear and hand back the old space
Your lease likely requires the space returned in a specific condition. Leftover furniture, cabling and trash can delay your deposit or trigger charges. Office Station's office decommissioning service removes what is left, provides an itemized inventory, and delivers a photo-documented broom-clean handback along with a diversion summary showing where materials went.
Furnishing the new space on a schedule
If you are replacing workstations, lead time matters as much as price. A 6'x6' workstation, furniture only, is $615 liquidation-grade with stock available in as little as 72 hours, $1,245 remanufactured in usually 7 to 14 days, or $1,920 new in 4 to 6 weeks. Prices exclude electrical, delivery and professional installation. Installation is $95 per workstation with a $495 minimum, and space planning is free.
For the full picture of move services, see corporate relocation. For workstations, browse used cubicles. More planning help lives in the guides library.
Average market rate Prices subject to availability and project pricing.
Frequently asked questions
How far in advance should I plan an office move?
For a mid-size office, start planning several months ahead. Lease terms, building rules, IT cutover and furniture decisions all have lead times. New furniture alone typically takes 4 to 6 weeks, while pre-owned options can move much faster.
What is a COI and why do buildings require one?
A certificate of insurance shows that the moving or installation crew carries liability coverage. Most commercial buildings require one naming the landlord and property manager before any crew can work on site. Ask both your old and new buildings for their exact wording early.
What should I do with furniture we are not moving?
Get it evaluated before you pay to dispose of it. Office Station provides a written net offer equal to the resale value of the furniture minus removal cost. If the number is positive, you are paid, and unwanted items leave without you arranging disposal.
Can moving and removal happen after business hours?
Yes. Many buildings limit freight elevator and dock use during the day. Office Station crews work nights and weekends and coordinate freight elevator and dock time with building management.
How do we handle old computers and electronics?
Treat electronics as a data security issue, not just a hauling issue. Office Station handles e-waste with certificates of data destruction, which gives you documentation for your records.
