IT Office Move Checklist: The Complete UK Guide

IT failure on day one of an office move is the nightmare scenario — staff can't log in, phones don't work, and the business grinds to a halt. This guide gives you a complete IT migration checklist, from the first infrastructure audit through to post-move verification, with the UK-specific compliance requirements most IT teams miss.

3 Months Before: Audit & Plan

The IT migration starts with a thorough understanding of what you have, what you need, and what's changing.

Infrastructure audit

• Network map — document your entire network topology: switches, routers, firewalls, access points, VLANs, and how they connect
• Hardware inventory — every PC, laptop, monitor, printer, server, NAS, UPS, phone handset, and peripheral. Include model, age, and condition
• Software and licences — all installed software, licence keys, renewal dates, and any location-tied licences
• SaaS subscriptions — cloud services, email (Microsoft 365, Google Workspace), CRM, accounting, backup services. Check for any IP-restricted or location-locked services
• Connectivity — current broadband provider, type (leased line, FTTP, FTTC), speed, contract end date, and any static IP addresses you rely on
• Phone system — ISDN, SIP, VoIP, or mobile-based? Number porting requirements? DDI ranges?

Order broadband

This is your critical path item. Order broadband at the new premises immediately — don't wait for the rest of the IT plan to be finalised.

Cloud strategy

An office move is an excellent time to evaluate your cloud strategy. Moving physical servers between premises is expensive, risky, and increasingly unnecessary.

• Already cloud-first? — you're in good shape. Focus on connectivity and end-user devices
• On-premises servers? — consider migrating to cloud (Azure, AWS, or Microsoft 365) during the move. It removes the server room requirement entirely
• Hybrid approach — move critical services to cloud, keep specific on-premises requirements (e.g. local file servers for large media files, specialist hardware)

2 Months Before: Procure & Prepare

Equipment procurement

• New equipment — order anything being replaced (monitors, docking stations, switches, access points). Allow 2–4 weeks for standard items, longer for specialist kit
• Cabling — plan the network cabling layout for the new premises. Cat6a minimum for future-proofing. Book a cabling contractor early
• Server room / comms room — if keeping on-premises infrastructure, confirm the new space has adequate power, cooling, and physical security
• UPS — uninterruptible power supply for servers and network equipment. Size appropriately for the new setup

VoIP and phone system

• VoIP (already) — numbers follow you. Just update the address with your provider and test at the new premises
• ISDN / traditional lines — these are being switched off under the PSTN shutdown (completion expected by January 2027). If you're still on ISDN, migrate to VoIP during the move
• Number porting — if changing provider, initiate number porting early. It takes 5–10 working days minimum and delays are common
• DDI ranges — ensure all direct dial-in numbers transfer with you

Security planning

• Physical security — access control (key fobs, keypad codes), CCTV, alarm system at the new premises. These need to be operational before equipment arrives
• Network security — firewall configuration for the new network, VPN setup, Wi-Fi security (WPA3 enterprise where possible)
• Cyber Essentials — if you hold Cyber Essentials or Cyber Essentials Plus certification, the move may trigger recertification. Check with your certifying body

1 Month Before: Backup & Brief

Backup everything

• Full system backup — every server, every workstation, every NAS. Use the 3-2-1 rule: 3 copies, 2 different media types, 1 offsite
• Test restores — a backup you haven't tested is not a backup. Restore critical files and databases to verify integrity
• Cloud backup verification — if using cloud backup services, confirm all data is synced and accessible from a different location
• Document everything — admin passwords, licence keys, configuration files, network diagrams. Store securely (encrypted USB or password manager) and give a sealed copy to a second person

Staff briefing

• Packing instructions — how to disconnect and pack their workstation. Label every cable, mouse, keyboard with their name and destination desk
• Moving day expectations — when to expect IT to be down, when it should be back up, fallback arrangements (mobile hotspots, working from home)
• Password reminders — if staff will need to reconnect to services, remind them of login credentials. Reset passwords for anyone who's forgotten
• Personal data — remind staff to back up any personal files from work devices before the move

Pre-install at new premises

• Network cabling — should be installed and tested before moving day
• Wi-Fi access points — install and configure. Do a site survey to ensure coverage across the full floor plan
• Broadband — confirm it's live and tested. Have the 4G/5G fallback ready
• Server room — power, cooling, UPS all operational
• Printers and shared devices — consider setting these up in advance so they're ready on arrival

Moving Day: Execute

Moving day is about execution, not decisions. Every decision should already be made.

• IT team split — half at old premises for disconnection, half at new premises for reconnection. Both with full documentation
• Disconnection sequence — workstations first, then printers, then network switches, then servers (last off, first on). Label every cable as you disconnect
• Reconnection priority:
  1. Internet connectivity (verify broadband is live)
  2. Core network (switches, firewall, DHCP)
  3. Servers and core services
  4. Phone system
  5. Printers and shared devices
  6. Individual workstations (department by department)
• Test as you go — don't wait until everything is connected. Test each layer before moving to the next
• Fallback plan — 4G/5G hotspots, laptops pre-configured for mobile working, contact details for ISP emergency support
• Communicate — regular updates to the business on progress. "Internet is live, phones are next, estimated 2pm"

First Week: Verify

• Systematic testing — check every network point, phone, printer, and workstation. Use a spreadsheet and tick them off
• DNS and external services — update DNS records if any have changed. Check external-facing services (website, email, VPN) are resolving correctly
• Firewall rules — review and update rules for the new IP ranges and network configuration
• VPN — reconfigure for new office IP addresses. Test remote access from outside the office
• Backup verification — confirm backup systems are running at the new site. Run a test backup and verify
• Print and scan — printers and scanners invariably need attention. Update driver configurations, scan-to-email settings, and network paths
• Staff feedback — walk the floor. What's not working? What's slow? What's missing? Fix issues before they become habits (workarounds that bypass your network)

First Month: Decommission & Comply

• Close old broadband accounts — check contract end dates and any early termination fees
• Decommission old equipment — anything not making the move needs proper disposal (see WEEE section below). Our office decommissioning service handles IT asset disposal with full data destruction certificates
• Data destruction — hard drives, SSDs, and backup tapes from decommissioned equipment must be securely wiped or physically destroyed. Obtain certificates of destruction
• Return leased equipment — routers, switches, handsets from previous providers
• Update documentation — network diagrams, asset registers, DR plan, and IT policies all need updating for the new premises
• Cyber Essentials — if held, notify your certifying body of the address change and any infrastructure changes

UK Compliance Requirements

UK GDPR — data in transit

During an office move, personal data stored on servers, hard drives, and backup media is physically transported between locations. Under UK GDPR, you must take appropriate technical and organisational measures to protect data in transit:

• Encrypt portable storage devices (full-disk encryption for laptops, encrypted USB drives for backup media)
• Use secure transport — don't send unencrypted hard drives in an unmarked van
• Maintain chain of custody — know where every storage device is at every stage of the move
• Document the data protection measures taken as part of your GDPR accountability obligations

WEEE disposal

IT equipment being decommissioned is classified as Waste Electrical and Electronic Equipment (WEEE). It must be disposed of through approved WEEE channels — not general waste. This includes:

• Computers, laptops, tablets, and phones
• Monitors and screens
• Printers, scanners, and copiers
• Network equipment (switches, routers, access points)
• Servers and UPS units
• Cables and peripherals (yes, even mice and keyboards)

Cyber Essentials

If your organisation holds Cyber Essentials or Cyber Essentials Plus certification, an office move may trigger recertification requirements — particularly if your network architecture, firewalls, or boundary devices change. Contact your certifying body before the move to understand the implications.

Frequently Asked Questions

How long should we plan for the IT move to take?

The physical IT move (disconnection, transport, reconnection) typically takes 1–2 days for a standard office. But the planning, procurement, and broadband installation need 3 months minimum. The broadband lead time is the constraint — everything else fits around it.

Should we move our servers or migrate to the cloud?

If you're still running on-premises servers, an office move is the ideal time to evaluate cloud migration. Moving physical servers is risky (vibration damage, downtime) and expensive. Cloud services (Microsoft 365, Azure, AWS) eliminate the server room requirement entirely. That said, some businesses have genuine reasons to stay on-premises — large file storage, specialist software, or regulatory requirements.

What if our broadband isn't ready on moving day?

It happens more often than it should. Have a 4G/5G business connection as a fallback — a decent 5G router can provide 100–300 Mbps, enough for a small team to work. Pre-configure laptops for mobile hotspot connectivity. If you're a larger business, consider ordering a temporary leased line or using a portable satellite connection.

Do we need to update our Cyber Essentials certification?

If your network architecture, IP addresses, firewalls, or boundary devices change as part of the move, you'll likely need to update your self-assessment questionnaire. For Cyber Essentials Plus, a re-test of your new infrastructure may be required. Contact your certifying body for guidance specific to your situation.

How do we handle staff working during the IT move?

Options: allow remote working on the move day (requires laptops and VPN access), stagger the move by department (moves IT disruption to different days), or accept a planned downtime day and communicate it clearly. Most businesses opt for a Friday move with a weekend buffer, giving IT staff time to fix issues before Monday.

What about phone numbers — can we keep them?

Yes, in almost all cases. If you're on VoIP, numbers are location-independent. If you're on traditional lines, you can port numbers to a VoIP provider. Number porting takes 5–10 working days — initiate it early and keep old lines active until porting completes. The UK PSTN shutdown (January 2027) means all businesses will need to be on VoIP eventually.