Office Relocation Timeline: How Long Does an Office Move Take?

"How long will it take?" is the first question every business asks when planning an office move. The honest answer: longer than you think. This guide breaks the entire relocation into seven phases with realistic UK timeframes — so you can plan backwards from your target move date and avoid the delays that catch most businesses out.

How Long Does an Office Move Take?

A straightforward office move for a small team (under 20 people) can be planned and executed in 8–12 weeks. A mid-size relocation (20–100 people) typically needs 4–6 months. Large or complex moves (100+ people, multiple floors, specialist equipment) should allow 9–12 months minimum.

The physical move itself — loading vans, driving to the new premises, unloading — usually takes just 1–3 days. It's everything that has to happen before that day which takes the time. And one item consistently sits on the critical path: broadband.

Phase 1: Strategic Planning (12–9 Months)

This is the phase most businesses skip — and then wonder why everything feels rushed from month six onwards. Even if your total timeline is shorter, spend at least a fortnight on this before doing anything else.

• Appoint a project lead — one person with authority and time. For 50+ people, consider a dedicated move manager or external project manager
• Form a move committee — representatives from IT, facilities, HR, and finance. They don't need to meet weekly yet, but they need to know it's coming
• Review your current lease — when does the break clause activate? What are the dilapidation obligations? Missing a single precondition can invalidate a break clause entirely
• Define what you need — headcount projections for 3–5 years, space requirements, location priorities (transport links, parking, client accessibility)
• Set a preliminary budget — even a rough one helps filter out unrealistic options early. Our cost estimator gives you a quick ballpark
• Start property search — commercial agents, online listings, word of mouth. Allow 4–8 weeks to shortlist and view

Phase 2: Property & Contracts (9–6 Months)

This phase involves solicitors, landlords, and telecoms providers — none of whom move quickly. Build in buffer time for every step.

• Agree Heads of Terms — the commercial deal with the landlord. Rent, lease length, break clauses, rent-free fit-out period, service charges
• Instruct solicitors — Agreement to Lease negotiations typically take 4–8 weeks. Complex deals with multiple conditions take longer
• Order broadband immediately — leased lines: 60–90 working days. FTTP: 2–4 weeks. Standard broadband: 10–14 working days. This is your critical path item
• Serve notice on your current lease — check the required notice period (typically 6–12 months) and any conditions that must be met
• Commission building surveys — asbestos (mandatory for pre-2000 buildings), fire risk assessment, EPC check (minimum E rating, rising to C from April 2027), DDA accessibility
• Begin fit-out scoping — what work does the new premises need? Get early estimates so there are no budget surprises

Phase 3: Design & Procurement (6–4 Months)

• Appoint fit-out contractor — get at least three quotes. Check they hold appropriate CDM 2015 competencies if the work involves multiple contractors
• Finalise floor plans — desk layouts, meeting rooms, breakout areas, server room, reception. Share with staff for feedback
• Order furniture — standard items: 2–4 week lead time. Bespoke or high-end: 8–12 weeks. Don't leave this until month two
• Plan IT infrastructure — network architecture, server room setup, phone system (VoIP migration if not already done), printer locations, Wi-Fi access points
• Staff consultation — if the move significantly changes commute distances, you may need to consult. For 20+ affected employees: 30 days minimum collective consultation. For 100+: 45 days. Start early to avoid legal complications
• Audit current assets — walk every room. Catalogue all furniture, IT equipment, and files. Decide what moves, what's sold, what's donated, and what's disposed of
• Get a furniture valuation — quality furniture (Herman Miller, Steelcase, etc.) holds real value. Our free valuation tool gives an instant estimate

Phase 4: Logistics Planning (4–2 Months)

• Appoint removal company — get three quotes for office removals or clearance, check waste carrier licence and insurance, agree dates and access arrangements in writing
• Plan the move sequence — which departments move first? Phased moves reduce disruption but take longer. Big-bang moves are faster but higher risk
• Arrange storage — for items that need temporary holding between premises, or furniture awaiting resale
• Book building access — loading bays, goods lifts, and parking permits at both premises. Check if local authority permits are needed for road closures
• Start address change notifications — the legal ones have deadlines: Companies House AD01 within 14 days, HMRC within 3 months, Valuation Office Agency within 60 days
• Set up Royal Mail redirect — business redirect for at least 3 months. Separate redirect needed for each trading name
• Update insurance — ensure continuous cover during the move period, including goods in transit

For a comprehensive list of everything to notify, see our office move checklist — notifications section.

Phase 5: Preparation Fortnight

Two weeks out, the pace picks up significantly. Everything should be confirmed by now — this phase is about execution.

• Distribute packing materials — boxes, tape, labels, bubble wrap. Department by department with clear instructions
• Label everything — colour-coded labels showing destination floor, room, and department. Matching labels on the floor plan at the new premises
• Test IT at the new premises — broadband live? Network operational? Phones working? Don't wait until moving day to find out
• Confirm all bookings — movers, IT support, cleaners, skip hire. One final check that everything is locked in
• Staff briefing — packing deadlines, what to take home, move-day arrangements, contact numbers, first-day logistics at the new office
• Arrange end-of-tenancy clean — check your lease for the required standard
• Take dated photographs — of both premises. Essential for deposit disputes and insurance claims
• Set up the new premises — test fire alarms, check emergency lighting, display Health & Safety Law poster, stock first aid kits

Phase 6: Moving Week

• Final walkthrough of old premises — 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 inventory
• IT team handles disconnection and reconnection — test critical systems before anything else. Have fallback options ready (mobile hotspots, 4G/5G)
• Check items against inventory — as things arrive, verify nothing is damaged or missing. Photograph any damage immediately
• Test essential services — power, internet, phones, water, heating, fire alarms
• Set up reception and communal areas first — gives staff a functioning base while departments are sorted
• Distribute keys and access cards — everyone needs to get in on day one
• Photograph meter readings — at both premises, with dates visible

Phase 7: Post-Move (First 4 Weeks)

The move isn't over when the last box arrives. The first month in a new office always throws up issues.

• IT snagging — test every phone, printer, network point, and login. Fix issues before staff arrive in numbers
• Complete address change notifications — work through the full list: Companies House, HMRC, clients, suppliers, banks, Google Business Profile, website, email signatures
• File waste documentation — keep Duty of Care waste transfer notes for at least 2 years. WEEE and data destruction certificates permanently
• Chase deposit return — schedule a dilapidations inspection, negotiate any deductions
• Staff feedback — walk the floors. What's working? What's missing? What needs fixing?
• Final budget reconciliation — compare actual spend against budget, document lessons learned

Timeline by Company Size

The table below gives realistic total timelines for UK office relocations. These assume a single-site move with standard complexity.

Common Timeline Mistakes

Having managed hundreds of office relocations, these are the timeline mistakes we see most often:

1. Ordering broadband too late — BT Openreach leased lines take 60–90 working days. If you don't order on day one, your team is working off mobile hotspots. This is the single most common cause of delayed office moves in the UK
2. Underestimating lease negotiations — "We'll have the lease signed in two weeks" is optimistic. Allow 4–8 weeks for solicitors to negotiate terms, and that's if both sides are motivated
3. Ignoring staff consultation requirements — if 20+ employees face changed terms due to relocation, you're legally required to consult collectively for 30 days (45 days for 100+). Failing to do this is an employment tribunal waiting to happen
4. Leaving the Companies House AD01 too late — you have 14 days from the move date to file. Late filing carries penalties from £150 to £1,500
5. No contingency time — fit-out contractors overrun, furniture deliveries slip, permits take longer than expected. Build in at least 2 weeks of buffer before your must-move date
6. Forgetting dilapidations — the work needed to restore your old premises to lease condition can take weeks. Factor this into your timeline, not just your budget

Frequently Asked Questions

Can we move office in under 8 weeks?

For a very small team (under 10 people) moving into serviced or pre-fitted space with broadband already installed, yes. For anything larger or more complex, 8 weeks is the absolute minimum — and usually means cutting corners somewhere.

What's the single most important thing to do first?

Order broadband. Everything else can be compressed or accelerated in an emergency. Broadband installation timelines are fixed by Openreach and there's no way to speed them up. Order it the day you sign the lease.

Should we move all at once or in phases?

For under 50 people, a single move (big-bang) is usually simpler and cheaper. Above 50, a phased approach — department by department over several days or weeks — reduces risk but increases cost and complexity. The right answer depends on how long you can tolerate reduced productivity.

When is the best time of year to move office?

Avoid December (impossible to get contractors), August (half your team is on holiday), and financial year-end. Spring and early autumn tend to work best — good availability of contractors, reasonable weather for loading, and enough time to settle before Christmas.

Do we need a professional project manager?

For under 30 people with an experienced internal person leading the project, probably not. For 50+ people, multi-floor moves, or tight timelines, an experienced move project manager pays for themselves in avoided delays and mistakes. Budget £5,000–£15,000 depending on scope.