An office relocation checklist is a timed list of every task needed to move a workplace safely and on budget, usually starting six months before the move and running until a few weeks after. From a facilities manager’s point of view, the essentials are lease and dilapidations planning, the new site fit-out, health and safety, IT and waste disposal, cleaning of both buildings, staff communication, access control and car parking.
Office moves rarely fail on the big decisions. They fail on the details: a forgotten parking permit list, a reception desk with no visitor process, an exit clean that triggers a dilapidations dispute. This office move checklist breaks the work into five stages so nothing is left to move week.
Before you start: build the office relocation plan
Treat the move as a project with a named lead, a budget, a risk log and a fixed move date. Most office relocation plans include these workstreams:
- Property and legal: lease exit, dilapidations, new lease and landlord approvals.
- Design and fit-out: space plan, furniture, power and data, signage.
- Health and safety: risk assessments, fire safety, contractor control.
- IT and telecoms: connectivity, equipment moves, data security and disposal.
- Soft services: cleaning, waste, reception, security, car parking.
- People: staff communication, travel changes, accessibility and wellbeing.
Give each workstream an owner and review progress weekly. The checklist below follows the same structure.
Office relocation checklist: timeline table
| Timing | Key tasks | Lead |
|---|---|---|
| 6 months before | Appoint project lead; confirm budget; review lease exit and dilapidations clauses; brief designers; audit current services contracts; start staff consultation | Facilities manager, finance, legal |
| 3 months before | Agree space plan; appoint movers and fit-out contractor; plan IT and WEEE disposal; give notice on soft services contracts; plan new site cleaning, reception and parking | Facilities manager, IT |
| 1 month before | Confirm move schedule; issue access cards and parking permits; label and crate plan; book deep clean of new site; update fire procedures; final staff briefings | Facilities manager, HR, security |
| Move week | Supervise packing and moves; IT build and test; welcome staff; fire warden cover; snagging log; begin exit clean of old site | Project team, movers, cleaning team |
| After the move | Complete end-of-lease clean and reinstatement; hand back keys; waste and disposal records; DSE assessments; staff feedback; contract review | Facilities manager, landlord liaison |
6 months before the move
Property, lease and dilapidations
Read the exit provisions of your current lease early. Dilapidations clauses often require the space to be returned to its original condition, which can mean removing partitions, cabling and signage and redecorating. Commission a dilapidations survey and agree with the landlord what reinstatement is required, so the end-of-lease clean and repairs can be priced and scheduled.
Requirements and budget
- Confirm headcount, hybrid working patterns and desk ratios.
- List the meeting rooms, storage, kitchen and welfare facilities needed.
- Check accessibility of the new building for staff and visitors.
- Build a budget that includes cleaning, waste removal and temporary storage, which are often forgotten.
Services contracts
Audit every contract tied to the current building: cleaning, waste, security, reception, vending, plant maintenance and parking. Note notice periods, and decide whether each service will move with you, be re-tendered or end. If a soft services contract is changing provider as part of the move, TUPE may apply, so allow time for that process.
Staff communication
Tell staff early, explain why the move is happening and give a rough timeline. Ask about commuting, accessibility and parking needs; those answers shape later decisions.
3 months before the move
Fit-out and health and safety
Fit-out work is usually construction work under the Construction (Design and Management) Regulations 2015. HSE guidance for commercial clients explains the client’s duties, including appointing competent contractors, allowing enough time and providing pre-construction information. Larger projects must be notified to HSE using form F10.
- Obtain or commission a fire risk assessment for the new premises.
- Check the asbestos register before any intrusive works.
- Agree contractor induction, permits and working hours with the landlord.
- Plan first aid, fire warden and evacuation arrangements for the new layout.
IT, WEEE and confidential waste
Decide which equipment moves, which is replaced and which is disposed of. Old computers, monitors, printers and phones are waste electrical and electronic equipment (WEEE) and must not go into general waste. Use a registered waste carrier and an IT disposal partner that provides data destruction certificates. Under the waste duty of care, businesses must use registered carriers and complete a waste transfer note for each load. Book confidential shredding for paper records you no longer need to retain.
Soft services at the new site
- Specify cleaning frequencies for the new layout and get them priced. See our commercial cleaning services.
- Design the reception and visitor process: sign-in, passes, deliveries and meeting room booking. Our front of house support page explains what a good front desk covers.
- Agree access control: card system, zones, who holds master access.
- Plan car parking: number of spaces, allocation rules, visitor and accessible bays, EV charging, deliveries and contractor parking.
If the new building has its own car park, decide early who will manage it and how permits will work. Our car park management services cover access, patrols and customer assistance.
1 month before the move
Logistics
- Confirm the move schedule by department, including out-of-hours slots.
- Issue a labelling system and crate delivery dates.
- Book lifts, loading bays and any road suspensions at both sites.
- Arrange insurance cover for goods in transit.
Cleaning and readiness of the new site
Book a builders’ clean followed by a deep clean of the new premises once fit-out is complete and before furniture arrives. Fit-out dust gets into carpets, vents and furniture and is far harder to remove afterwards. Make sure washroom consumables, bins and cleaning stores are in place for day one.
Access, front of house and parking
- Produce and test access cards for every employee before move day.
- Brief reception staff on the new building, emergency procedures and visitor rules.
- Issue parking permits and clear instructions, including what happens if spaces are full.
- Update addresses on your website, invoices, suppliers and delivery accounts.
Staff briefings
Send a move pack covering travel routes, parking, building access, desk allocation, kitchen and welfare facilities, and who to contact with problems. Ask staff to clear desks and archive files in good time.
Move week
- Hold a short daily briefing with movers, IT and facilities.
- Keep a fire warden and first aider on site at both buildings throughout.
- Build and test IT before staff arrive: network, printers, AV, phones.
- Have a visible welcome team and front of house cover on the first day.
- Keep a snagging log for faults, missing items and access issues.
- Start clearing and cleaning the old site as each floor empties.
After the move
End-of-lease and dilapidations clean
Once the old premises are empty and reinstatement works are finished, complete an end-of-lease clean to the standard set out in the lease and agreed with the landlord. This typically includes carpets, hard floors, kitchens, washrooms, internal glazing and removal of all waste. Photograph and video every area on completion before handing back keys; this evidence is valuable if dilapidations are disputed.
Waste and disposal records
Keep waste transfer notes, WEEE disposal and data destruction certificates on file. They show that your duty of care was met.
Health and safety in the new building
HSE expects a display screen equipment (DSE) workstation assessment when a new workstation is set up or an existing one changes, so schedule assessments for all desk users. Run a fire drill once people are familiar with the layout, and add new statutory inspections to your maintenance plan. Our office building compliance calendar helps you track them.
Review
Survey staff after four to six weeks. Review cleaning frequencies, reception hours and parking rules against how the building is really used, and adjust contracts accordingly.
Thinking about outsourcing soft FM?Get a clear, no-obligation quote for cleaning, housekeeping and front of house cover.
Frequently Asked Questions
How far in advance should you plan an office relocation?
Around six months is a sensible minimum for a typical office, and longer for large or complex moves. Lease notice periods and fit-out lead times often set the pace.
What is a dilapidations clean?
It is a thorough clean of vacated premises to meet the condition the lease requires on exit, usually alongside repairs and reinstatement works, before handing the space back to the landlord.
How should we dispose of old IT equipment?
Treat it as WEEE. Use a registered waste carrier or specialist IT disposal partner, obtain data destruction certificates and keep waste transfer records.
When should the new office be deep cleaned?
After fit-out is finished and before furniture and staff arrive. A builders’ clean removes construction dust; the deep clean prepares the space for occupation.
What do facilities managers forget most often?
Parking arrangements, access cards, visitor processes and the exit clean are common gaps. Put each on the plan with a named owner.
Get support for your office move
WWSG provides cleaning, front of house, car park management and operations support for corporate, retail, hospitality and airport sites. Whether you need an exit clean, a new-site deep clean or reception cover from day one, explore our cleaning services or contact our team to plan your move.