Office Relocation: Checklist and Step-by-Step Guide for a Smooth Move

When should you start planning an office relocation?

Earlier than you might think. The move itself might only take a day, but the preparation takes considerably longer. A business relocation often involves more planning than a personal move. You'll need to terminate your current lease, find a new office, arrange internet access, update your business address and inform everyone involved.

Each of these tasks can take time, and not every deadline is entirely within your control.

• A useful rule of thumb is to work backwards from your moving date. Set a target date and determine when each task needs to be completed. Here's a general timeline for a small or medium-sized business:
• Six months before. Check the notice period in your current lease agreement. Start looking for a new office and appoint someone to coordinate the relocation.
• Three to four months before. Finalise the arrangements for your new office. Decide what needs to move and what can be left behind. Request quotes if you're hiring a removal company.
• Two months before. Arrange internet and telephone services at the new address. Inform employees about the moving date and what will be expected of them.
• One month before. Communicate the relocation to clients and suppliers. Prepare the necessary address changes and check when you can submit them.
• The week of the move. Pack, label and dispose of anything you no longer need. Carry out a final check of the new workspace.
• The week after. Complete the handover of your previous office and evaluate the relocation with your team.

This timeline is a guideline. How much preparation you need depends on the size of your business, your current lease agreement and your new location.

If you're moving into a fully furnished, move-in-ready office, many of the tasks involving internet, furniture and interior setup can be eliminated. We'll come back to that later.

Office Relocation Checklist

This is the checklist you can also download as a PDF at the bottom of the article. Work through the twelve points in order and tick off everything you've already arranged.

Lease agreement and notice period. Review your current contract. When can you terminate it, how much notice is required and what are your obligations when handing back the property? These details will help determine your moving date.

Choose your new office. Decide what you need: number of workstations, meeting rooms, accessibility and room to grow. It's also worth reading about what makes a modern office before you start viewing properties.

Appoint a relocation coordinator. One person should manage the schedule and act as the main point of contact. Without a clear coordinator, responsibilities can quickly become unclear.

Take inventory. Go through the office and decide what you'll take with you, what needs temporary storage and what can be disposed of. This determines how much you'll need to move and what resources are required.

IT and internet. Check the internet connection at your new address. Plan when your systems will be moved and who will be responsible. Test everything before the first working day.

Change your business address. Check which details need updating with the Dutch Chamber of Commerce (KVK), the Dutch Tax Administration, your bank, insurer, suppliers and subscription providers. Don't forget your website, email signature and Google Business Profile.

Communicate with employees and clients. Inform employees first, followed by clients and business contacts. Explain what's changing, when it will happen and what action they need to take.

Hire a removal company or organise the move yourself. For a small number of workstations, you may be able to handle the move internally. For an entire floor of furniture and archives, professional assistance is often more practical.

Plan moving day. Label everything with its destination in the new office. Schedule a separate day to dispose of unwanted items before the move, so you only transport what you actually need.

Hand over your previous office. Document the condition of the property with photographs and agree on a handover date with your landlord.

Test the new workspace. Check internet access, printers, building access and meeting rooms. Everything should be working before your team arrives.

Follow up and evaluate. What went well and what could have been better? This is useful for future relocations and anyone who might organise the next move.

How Much Does an Office Relocation Cost?

That depends on what you're moving and where you're going. Office relocation costs vary considerably between businesses, but you can identify the main expenses in advance:

• Removal company. Costs depend on the volume of items, distance and whether furniture needs to be dismantled.
• New furniture. A significant investment if your existing furniture cannot be moved or doesn't fit the new office.
• IT and cabling. Consider new internet connections, cabling and any additional network equipment.
• Overlapping rent. When your previous and new lease agreements overlap.
• Handover of your previous office. Repairs, cleaning or restoring the property to its original condition.
• Lost productivity. The hours or days when employees cannot work at full capacity. An expense that's easily overlooked.

Looking at this list, one thing stands out. Some of the costs aren't directly related to moving your belongings, but to the office you're moving into.

With a move-in-ready office, for example, you won't need to purchase an entirely new office interior or arrange your own internet connection. This can reduce both costs and preparation time.

How to Make Your Office Relocation Much Easier

The amount of work involved in an office relocation largely depends on your destination. When you move into an empty office, you're not just transporting belongings. You're also building an entirely new workspace.

When you choose a fully furnished, move-in-ready office, you mainly need to bring your laptop, documents and personal belongings. The essential facilities are already in place.

Empty office: what do you need to arrange yourself?

• Purchase, deliver or transport office furniture.
• Apply for an internet connection and arrange installation.
• Find and contract a cleaning company.
• Arrange gas, water and electricity contracts.
• Furnish meeting rooms or hire them separately.
• Organise signage and company branding.
• Allow time for the complete office setup.

Move-in-ready office at Officina: what's already included?

• A furnished office with desks and office chairs.
• High-speed internet.
• Weekly cleaning.
• Gas, water and electricity.
• Access to shared meeting rooms and facilities.
• Options to display your company logo at your office.
• A workspace where you can get started quickly.

When relocating to Officina, much of the remaining checklist is administrative: terminating your current lease, updating your business address, informing employees and clients, and packing the belongings you actually want to bring.

Flexibility also matters as your team grows. Sometimes you don't need an entirely new building, just more workstations. An internal move to a larger office can then be a practical solution. The possibilities depend on the available spaces at your location.

Office Relocation in Rotterdam

If you're moving to or within Rotterdam, there are a few practical things to consider. Especially in the city centre, an office relocation requires careful preparation.

Check where your removal vehicle can load and unload and whether parking is available nearby. It's also worth finding out whether the building has a goods lift and what arrangements apply when transporting larger items.

Accessibility is just as important. Not only on moving day, but also for your employees and visitors. A central location with good public transport connections can make the daily commute considerably easier.

Officina offers fully furnished office spaces at several locations in Rotterdam, including Coolse Poort at Coolsingel 139, Millennium Tower at Weena 690, Weenatoren at Weena 788 and Five55 at Blaak 555.

The offices come furnished and include facilities such as internet, cleaning and shared spaces. This means you can focus on your work rather than having to set up an entire office first.

Working independently or with a small team? A coworking space could be a suitable option. If you mainly need a professional business address, a virtual office may be the right solution.

For larger teams, tailored office spaces are available to suit the size and requirements of your organisation.

Explore your options for renting office space in Rotterdam and discover which location is right for your business.