A business move is rarely just a question of loading desks into a van. It can affect staff routines, customer access, IT systems, deliveries and your ability to trade. This commercial relocation checklist guide is designed to help London businesses plan the practical details in the right order, whether you are moving a small office, a shop, a studio or a larger workspace.

The best moving plans start early, but the level of planning depends on the size and complexity of the premises. A two-person office may need a clear inventory and a suitable van. A multi-floor office with servers, meeting rooms and leased furniture needs a more detailed programme, with named responsibilities and a realistic contingency plan.

Start planning six to eight weeks before the move

Begin by agreeing the move date, the handover date for the current premises and the date the new site can safely receive furniture and equipment. These dates are not always the same. You may have access to the new office before your old lease ends, which can make the move less pressured. On the other hand, a same-day handover may require tighter scheduling and temporary storage.

Appoint one person to coordinate the move internally. They do not need to carry out every task, but they should be able to make decisions, answer questions and keep staff updated. For larger businesses, it is often sensible to have separate contacts for IT, facilities, finance and department leads.

Check both buildings before booking vehicles or confirming timings. In London, access can be the deciding factor in how quickly a move can be completed. Look at loading bays, vehicle height limits, parking restrictions, lift size, staircases, security procedures and the distance from the vehicle to the office entrance. A van that is suitable for the volume of furniture may not be suitable for a narrow access road or underground car park.

You should also ask the building manager about booking lifts, loading bays and contractor access. Some managed offices only allow moves at certain times, and many require proof of insurance or a method statement before removals teams can begin work.

Commercial relocation checklist guide: key decisions

Before packing starts, make a written record of what is moving, what is being replaced and what needs to be disposed of. This avoids paying to transport unwanted items and helps the new office start in a more organised state.

Your initial checklist should cover:

• a floor plan for the new premises, including desk positions, meeting rooms and storage areas;
• a full inventory of furniture, IT equipment, files, stock and specialist items;
• access arrangements, parking suspensions or loading bay bookings for both sites;
• responsibilities for staff, contractors, keys, alarms and building sign-off;
• a plan for confidential waste, unwanted furniture and electrical equipment;
• a communications plan for staff, customers, suppliers and service providers.

A new floor plan is particularly useful. Number or name each work area, then label desks, chairs, filing cabinets and boxes to match. This gives the removals team clear placement instructions and reduces the time staff spend searching for essential items after the move.

Review furniture, stock and records

A commercial move is a useful opportunity to reduce clutter, but disposal needs to be handled properly. Separate furniture that can be reused, sold, donated or recycled from items that are going to the new site. Do not assume that old electrical items, monitors or printers can simply be left in a communal waste area. They may need specialist disposal.

Confidential papers need particular care. Decide which files must travel, which can be securely destroyed and which should be retained off-site. Pack active files separately from archived records, and label boxes by department and priority rather than using vague descriptions such as “office items”.

If you hold stock, count it before the move and again when it arrives. This matters for retailers, workshops and businesses with small parts or high-value goods. It also helps identify whether you need shelving installed before stock can be put away.

Plan IT and business continuity

IT is often the part of a commercial relocation that takes longest to prepare. Speak to your IT provider well before moving day about internet installation, phone systems, server shutdowns, data backup and equipment reconnection. A new office may look ready, but it cannot operate properly if broadband, network ports or power supplies are not in place.

Back up business-critical data before anything is disconnected. Photograph cable layouts where useful, label every lead and pack accessories with the relevant device. Computers, screens and printers should be protected with suitable packing materials, rather than being stacked loosely with general office contents.

Consider what staff need to keep working during the transition. Some businesses can operate remotely for a day or two. Others, such as customer-facing teams, may need phone lines, payment systems and internet access live immediately. The right approach depends on your service, but it is better to agree this in advance than to make decisions while equipment is being unloaded.

Tell the right people at the right time

Staff need more than the new address. Give them the moving date, arrival instructions, building access information, transport options and any changes to their working arrangements. Let them know what they are expected to pack personally, such as desk drawers, documents and personal belongings.

Customers and suppliers should be told early enough to update their records and avoid missed deliveries. Review your business address across invoices, stationery, online listings, insurance documents, bank records, licences and delivery accounts. If your business receives regular collections or deliveries, confirm the new access instructions and any restricted hours.

For London moves, check whether the new location falls within the Congestion Charge area or has local loading restrictions. These details can affect vehicle timing and costs, especially where a move requires more than one journey.

Pack in stages, not at the last minute

Packing works best when it follows a clear sequence. Start with archive material, spare supplies, seasonal items and non-essential furniture. Keep daily-use equipment available until the final day, but make sure it has a labelled crate or box ready.

Use sturdy cartons, not damaged boxes collected from around the office. Do not overfill them, especially with files, books or printed materials. Heavy items should go into smaller boxes so they can be lifted safely. Clearly mark each box with its department, destination room and contents, then note whether it should be unpacked first.

Create a separate moving-day essentials kit. It may include keys, passes, chargers, stationery, first-aid supplies, cleaning materials, tea and coffee supplies, and important contact numbers. Keep this with the move coordinator rather than loading it into a general box.

Prepare the buildings for moving day

Confirm access arrangements a few days before the move. Check that loading bay bookings are still recorded, lifts are reserved and security staff know who is arriving. If a parking suspension is needed, allow enough time for the relevant borough process rather than leaving it until the week of the move.

At the old premises, protect communal areas where required and arrange for the final meter readings, key return and cleaning. At the new premises, make sure the route from the vehicle to each workspace is clear. If desks are being reassembled, allow enough open space for the work to be done safely.

A professional removals team will need accurate information on floors, lifts, stairs, parking and bulky items before the move. Removals Company can help businesses plan office removals and choose a suitable vehicle, but the building information provided in advance is what allows the day to be properly organised.

Moving day: keep control without getting in the way

The move coordinator should arrive early with access passes, floor plans and a contact list. They should be available to answer questions, direct staff and check that priority items are loaded and delivered to the correct areas. It is helpful to have one person at the old site and another at the new one if the business is large enough.

Before the vehicle leaves, carry out a final walk-through. Check cupboards, kitchen areas, meeting rooms, storage spaces and any locked cabinets. Record the condition of the premises if required by your landlord.

At the new office, unload according to the floor plan rather than placing everything in one central pile. Start with essential workstations, reception equipment and meeting room furniture. Once the main items are in place, check the inventory, test IT equipment and report any issues promptly.

The first working day in the new premises

Avoid expecting everything to be perfect by 9am the next morning. Allow staff time to settle in, locate supplies and raise practical issues. Check heating, lighting, toilets, kitchen facilities, access cards, alarms and waste arrangements alongside IT systems.

Keep a short list of outstanding tasks and assign owners to each one. Small issues such as missing labels, extra shelving or a poorly positioned printer are easier to resolve when they are recorded clearly. A calm, staged approach will help your team return to normal work with less disruption and give the new premises a properly organised start.