Office Move Checklist: Every Task, in Order (Free Template 2026)

Every task in an office move, by phase, from 12 months out to 90 days after you've settled in. Each task has an owner: the team or person who needs to get it done.

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This office move checklist is for companies with 200-500 people on a hybrid schedule. Set your move date, work backward through the phases, and assign someone to each task before you share it. The ones with no owner are the ones that get missed.

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Most office move checklists cover the physical logistics: boxes, professional movers, mail forwarding. Those are all here, too. So are the things some lists skip: the internet order that needs to go in the day you sign the lease (it takes 60 to 90 days to get set up), the decommissioning clause in the current lease, the workspace software that needs to be ready before people arrive.

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Pair it with our office move planning guide if you want the thinking behind each phase.

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6-12 months out

Before you look at new spaces, find out what you owe when you leave the current one. Most leases say you have to put the space back the way you found it (bare walls, no partitions), and that can cost more than the move itself. Get that number into your budget before you sign anything new. Notice periods are usually 60 to 90 days, so let building management know early.

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Responsible: Move Lead / Legal / Finance

3-6 months out

The day you sign the new lease, order the internet. Setup takes 60 to 90 days,and many people forget this. Don't.

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Responsible: Move Lead / IT / Facilities

1-3 months out

Give IT more lead time than you think they need. The Wi-Fi survey, equipment labeling, and workspace software all need to be done before moving day.

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Responsible: IT / Facilities / HR / Operations

Final 2 weeks

Run a full tech dry run. Every problem you find now takes minutes to fix. The same problem on move day takes hours.

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Responsible: Move Lead / IT / Facilities

Move day

Have IT on site before employees arrive. Connectivity and device setup come first. Everything else gets managed as it comes up.

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Responsible: Move Lead / IT / Facilities

Week 1

The first week is mostly firefighting. Collect what's not working, fix what you can quickly, and set a realistic timeline for the rest.

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Responsible: Move Lead / HR / Facilities / Operations

First 60–90 days

You have about 2 months before the space feels settled. Make changes now while it's still easy. Look at what the booking system and sensors are showing.

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Responsible: Facilities / Workplace / HR / Finance

One thing that makes a difference

Every move that goes well has one person who owns it end to end. Someone who can make decisions, keep vendors moving, and be the point of contact for IT, HR, Facilities, and Finance all at once. The checklist doesn't tell you who that should be. That part's up to you. The planning guide covers the thinking behind each phase if you want more context.

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Haven't sorted the workspace software yet? elia covers desk booking, rooms, visitor management, and sensors in one place, including the hardware. Take a 2-minute tour, or book a demo if you'd rather see it live.

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