The Complete UK Office Move Checklist

Moving office is one of the most complex projects a business can undertake. Miss one step and you could face delays, unexpected costs, or a team sitting in the dark on day one. This checklist covers everything — including the UK-specific legal bits most guides skip — based on our experience managing hundreds of office relocations.

Before the Move (8–12 Weeks)

The earlier you start, the cheaper and less stressful it gets. Most problems in office moves come from things that should have happened in this phase.

• Review your current lease — check the break clause conditions (missing any single precondition can invalidate the break entirely), dilapidation obligations, and what reinstatement work is required before you vacate
• Appoint a move coordinator — one person who owns this end to end. For larger moves (50+ people), consider an external project manager
• Audit your current space — walk every room and catalogue what you have: furniture, IT, files, kitchen equipment, specialist items
• Decide what moves and what goes — categorise everything as keep, sell, donate, recycle, or dispose. If you have furniture to shift, a professional office furniture removal service can handle resale, donation and recycling
• Get quotes — contact at least three removal or office clearance companies. Check they have a valid waste carrier licence (you can verify on the Environment Agency's public register) and proper insurance
• Set your budget — include moving costs, new furniture, IT migration, cleaning, dilapidations at the old premises, and a 10–15% contingency. Don't forget business rates overlap
• Brief your team — announce the move, share the timeline, and explain what's expected
• Check employment contracts — if the move significantly changes commute distances and there's no mobility clause, employees may be able to claim constructive dismissal or redundancy. For 20+ affected employees, collective consultation obligations kick in (30 days for 20–99 people, 45 days for 100+)
• Assess the new premises — check the EPC rating (minimum E now, rising to C from April 2027), request the asbestos register, commission a fire risk assessment, and check DDA/Equality Act accessibility

Logistics & Infrastructure (4–8 Weeks)

• Confirm your moving company — agree dates, access times, and insurance cover in writing
• Order broadband immediately — this is usually the critical path item. Leased lines take 45–90 working days. Even standard broadband can take a fortnight. Start this as early as possible
• Plan the IT migration — servers, phone system, printers, network. Full backup of everything before any equipment is unplugged, and verify the backup works with test restores
• Book building access — loading bays, goods lifts, and parking permits at both old and new premises. Check if local authority permits are needed
• Order new furniture — confirm delivery dates align with your move schedule. Lead times can be 8–12 weeks for bespoke items
• Arrange storage — if items need temporary holding between premises
• Update insurance — ensure continuous cover during the move period, including goods in transit. Check your removal company's insurance too
• Plan the new layout — floor plans, desk allocation, meeting rooms. Share with the moving team so they know where everything goes
• Set up mail redirection — Royal Mail business redirect for at least 3 months. If you trade under multiple names, you need a separate redirection for each

Who to Notify (4–6 Weeks)

This is the bit most businesses underestimate. The list is longer than you think, and some have legal deadlines.

Legal deadlines

• Companies House — file an AD01 form within 14 days of the change (you can file up to 30 days early). Late filing carries penalties from £150 to £1,500
• HMRC — update your VAT, Corporation Tax, and PAYE registrations within 3 months (30 days recommended)
• Valuation Office Agency — notify within 60 days for business rates
• ICO — update your Data Protection Fee registration
• UKVI — if you hold a sponsor licence for overseas workers, report the change within 20 working days
• Industry regulators — FCA, SRA, CQC, Ofsted, or whoever regulates your sector

Everyone else

• Clients and customers
• Suppliers and vendors
• Banks and financial institutions
• Insurance companies (all policies)
• Pension providers
• Accountants, solicitors, auditors
• Utility companies — gas, electricity, water at both premises
• Telecoms and broadband providers
• Security company
• Cleaning and waste management contractors

Digital and marketing

• Website (contact page, footer, legal pages)
• Google Business Profile (critical for local search)
• Social media profiles
• Online directories and review sites
• Email signatures — company-wide update
• Business cards and stationery

Preparation (2–4 Weeks)

• Distribute packing materials — boxes, tape, labels, bubble wrap. Department by department
• Label everything — colour-coded labels showing destination floor, room, and department. Matching labels on the floor plan at the new premises
• Remind staff about personal items — set a clear deadline for taking home anything personal
• Archive or shred old files — documents containing personal data must be securely destroyed to comply with GDPR. Use a licensed provider and get destruction certificates
• Arrange end-of-tenancy clean — check your lease for the required standard
• Take photographs — dated photos of both premises. Invaluable for deposit disputes and insurance claims
• Send final move instructions to staff — packing deadlines, move-day arrangements, and a contact number for questions
• Confirm all bookings — movers, IT, cleaners, skip hire. One final check that everything is locked in
• Set up the new premises — test fire alarms, check emergency lighting, display the Health & Safety Law poster, stock first aid kits, and ensure welfare facilities are ready

Moving Week

• Final walkthrough (old premises) — check every room, cupboard, server room, kitchen, and storage area. Nothing left behind
• Move coordinator on-site all day — directing the team, answering questions, ticking items off the list
• IT team on-site — for disconnection at the old site and reconnection at the new one. Test critical systems before anything else
• Check items against your inventory — as things arrive at the new premises, verify nothing is damaged or missing
• Test essential services — power, internet, phones, water, heating, fire alarms
• Set up reception and communal areas first — gives staff a functioning space while departments are sorted
• Distribute keys and access cards — make sure everyone can get in on day one
• Photograph meter readings — at both premises, with dates visible. Notify utility companies of final readings

Post-Move

• Unpack systematically — department by department, not all at once. Prioritise client-facing areas
• IT verification — test every phone, printer, network point, and login. Fix issues before staff arrive in numbers
• Update public information — website, Google Business Profile, social media, email signatures, business cards
• Complete all address change notifications — work through the full list and double-check each one
• Report any damage — to the removal company within the timeframe specified in their contract (usually 7 days)
• Staff feedback — walk the floors. What's missing? What's broken? What works better than before?
• File waste documentation — keep Duty of Care waste transfer notes for at least 2 years. WEEE certificates and data destruction certificates should be filed permanently
• Return keys — confirm handover of the old premises in writing
• Chase deposit return — negotiate any dilapidations deductions
• Close the project — final budget reconciliation, lessons learned, and a thank-you to the team

UK Legal Essentials

These are the legal obligations that catch businesses out. None of them are optional.

Waste

Under the Environmental Protection Act 1990, you have a Duty of Care for all commercial waste. You must use a licensed waste carrier, receive waste transfer notes for every load, and keep them for at least 2 years. Hazardous waste (fluorescent tubes, batteries, certain chemicals) needs separate consignment notes kept for 3 years.

Since March 2025, all businesses with 10+ full-time employees must separate plastic, paper/card, glass, metals, and food waste from general waste under the Simpler Recycling regulations. From October 2026, Digital Waste Tracking will require electronic recording of all commercial waste movements.

Employment

If the move significantly changes where people work and there's no mobility clause in their contract, you may face constructive dismissal or redundancy claims. If 20+ employees face redundancy as a result of relocation, you're legally required to consult collectively (30 days for 20–99, 45 days for 100+). If you're changing outsourced service providers (cleaning, security, catering) as part of the move, TUPE probably applies — affected staff transfer automatically to the new provider.

Property

The new premises need a valid EPC (current minimum rating E, rising to C from April 2027). If the building was built before 2000, there must be an asbestos management survey. You'll need a fire risk assessment before occupation, and any fit-out involving multiple contractors triggers CDM 2015 duties.

Corporate

Companies House AD01 must be filed within 14 days. HMRC should be updated within 3 months. Business rates — you're liable at both premises during any overlap period, and must notify the Valuation Office Agency within 60 days. If you hold a UKVI sponsor licence, report the change within 20 working days.

Frequently Asked Questions

How far in advance should I start planning?

For a straightforward move (under 50 people), 8–12 weeks is usually enough. Larger or more complex moves — especially those involving IT migration, multiple floors, or specialist equipment — benefit from 16+ weeks. The single biggest bottleneck is usually broadband, which can take 6–12 weeks to install.

What's the biggest risk in an office move?

IT failure on day one. If your team can't log in, make calls, or access files, the business stops. Always plan the IT migration first, test it before anything else, and have a fallback plan (e.g. mobile hotspots, laptops on 4G).

How much does it cost to move office in the UK?

As a rough guide: budget £150–£300 per person depending on complexity, covering removals, IT, packing, and clearance. A 50-person relocation typically costs £7,500–£15,000 for the move itself, with fit-out and new furniture on top. Try our free cost estimator for a quick ballpark.

Do I need to keep waste transfer notes?

Yes. Under UK law, you must have Duty of Care waste transfer notes for every load of commercial waste removed. Keep them for at least 2 years (3 years for hazardous waste). A reputable clearance company provides these automatically — if they don't, that's a red flag.

Should I hire a professional or do it in-house?

For a small team (under 10 people) in a single-floor office, managing the move in-house is feasible. Beyond that, the logistics, insurance, waste compliance, and time cost usually make professional help worthwhile — and cheaper than the lost productivity of doing it yourselves.

What if employees refuse to relocate?

It depends on their contracts. If there's a mobility clause, you're generally on solid ground (though "reasonable" still applies). Without one, a significant increase in commute distance could entitle them to claim redundancy. Take legal advice early if this is likely — getting the consultation process right is crucial.