A move can fall behind before the first desk leaves the building. One unlabelled monitor, a server still connected to the network or a delivery arriving at a building without a loading slot can delay the whole day. Knowing how to move office equipment properly means planning around the equipment, the building and the people who need to start work again afterwards.

For a London office move, access often matters as much as packing. Lifts may need booking, loading bays may have time limits, and parking restrictions can affect where the van can wait. Start early, keep responsibilities clear and treat IT equipment as a separate part of the move rather than an afterthought.

Start with an equipment audit

Before choosing a van or buying packing materials, walk through the office and record what is being moved. Include desks, chairs, filing cabinets, monitors, printers, kitchen appliances, network hardware, stock and any specialist items. Note the quantity, approximate size and condition of higher-value equipment, ideally with photographs.

This audit helps you decide whether a man and van service is suitable or whether the move needs a larger vehicle and a dedicated removals team. A small office with a few workstations may fit into a Luton van, while a larger floor with furniture, archive boxes and meeting-room equipment may require several loads or a larger removal vehicle.

It is also the point to identify items that need special handling. Large printers, photocopiers, safes, server racks and glass furniture should not simply be treated like ordinary office contents. Check manufacturer guidance where relevant, particularly for printers with ink systems, and arrange specialist support for equipment that cannot safely be lifted or transported by a standard removals crew.

Decide what should move and what should not

An office relocation is a useful chance to reduce clutter. Old paperwork, broken chairs, unused cables and redundant storage units take up vehicle space and add handling time. They can also make it harder to set up the new office in an organised way.

Agree what will be retained, recycled, disposed of or donated before packing begins. Confidential documents need secure handling and should be shredded through an appropriate service if they are not being kept. Electrical items should not be placed in general waste, as many require separate recycling.

For items that are staying behind, make this clear on the inventory. It prevents a common moving-day problem: staff assume an item is going, while the building manager expects it to be removed.

Plan the IT move separately

IT equipment is usually the most time-sensitive part of an office move. Staff may be able to work around a delayed chair or cabinet, but they cannot do much without laptops, monitors, internet access or phones.

Ask your IT provider or designated IT lead to create a shutdown and restart plan. They should confirm when systems can be turned off, who disconnects cables, what needs to be backed up and who will reconnect equipment at the new site. If a server, network switch or telephone system is moving, allow enough downtime for testing before the first full working day.

Each workstation should be labelled with the employee name, department and new desk position. Use matching labels on the monitor, docking station, keyboard, power leads and box. Taking a quick photo of the cable layout before disconnecting can save time later, especially where a desk has multiple screens or additional devices.

Laptops are often best transported by their users, along with essential documents and personal items. This reduces the risk of loss and allows key staff to remain productive if the main move takes longer than expected. Keep passwords, access cards and security tokens out of removal boxes.

How to move office equipment safely

The right packing method depends on the item. Original manufacturer boxes are useful for monitors, computers and small appliances, but they are not essential if suitable moving boxes and protective materials are used.

Monitors should be switched off, disconnected and wrapped individually with protective padding. Do not stack them flat under heavy boxes. Pack cables in labelled bags and place them in the same box or clearly mark where they are stored. Desktop computers should be protected on all sides and kept upright where possible.

For printers and photocopiers, remove loose trays and secure moving parts. Toner and ink can leak if machines are tipped or shaken, so keep them level unless the manufacturer says otherwise. Larger machines may need to be prepared by a service engineer.

Filing cabinets are another area where weight matters. Empty them where practical, especially if they are tall or being carried down stairs. Boxes of files become heavy quickly, so use smaller cartons and avoid overfilling them. Clearly mark confidential files and keep a record of where they are going in the new office.

Furniture should be dismantled only when it makes access safer or easier. Flat-pack desks, boardroom tables and shelving often need taking apart to pass through doorways or fit in lifts. Keep screws, brackets and fittings in labelled bags secured to the relevant item. If furniture is being reused, protect corners and surfaces from scratches during loading.

Match the vehicle to the job

A vehicle that is too small creates extra journeys. One that is unnecessarily large can be difficult to park and may cost more than needed. The best choice depends on the volume of equipment, access at both addresses and whether the move must be completed in one day.

A small van can suit a few boxes, laptops and light furniture, particularly for a compact office or a short internal move. A Luton van is often more practical for several desks, chairs, filing cabinets and boxed equipment because it has a larger enclosed load area and a tail lift can help with heavy items. For a full office relocation, more than one vehicle or multiple trips may be the sensible option.

Tell the removals team about stairs, narrow corridors, lift sizes, restricted loading bays and any items that cannot be carried through standard access routes. In central London, building rules and parking arrangements can affect timing significantly. Booking a loading bay, suspending parking where required and confirming lift access in advance can prevent avoidable waiting time.

Prepare staff and the new office

Give staff a clear packing deadline rather than asking them to pack “when they have time”. Each person should clear their desk, label their boxes and take home personal or sensitive belongings where appropriate. Provide a simple floor plan showing where departments, desks and shared furniture will go at the new premises.

The new office should be ready before the van arrives. Confirm that keys or access fobs are available, utilities are live, internet installation is booked and the building manager knows the move date. If desks are being assembled or furniture is being repositioned, arrange this before IT equipment is unpacked. It is much easier to set up a monitor once the desk is in its final position.

A practical moving-day checklist includes:

• Confirming access, lift bookings, loading arrangements and contact numbers for both sites.
• Keeping the inventory, floor plan, keys and essential documents with one nominated move coordinator.
• Labelling every box and item with its destination room or desk area.
• Separating a first-day box with tea and coffee supplies, stationery, cleaning items, chargers and basic tools.
• Checking each room and storage area before leaving the old office.

On moving day, keep one person in charge

A single move coordinator avoids conflicting instructions. They do not need to carry boxes, but they should be available to answer questions, direct the team and sign off each stage of the move. At the old office, they can check that everything listed has been loaded. At the new office, they can make sure boxes and furniture are placed in the correct rooms.

Avoid rushing the final checks. Look inside cupboards, kitchen units, meeting rooms and storage cages. Photograph meter readings if relevant, return keys as agreed and make sure confidential paperwork has not been left behind. Once at the new office, inspect larger furniture and important equipment before the team leaves.

Allow time for testing, not just unloading

An office is not fully moved when the last box is through the door. Allow time for desks to be positioned, equipment to be reconnected and essential systems to be tested. Prioritise internet access, phones, printers and the workstations needed by staff who must be operational first.

Some businesses benefit from moving in stages, particularly where downtime is costly. Furniture and archived files can be moved outside working hours, followed by IT equipment once the new site is ready. Others prefer a weekend move so staff can return on Monday to a prepared workspace. The right approach depends on your lease dates, building access and the complexity of your systems.

A careful office move is less about lifting quickly and more about making good decisions before moving day. Clear labels, realistic vehicle planning and a tested IT plan give your team the best chance of arriving at a workspace that is ready to use.