Things to Think About If You’re Moving Office

Moving office might sound exciting — a fresh start, new space, cheaper offices, or maybe even a better view. But let’s be honest, it’s also a lot of hassle. It’s not just chucking some desks in a van and updating your address online. There’s loads to think about, and it’s easy to forget the little things until you’re knee-deep in cardboard boxes and chaos.

Whether you’re moving round the corner or to a new city, this guide will help you tick off everything — including the obvious stuff like post forwarding, and the less obvious things like updating emergency plans and sorting the coffee machine. Let’s get into it.

1. Update Your Address (Everywhere!)

Yes, this one’s a no-brainer. But it’s surprising how many places your office address is listed. You’ll need to update it on:

• Your website
• Google Business Profile
• Stationery and business cards
• Invoices and letterheads
• HMRC and Companies House if needed
• Social media accounts
• Any directories or industry listings

It’s worth making a checklist of all the places your address appears — even the small stuff like email footers. One missed place can cause confusion or lost post.

2. Set Up Post Forwarding

You’ll want to make sure no important letters or bills go missing, so set up post forwarding with Royal Mail. You can choose 3, 6, or 12 months (and can renew the forwarding), and it gives you time to make sure everyone’s got your new address. Don’t forget to keep an eye on what still turns up at the old office — it’s a good way to spot what you haven’t updated yet.

3. Let Your Customers and Suppliers Know

Once you’ve got your new address sorted, let your customers, suppliers and partners know. You can do this via:

• Email newsletters
• A banner on your website
• Social media updates
• A note on your invoices or receipts

It’s also a good chance to say something upbeat — like how the move will help you grow or improve your service. Even if it’s just for better parking, spin it in a positive way!

4. IT and Internet Setup

This is one of those things people often leave until the last minute — then panic when there’s no Wi-Fi on day one. Contact your internet provider well in advance and make sure everything will be working by move-in day.

Think about:

• Phone lines (especially if you’ve got a landline)
• Broadband and routers
• Server rooms and cabling
• VPN access for remote teams
• Printers, scanners, and shared devices

Take photos of cable setups if you need to recreate anything at the new place. And label everything before it goes in a box!

5. Security and Access

Will you need new keys, fobs or access cards? What about alarm codes or CCTV systems? Make sure you’ve got:

• Control over who can enter the new office
• Proper locks and access systems
• Any insurance requirements met (like secure windows or alarms)
• A plan for collecting old keys from staff

It’s also a good idea to check your insurance policies. You will need to update the address or change your level of cover, especially if the new area has different risks.

6. Office Layout and Furniture

Before you move, plan where everything will go. That way, you’re not stuck playing furniture Tetris on day one. Things to think about:

• How many desks you need (and if there is room for additional desks should you need them as you grow)
• Where power sockets and network ports are
• Breakout areas and meeting rooms
• Storage for files and supplies
• Staff kitchen or dining space, even if it’s just to make the coffees

Measure everything — doorways, corridors, even lifts. You don’t want to discover your lovely big desk doesn’t fit through the front door.

7. Deep Clean (Both Places!)

You’ll probably need to leave your old office clean and tidy, especially if you’re getting your deposit back. Same goes for the new place — even if it looks clean, give it a proper scrub before moving all your stuff in. You could hire a cleaning company to do both if you’re short on time.

8. Update Your Emergency Plan

Bit boring but very important — if your office has more than five people, you’re required to have a health and safety risk assessment. That includes:

• Fire exits and extinguishers
• First aid kits
• Evacuation plans
• Emergency contacts

If your office layout changes, so should your plan. Make sure everyone knows the new routes and meeting points.

9. Notify Your Local Council and Service Providers

If you pay business rates, tell your local council about your move. You’ll need to register for rates at your new address and make sure you’re not charged for the old one after you’ve gone.

Also tell your utilities providers — gas, electric, water, waste — and take meter readings, with photographs, on your last day in the old office.

10. Take Inventory

Moving is a great excuse to get rid of clutter. Go through your office supplies, furniture, tech and files. Decide what’s worth keeping and what’s just gathering dust.

• Recycle or donate unwanted items
• Sell old tech (make sure you wipe any data!)
• Shred old paperwork you no longer need

Label everything you’re taking and keep an inventory, so nothing gets lost in the move. If you’re using a removal company, it’ll help them too.

11. Think About Staff Needs

Moving office isn’t just about furniture and files — your team needs to feel comfortable too. Consider:

• Commute times and transport links
• Bike racks or parking options
• Lunch spots nearby
• Natural light and temperature in the new office

Get staff involved in the move. Ask for input on layout, colours or even what snacks to stock in the kitchen. It’ll help people feel part of the process.

12. Business Continuity During the Move

You don’t want your business grinding to a halt while you move. Plan ahead to keep things ticking over:

• Can some staff work remotely during the move, even if it’s only for a couple of days?
• Will you need a temporary call forwarding service?
• Do clients need advance notice of limited service?

If you’ve got any mission-critical services (like customer support), make sure they’re covered even while your office is in boxes.

13. Update Your Signage

Don’t forget the physical signs! Make sure your new office has clear signs so visitors and deliveries can find you. This might include:

• A sign outside the building
• Reception signs
• Internal signs (meeting rooms, toilets, etc.)

If you had signage at your old office, check if you need to take it down or if the landlord does it.

14. Test Everything on Day One

When you arrive at the new office, don’t assume everything’s working. Do a full check:

• Wi-Fi, network, and internet connections
• Phones and headsets
• Printers and shared drives
• Heating, air con, lighting
• Coffee machine (yes, really – you want to keep the staff onside)

Better to find problems early than have your team sitting around frustrated.

15. Celebrate the Move!

Finally, don’t forget to celebrate. An office move is a big deal, especially if it marks growth or a fresh start. A small team lunch, a welcome breakfast, or even just some balloons can go a long way in making the new space feel like home.

Share photos on social media, thank the team for helping, and take a moment to appreciate the fresh start. You’ve earned it.

Final Thoughts

Moving office takes a lot more planning than people think. It’s not just about getting from A to B — it’s about making sure your business keeps running smoothly before, during and after the move. With a bit of organisation, a checklist (or three), and maybe a label maker and marker, you’ll be settled in no time.

So, take a deep breath, get your boxes ready, and go make that new space yours.  Good luck !