Office Move & Clearance FAQ

Practical, no-nonsense answers to the questions we hear most often about office clearance, relocations and furniture disposal. All UK-specific, all based on real experience.

Office Clearance — Costs & Process

How much does office clearance cost in the UK?

Office clearance in the UK typically costs between £200 and £25,000+, depending on the size of the office and complexity of the job. A small office with 1–10 desks usually costs £200–£600. Medium offices (10–30 desks) range from £600–£2,000. Larger spaces with 30–100+ desks run £2,000–£8,000 or more.

Costs are affected by location (London and the South East carry a 20–30% premium), floor level, access restrictions, working-hour requirements, and whether there's hazardous waste like upholstered furniture containing POPs. Furniture with resale value can offset costs — we've seen offsets reduce bills by 10–30% on jobs with quality brands like Herman Miller or Steelcase.

For a rough estimate based on your specific situation, try our office clearance cost estimator. For a detailed breakdown of pricing by office size, see our office clearance costs guide.

What is included in an office clearance service?

A professional office clearance covers the complete removal and responsible disposal of everything in your premises — furniture, IT equipment, files, kitchen contents and general waste. The service typically includes on-site sorting for reuse and recycling, Duty of Care waste transfer documentation, and a broom-clean finish.

Better clearance companies also offer furniture valuation with resale offsets, certified data destruction for hard drives and storage media, ESG impact reporting showing landfill diversion rates, and coordination with building management for access and permits. See our office clearance service page for a detailed breakdown of what's typically included.

How long does an office clearance take?

A small office (under 10 desks) can usually be cleared in half a day. Medium offices (10–30 desks) take 1–2 days. Large offices with 30–100 desks typically need 2–5 days, and enterprise clearances of 100+ desks may take 1–2 weeks.

The main factors that extend timelines are multi-floor buildings with limited lift access, large volumes of IT equipment requiring data destruction, hazardous materials (especially POPs-contaminated upholstery), and restricted working hours in shared buildings. If you're on a tight deadline, most clearance companies can fast-track for a premium.

Can I do an office clearance myself?

Legally, yes — but practically it's rarely worth it for anything beyond a very small office. You'll need to arrange licensed commercial waste disposal (you can't use household tips), handle data destruction to GDPR standards, manage hazardous materials like POPs-contaminated furniture, and produce waste transfer notes for every load.

The hidden costs add up fast: staff time at their normal hourly rate, skip hire (£250–£400 per skip), no furniture resale offset, and the compliance risk of getting documentation wrong. A 20-person office DIY clearance typically costs more in staff time alone than hiring a professional. Read our detailed DIY vs professional clearance comparison for a full cost breakdown.

Do office clearance companies buy furniture?

Some do, but it's more common for clearance companies to offset the resale value of quality furniture against your clearance bill rather than paying you directly. If your office has premium brands (Herman Miller, Steelcase, Vitra, Humanscale), the offset can be significant — we've seen it reduce bills by 10–30%.

The UK secondhand office furniture market is active but selective. Only around 14% of end-of-life office desks (roughly 200,000 per year) are actually reused. Items need to be in good condition, from recognised brands, and available in reasonable quantities to have meaningful resale value. Generic or heavily worn furniture typically has no market value.

How do I choose an office clearance company?

Check five things: waste carrier licence (verify on the Environment Agency public register), insurance (minimum £5m public liability), references from similar-sized jobs, a clear explanation of where items end up (reuse, recycling, disposal percentages), and whether they provide waste transfer notes as standard.

Red flags include no waste carrier licence number on their website, reluctance to provide waste transfer notes, vague answers about disposal routes, and unusually low quotes (which often mean items are fly-tipped or sent straight to landfill). A legitimate company will be transparent about their processes and happy to show you their documentation.

Can you get a free office clearance?

Sometimes, but only if your furniture has enough resale value to cover the cost of the clearance itself. This typically requires premium brand furniture in good condition — a full floor of 2–3 year old Herman Miller Aeron chairs, for example, might generate enough value to cover clearance costs entirely.

Be cautious of companies offering free clearance for standard office furniture. They may be cherry-picking the valuable items and leaving everything else, or worse, fly-tipping the rest. A genuinely free clearance should still come with full waste transfer documentation and confirmation of where every item ended up.

Office Moves & Relocation

How far in advance should you plan an office move?

Allow at least 3–6 months for a small office (under 20 people) and 6–12 months for larger moves. Enterprise relocations of 100+ people typically need 12–18 months of planning. The biggest lead-time items are lease negotiations, fit-out works, and IT infrastructure at the new premises.

Common tasks that catch people out: Companies House notification (14 days, legally required), broadband installation (4–12 weeks lead time), furniture ordering (6–12 weeks for new), and building management access arrangements. Our office move checklist covers every step, and the relocation timeline guide breaks it down by phase.

How much does an office move cost in the UK?

A basic office move (transport only, no clearance) costs roughly £1,000–£3,000 for a small office, £3,000–£10,000 for a medium office, and £10,000–£50,000+ for large relocations. These figures cover packing, transport and unpacking at the new site.

The total cost of an office relocation is usually much higher when you factor in fit-out works at the new premises, IT infrastructure, clearance of the old office, dilapidations, and downtime. Our office move budget guide provides a comprehensive breakdown by company size.

Who do I need to notify when my business moves office?

You must notify Companies House within 14 days of the change — this is a legal requirement with potential fines for non-compliance. Beyond that: HMRC (corporation tax, PAYE, VAT), your bank, insurance providers, pension provider, utility companies, and Royal Mail for redirection.

Don't forget: update your Google Business Profile (critical for local SEO), website contact pages, email signatures, stationery, business cards, and any directory listings. Notify clients and suppliers with at least 2–4 weeks' notice. For a full checklist of who to notify and when, see our office move checklist.

How do I minimise downtime during an office move?

The most effective approach is a phased move — relocate departments in stages rather than all at once. This keeps at least part of the business operational throughout. Prioritise IT infrastructure (have broadband and phones live at the new site before anyone moves) and consider a weekend move for the final phase.

Other proven tactics: have new desks and furniture delivered and set up at the new premises before moving day, use a professional removal company with commercial experience (they're faster and less likely to damage equipment), and appoint a dedicated move coordinator with authority to make decisions on the day.

Do I need insurance for an office move?

Your existing business insurance may not cover items in transit or at the new premises until the move is complete. Check with your insurer — most standard policies have exclusions for goods being moved. A reputable removal company will carry their own goods-in-transit insurance and public liability cover.

For high-value items (server equipment, specialist machinery, artwork), consider additional transit insurance. Get the removal company's insurance details in writing before the move, including the excess and any exclusions. If they can't provide evidence of cover, that's a significant red flag.

Furniture Disposal & Recycling

How do I dispose of office furniture in the UK?

You have four main options: sell through trade channels or online platforms, donate to charities or social enterprises, recycle through a licensed waste carrier, or dispose via a professional clearance service. The best approach depends on the condition, brand, quantity and your timeline.

The UK sends approximately 1.2 million desks and 1.8 million chairs to landfill every year, despite many being reusable. Only around 14% of end-of-life desks are reused (roughly 200,000 per year). A responsible approach starts with maximising reuse and recycling before disposal. For full details on each option, see our office furniture disposal guide.

Can I take office furniture to the tip?

No. Household Waste Recycling Centres (commonly called "the tip") are strictly for domestic waste. Using them for business waste is illegal, regardless of the size of your business. This is one of the most common mistakes businesses make — and the penalties are severe.

Fines for using a HWRC for commercial waste can reach up to £50,000. Many tips now have ANPR cameras and will prosecute businesses that use them. Your business furniture must be disposed of through a licensed commercial waste carrier who will provide waste transfer notes. There are no exceptions for small quantities.

Can I donate office furniture to charity?

Yes, and it's an excellent option for furniture in decent condition. Organisations like the British Heart Foundation, Emmaus, Furniture Re-use Network members and local charities often accept office desks, chairs, filing cabinets and storage units. Some will even collect for free.

However, charities are increasingly selective. They typically won't take upholstered items manufactured before 2019 (POPs contamination risk), damaged or heavily worn pieces, or non-standard sizes. Call ahead to check what they'll accept, and factor in that charity collection schedules may not align with your clearance deadline.

What happens to office furniture after clearance?

A responsible clearance company will sort items into streams: reuse (resold through trade channels or donated), recycling (metals, wood, plastics separated and processed), and disposal (only items that genuinely can't be reused or recycled). You should receive a breakdown of where everything went.

The best clearance companies achieve landfill diversion rates of 85–95%. The main items that can't avoid disposal are POPs-contaminated upholstery (must be incinerated) and composite materials that can't be separated. Ask for an ESG impact report — if a company can't tell you where your furniture ended up, that's a concern.

Can you put office chairs in a skip?

It depends on when the chair was manufactured and what's in the foam. Upholstered office chairs made before 2019 are highly likely to contain foam treated with Persistent Organic Pollutants (POPs) — flame retardants that are now banned under UK law. These items must be incinerated at specialist facilities, not landfilled or skipped.

Disposal of POPs-contaminated waste costs £800–£1,500 per tonne at licensed incineration facilities. If you put POPs items in a skip and they end up at a non-compliant facility, you're liable as the waste producer. Post-2019 chairs without POPs can go in a commercial skip, but never a domestic one. When in doubt, a professional clearance company will handle the testing and correct disposal route.

Legal & Compliance

What is a waste transfer note and do I need one?

A waste transfer note (WTN) is a legal document that records every transfer of waste between your business and a waste carrier. It must include a description of the waste, the quantity, the Standard Industrial Classification (SIC) code, and details of both parties. Yes, you absolutely need one — it's a legal requirement in England and Wales.

You must keep waste transfer notes for a minimum of 2 years. If the waste is hazardous, you need a consignment note instead, which must be kept for 3 years. Failure to produce waste transfer notes when requested by the Environment Agency can result in a fine of up to £5,000. Any reputable clearance company will provide these automatically.

What is duty of care for business waste?

Duty of care is a legal obligation under the Environmental Protection Act 1990 that makes you responsible for your waste from the moment it's produced until it reaches its final destination. This means you must ensure your waste is handled by licensed carriers, stored securely, described accurately, and accompanied by proper documentation.

Crucially, duty of care doesn't end when you hand waste to a carrier. If your waste is fly-tipped or ends up at an unlicensed facility, you can be prosecuted even if you paid someone else to take it. This is why checking your waste carrier's licence on the Environment Agency register is so important — "I didn't know" is not a defence.

Do I need a waste carrier licence for office clearance?

If you're hiring a company to clear your office, they need the licence, not you. However, you have a legal duty to check that your waste carrier is properly licensed. You can verify this for free on the Environment Agency's public register. If they're not registered, don't use them — you'll be liable if the waste is disposed of improperly.

If you're doing a DIY clearance and transporting waste yourself, you may need to register as a lower-tier waste carrier (free) or upper-tier carrier (currently £154 for 3 years) depending on the type and volume of waste. Transporting commercial waste without registration is an offence.

What happens if I dispose of office waste illegally?

The penalties for illegal waste disposal in the UK are severe. Fly-tipping carries an unlimited fine and up to 5 years' imprisonment. Using a household recycling centre for business waste can result in fines of up to £50,000. The Environment Agency actively prosecutes businesses — it's not a theoretical risk.

Even if you hire someone else and they dump it illegally, you're still liable under duty of care. The Environment Agency can trace waste back to its origin through descriptions, documents and CCTV. UK landfill tax is currently £126.15 per tonne, making illegal dumping tempting but extremely risky. The reputational damage to your business from a prosecution can be worse than the fine itself.

Is office clearance tax deductible?

Yes. Office clearance costs are generally an allowable business expense for corporation tax and income tax purposes. They fall under premises costs or relocation expenses. This includes the clearance itself, skip hire, data destruction, and any associated waste disposal fees.

Keep all invoices, waste transfer notes, and data destruction certificates as supporting documentation. If the clearance is part of a wider office move, the relocation costs as a whole may qualify for tax relief. Speak to your accountant about the specific treatment for your business structure — the rules differ slightly for sole traders, partnerships and limited companies.

IT & Data Destruction

How do I dispose of office IT equipment in the UK?

Office IT equipment falls under the Waste Electrical and Electronic Equipment (WEEE) regulations and must be handled separately from general waste. You have three main options: return to the manufacturer under their take-back scheme, use a specialist WEEE recycling company, or have a professional clearance company handle it as part of a full office clearance.

Before any disposal, all data-bearing devices (hard drives, SSDs, USB drives, phones) must be securely wiped or physically destroyed to GDPR standards. For a comprehensive checklist covering servers, phones, printers and networking equipment, see our IT office move checklist.

Do I need to wipe hard drives before office clearance?

Under GDPR, you are responsible for ensuring all personal data is destroyed before IT equipment leaves your premises or is disposed of. This applies to hard drives, SSDs, USB drives, phones, printers with internal storage, and even photocopiers. Failure to properly destroy data can result in fines of up to 4% of your global annual turnover.

Professional clearance companies offer ADISA-standard data destruction — either software wiping (which allows reuse of the drive) or physical destruction (shredding or degaussing). You should receive individual certificates of destruction for each device. If your clearance company doesn't offer data destruction, arrange it separately before they arrive. Never send equipment for disposal with data still on it.

What are WEEE regulations for businesses?

The WEEE (Waste Electrical and Electronic Equipment) Regulations require businesses to dispose of electrical equipment through approved channels — it cannot go in general waste or standard skips. This covers everything from monitors and computers to kettles, desk fans and electric standing desks.

As a business producing WEEE, you must use an Approved Authorised Treatment Facility (AATF) or a registered waste carrier. You can check approved facilities on the Environment Agency website. Some manufacturers offer free take-back schemes. If you're disposing of large quantities, a specialist WEEE recycler will often collect for free because of the recoverable materials (precious metals, copper, etc.).

What does GDPR say about document disposal during a move?

GDPR requires you to securely destroy any documents containing personal data that you no longer need to retain. During an office move, this means all paper files, records, HR documents and client information must be cross-cut shredded before disposal — not simply thrown in a bin or skip.

A professional shredding service will provide a certificate of destruction. If you're using a clearance company, ensure they offer confidential waste destruction as part of their service. Don't forget less obvious sources of personal data: notice boards, desk drawers, filing cabinets, and reception areas. The ICO takes a dim view of personal data found in skips during office moves.

Environmental

What is the recycling rate for office waste in the UK?

The UK's overall commercial waste recycling rate sits at around 50–55%, but for office furniture specifically, the picture is much worse. Approximately 1.2 million desks and 1.8 million chairs end up in landfill every year, with only around 14% of end-of-life desks being reused.

The best clearance companies achieve 85–95% landfill diversion by maximising reuse and recycling streams. UK landfill tax at £126.15 per tonne is a significant incentive to divert waste, but many businesses still don't ask about disposal routes. If you care about your environmental impact, ask for an ESG impact report and diversion statistics before choosing a clearance company. Our sustainable clearance guide covers how to maximise your recycling rate.

How can I make my office move more sustainable?

Start by maximising reuse: sell or donate quality furniture rather than disposing of it, and take existing items to the new premises where practical. Choose a clearance company that prioritises reuse and recycling, and ask for their typical landfill diversion rate (anything below 80% is poor).

Other practical steps: use reusable packing crates instead of cardboard boxes, consolidate deliveries to reduce transport emissions, choose a new office with good public transport links to reduce commuting impact, and consider refurbished furniture for the new premises instead of buying new. For a comprehensive approach, see our sustainable office clearance guide.