Office Moving Checklist: A Step-by-Step Plan for Your Business Move
What to do from 6 months out to your first week in the new space, from booking movers and planning IT to updating your business address with the CRA.
Start planning 3 to 6 months out. Book movers and IT early, tell clients 4 to 6 weeks ahead, and update your business address with the CRA and your provincial registry right after you move.
Most office move problems come from starting too late. This checklist walks you through every stage.
Key takeaways
- Most office moves need 3 to 6 months of planning. Larger offices should start closer to 6.
- Plan IT first. Internet and phone installs can take several weeks.
- Number every desk on your floor plan and label boxes to match.
- Don't move what you don't need. Every extra item adds time and cost.
- Ontario corporations must file a Notice of Change within 15 days of moving.
3 to 6 months before your office move
Moving an office is not like moving a home. You have staff, clients, computers, phones and contracts that all need to land in the right place at the right time.
This is the planning stage. Decisions made here shape your budget and timeline for the rest of the move.
Pick one person to lead the move
Every office move needs an owner. Choose one person to manage the timeline, talk to the movers and answer staff questions.
For bigger offices, build a small team with someone from IT, operations and finance.
Review your current lease
Read your lease before you sign anything new. Look for:
- Your notice period and move-out date
- Rules on restoring the space (patching walls, removing cabling, repainting)
- Your security deposit terms
- Building rules for move days, like elevator bookings or after-hours access
Set your moving budget
List every cost, not just the movers. Your budget should cover:
- Commercial movers and packing materials
- IT and phone setup at the new office
- New furniture or equipment
- Signage, printed materials and website updates
- Cleaning and repairs at the old space
- Overlap rent if both leases run at once
Measure and map the new space
Get a floor plan of the new office. Measure doorways, hallways and elevators so you know what furniture will fit.
Now is also a good time to decide what you're not taking. Old desks, broken chairs and outdated equipment cost money to move.
2 to 3 months before the move
Now you lock in the people and services that make moving day work.
Book your commercial movers
Good movers fill up fast, especially at month-end. Get quotes early and ask each company:
- Are you licensed and insured for commercial moves?
- Can you do an on-site walkthrough before quoting?
- Do you handle furniture disassembly and reassembly?
- Can you move on evenings or weekends?
- How do you protect computers, files and sensitive equipment?
An on-site estimate gives you the most accurate price, since the crew sees exactly what's moving.
Plan your IT and phone move
IT is where most office moves go wrong. Start early.
- Book internet and phone service at the new address. Some providers need several weeks to install.
- Check the wiring, outlets and network ports in the new space.
- Make a list of every computer, monitor, printer and server.
- Decide who will disconnect and reconnect your equipment.
Build a seating and floor plan
Assign every desk, office and meeting room a number on the floor plan. Your movers will use these numbers to place furniture and boxes.
Contact your other vendors
Give notice to services tied to your current address, and set them up at the new office so they start on day one:
- Cleaning and janitorial
- Security and alarm monitoring
- Water, coffee and snack delivery
- Shredding and recycling pickup
- Printer and copier leases
4 to 6 weeks before the move
This is when the move becomes public. Clients, vendors and staff all need to know what's happening.
Tell your clients and partners
Send a short email with your new address, your move date and any changes to hours. Repeat it in your email signature and on your website.
Order new printed materials
Update anything that shows your address:
- Business cards and letterhead
- Invoices, quotes and contracts
- Signage and door decals
- Brochures and packaging
Book Canada Post Mail Forwarding
Set up business Mail Forwarding so nothing gets lost during the switch. Business pricing applies when the request includes a business name.
Book it early. For small business customers, service can take up to 10 business days to start.
Start packing the low-use areas
Begin with things your team doesn't touch every day: storage rooms, archives, spare supplies and wall art.
This is also the time to purge. Shred old paperwork you no longer need to keep, and clear out broken furniture. Our junk removal service can haul it away before the move.
1 to 2 weeks before the move
The final stretch is all about details. A little prep here saves hours on moving day.
Back up all your data
Back up every computer and server before anything is unplugged. Store a copy off-site or in the cloud.
Take photos of the cable setup behind servers and workstations. It makes reconnecting much faster.
Label everything
Use a simple system that matches your floor plan:
- Put the person's name and desk number on every box.
- Use coloured labels for each department or floor.
- Mark boxes with IT gear as "Fragile" and "Electronics."
- Label cables and keep them in a bag taped to their device.
Brief your team
Send staff a short moving guide. Include:
- What they need to pack, and the last day to pack their desk
- Where their new desk is
- How to get into the new building (parking, key cards, transit)
- Who to contact with questions
Ask each person to pack their own desk and personal items. Your movers handle the furniture. Need help with the rest? Add packing services to your move.
Confirm your bookings
Call your movers, building managers and IT team to confirm times. Make sure the elevators are booked at both the old and new buildings.
Moving day checklist
On moving day, your move lead is the main contact for the crew. Keep them free from other work.
At the old office
- Walk the crew lead through the floor plan.
- Sweep every room, closet and drawer.
- Collect keys, key cards and parking passes.
- Photograph the empty space for your deposit.
At the new office
- Check boxes and furniture land in the right rooms.
- Confirm desks match the floor plan numbers.
- Note any damage on the paperwork before the crew leaves.
Your first week in the new office
The move isn't done when the truck leaves. Use the first week to settle in.
- Test internet, phones, printers and security systems.
- Make sure every staff member can log in and work.
- Unpack shared areas first, like the kitchen and meeting rooms.
- Update your Google Business Profile with the new address.
- Ask your team what's missing or not working.
If your new space isn't ready on time, short-term storage can hold furniture and files until it is.
Where to change your business address in Canada
Missing an address update can mean lost tax mail, late payments or problems with your corporate records. Work through this list around your move date.
| Task | Deadline | What to know |
|---|---|---|
| Canada Post Mail Forwarding | Before the move | Business Mail Forwarding can take up to 10 business days to start. |
| Canada Revenue Agency | Right away | Update online in your CRA business account, by phone or by mail. Check your GST/HST, payroll and corporate tax accounts. CRA steps |
| Ontario Business Registry | Within 15 days | Ontario corporations must file a Notice of Change under the Corporations Information Act. Filing online through the Ontario Business Registry has no fee. |
| BC or Alberta registry | Check your province | If your business is registered in BC or Alberta, your provincial registry has its own rules. |
| City licences | After the move | Update any municipal business licence or permit tied to your old address. |
| Accounts and listings | First week | Bank, insurance, payroll, suppliers, your website, Google Business Profile and social profiles. |
Rules can change. Confirm with the CRA and your provincial registry before you move.
Keep your business name, address and phone number the same everywhere. Matching details help customers find you and help your local search rankings.
6 common office moving mistakes
- Starting too late. Movers, internet installs and building bookings all need lead time.
- Leaving IT to the last week. No internet on day one means no work on day one.
- Moving things you should toss. Every extra item adds time and cost.
- Skipping the building rules. Many buildings require booked elevators and proof of insurance from your movers.
- Not labelling by location. Boxes marked "Desk stuff" end up in the wrong room.
- Forgetting address updates. Lost mail from the CRA or a supplier can cause real problems later.
How long does an office move take?
It depends on the size of your office, how much you're moving and the access at both buildings.
Many small offices can move in a single day. Larger offices with many floors or departments often move in phases over several days.
The planning takes longer than the move itself. That's why this checklist starts months ahead.
Moving your office to another city?
Long distance office moves need extra lead time for delivery windows. Our long distance moving checklist covers the extra steps.
Book a free estimateFrequently asked questions
How far in advance should I plan an office move?
Start 3 to 6 months before your move date. Larger offices, or moves with a lot of IT equipment, should plan closer to 6 months out.
How much does it cost to move an office?
The cost depends on the size of your office, how much furniture and equipment you have, the distance and the access at each building. An on-site estimate is the best way to get an accurate price.
Can I move my office on a weekend?
Many businesses move on evenings or weekends to avoid downtime. Ask your movers about availability and check your building's rules for after-hours moves.
Should employees pack their own desks?
Yes. Most offices ask staff to pack their own desks, files and personal items. The movers handle furniture, heavy equipment and shared spaces.
Do I need to tell the CRA about my new office address?
Yes. The CRA asks businesses to report an address change. You can update it online in your CRA business account, by phone or by mail.
How long does an Ontario corporation have to report a new address?
Ontario corporations must file a Notice of Change within 15 days of an address change. Filing online through the Ontario Business Registry has no fee.
How long does an office move take?
Many small offices can move in a single day. Larger offices with many floors or departments often move in phases over several days.
What should I do with old office furniture?
Sell it, donate it or have it hauled away before the move. Moving furniture you will not use only adds to your bill.
Get a quote for your office move
Tell us about your space and your move date. Our licensed and insured crews will walk through it with you and give you a written quote.
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