Moving checklist for the company move

Our company move checklist gives you tips on how to plan a company move and how your change of location can go smoothly.

The moving phases of an office move - checklist

A company move is an extensive project, which is why it firstly requires more time and secondly more steps than a normal move. A company move cannot happen overnight. For this reason, it is advisable to plan the office move months in advance.

At this point, it is very helpful to draw up a relocation concept so that you have an overview of everything. Basically, there are a few things that you should consider before, during and after the move.

Before the company move

Termination

Did you quit the old office in time? In contrast to rental apartments, the statutory notice period for business premises is 6 months . If you submit your notice to the landlord outside of the notice period, you will have to pay more rent.

Inform employees

It is highly advisable to involve all employees as well as the works council in the relocation planning at an early stage. A change of location can mean a change of residence for many. After this, it is important and advisable that you announce the exact move date to your employees so that they can prepare for the change of location.

Tip : Remember to stay reachable. Ultimately, this could lead to consequences such as loss of sales or loss of customers. According to this, it is advisable that the employees move one after the other and not the entire company at once.

Change of address

First of all, it is important that you inform your customers and business partners about your move plans as well as about the new address and telephone number. In addition to customers and business partners, you should also inform these authorities and institutions of your change of address :
- The tax office
- The trade office
- The district court
- The insurance companies
- The health insurance companies
- The banks
- The trade associations
- Suppliers and service staff
- The subscriptions, like newspapers

Mucking out and decluttering

Think in advance whether you actually need all the furniture in the new office or not. A layout plan can be very helpful to give a clear idea.

According to the motto : If not now, then when? A company move is the perfect moment to get rid of furniture and old files that are no longer needed. After clearing out, we advise you to create an inventory list so that you have an overview.

Tip : The smaller the moving volume , the cheaper the company move will be.

No stopping zone

To ensure that everything goes smoothly on your moving day, we advise you to check the situation at the new location :
- Is there a lack of parking spaces?
- How is the accessibility?

You can also decide whether a no stopping zone makes sense or not. Ultimately you have a choice between a single or a double sided no stopping zone . We advise you not to be tempted to come up with a self-made no parking sign because it is illegal and you will have to pay a fine accordingly.

Terminate basic utilities and telephone communication providers

After this, you should also take care of your electricity and telecommunications providers in good time and, if necessary, inform them about changing telephone and Internet providers as well as the energy supplier .

Forwarding order

To ensure that your parcels are sent to the correct location, you should request a forwarding order from the post office.

Office move day

The feeling of standing in the old office for the last time brings back a lot of memories, doesn't it? Nevertheless, you can look forward to your new office and we can imagine how high the tension can be on the day of the move .

But the move is almost done and you've done most of the tasks like clockwork! One thing you should not forget: Before handing over the keys to your old landlord, it is advisable to go through the rooms again and check for any damage . It is definitely advisable to record the previous damage in the log and to document it.

At the new location , we advise you to transport the furniture and moving boxes directly to the desired rooms . You not only save a lot of time, but also energy and can focus on other things later.

After the company move

As soon as the move from location A to location B has taken place, you should first systematically check that your removal goods are complete :
- Has damage occurred?
- Are all moving boxes or furniture complete or is something missing?
If this is the case, it is advisable to report this to your moving company as soon as possible and to complain.

We can imagine how excited you are to redecorate your office. However, the top priority is not to decorate, but rather to inform your potential customers and business partners and to expand your reach.

Therefore, you should first change the contact details and the imprint on your company website. Also, make sure these tasks are getting done and are priorities, like:
- Attach company signs
- Setting up the telephone, fax and internet connection
- Read electricity, gas and water meters at the new location
- Check insurance for the new location

Tip : Collect all the receipts and invoices that arose from your office move. This allows you to claim the moving costs on your tax return .