The complete corporate moving checklist

The Complete Corporate Moving Checklist

The business relocation process takes time and planning to execute properly. You’ll have to coordinate with an office moving service and discuss these changes with your employees. You also have to start preparing a budget to know how much money to put away for the move. At Transtar Moving Systems, we understand how stressful a move can be. Everything has to be done just right to get the best results.

To facilitate the moving process, we have created some tips, tricks and office moving checklists to help your move run as smoothly as possible!


When you decide to move your company, you’ll need to break the news to your staff. There are many ways to do this, such as issuing a company relocation letter to employees or having a meeting to get into the details about the move and any types of relocation packages you plan to offer. Ideally, you’ll want to provide multiple methods for employees to hear the news so that they are adequately informed.

This information should go out months in advance so employees are given plenty of notice and have as much time as they need to prepare. In the written statement or in-person meeting, explain why the move is happening and offer support to your workers. Staff members may experience stress or anxiety as they’ll worry about their job security, so be open to answering any questions and listening to their concerns.

Offer continuous communication about the move to employees, even if there isn’t much new information to share. This will help your staff feel more secure about the move, especially if they decide to relocate with you.

Be flexible with your employees and know that this move is a significant life change for them as much as it is for you. They may need paid time off to pack their belongings and move or additional resources to help them find another job once your company has moved.

The Complete Corporate Moving Checklist


Retaining employees rather than replacing them is ideal for businesses moving long distances, as replacing a worker can be an expensive ordeal. However, not all employees will be able to make the move, especially if it spans a considerable distance. Moving a long way from home can separate employees from family, friends and their established life.

While 62% of workers would consider relocating with their company, there needs to be some incentives to encourage staff to take the leap and move to a new location. You can do a few things as a company to sweeten the deal and retain as many staff members as possible.

Better Pay, Better Perks

One of the most significant incentives you can offer is increasing the wages or salaries of employees who relocate and offering them new perks through common relocation packages. One study found that 44% of employees use pay and perks as the number one factor to decide whether they’ll follow a company during their move. If you want to keep your current employees, consider raising the pay for workers who are willing to follow you.

Perks include things such as comprehensive health insurance, paid time off or career development opportunities. Employees want to know they’ll be taken care of and that moving to another city will be worthwhile. Offering amenities and other incentives can also be one of your perks. These things can range from offering gym memberships to free parking. A comfortable space where employees can wind down during their breaks and enjoy a meal or coffee is also an excellent amenity to consider.

The Complete Corporate Moving Checklist

Relocation Packages

Moving is understandably stressful, both for businesses and their employees. To keep stress levels low and increase retention rates, offer relocation packages to team members who decide to move with the company. A good relocation package usually includes or covers:

  • Moving costs. Many expenses are associated with moving, such as hiring a moving company, purchasing packing services and renting a storage facility. Covering these expenses in a relocation package can make your employees feel more secure and make it easier for them to follow you.
  • Travel costs. Depending on how far you are relocating, travel costs can be a big expense and will influence employees’ decisions about whether to follow your business. Like with moving costs, if you offer to cover these expenses, employees will be more likely to relocate with you.
  • Temporary housing. When your employees get to your new business location, they may not have a place to stay just yet. Offering temporary housing gives them time to find a new home while they settle in and continue working for you.
  • Assistance with selling a home. Many employees who decide to relocate will need time to sell their homes. A relocation package can offer various benefits concerning housing, such as reimbursements for money lost from quickly selling a home or coverage of contract penalties for renters.

What you include in your relocation package will vary based on what you and your employees need. What you’re able to cover will determine the number of employees who can travel with you. It is a good idea to invest well in your current workers because replacing team members can cost over half of your current employees’ salaries or wages due to training and recruitment. That extends to the top by offering relocation packages for executives who are essential to your business. Finding a solid middle ground that benefits your business and staff is the best method for employee retention.

Remote Work

While some of your workers may not be able to relocate with your business, they may still be able to work for you. Working from home is becoming more popular than ever, with a predicted 87% increase in the number of Americans working remotely by 2025.

Look at the positions you currently offer within your business. How many of these jobs could be done from home? Are your employees willing to make the transition?

Understandably, you may have some reservations about moving some of your employees to a remote lifestyle. However, working from home benefits employers and employees alike. In fact, studies show that productivity increases by up to 13% when working from home.

While it may be a big change, consider remote work as a viable option if many of your employees cannot move to a new location with you.


You’re making the next big step for your business or company by relocating. To get the best results, here are some general tips to follow:

  • Plan ahead. Know what date you’re going to move and what time. Try to plan for this at least two months in advance to know that your chosen moving company will be available and you will have enough time to inform employees and make all the proper arrangements.
  • Arrange a packing system. You’ll need to purchase many supplies to start preparing for your move, such as boxes and filing systems. While you pack, you’ll want to label everything so that you know what is in each box. This will also help your moving company organize everything efficiently. It’s a good idea to develop a specific labeling system, such as a color-coded guide, to assist with organization.
  • Organize a task force. There are many elements involved in a move. Create a moving task force and assign jobs to each person, such as budgeting or packing, and check in frequently to ensure tasks are being completed.
  • Plan your office design. Knowing your new office’s layout before you move will save you time. You can determine if you need more equipment to accommodate the lack of outlets or if you need to downsize the amount of furniture you’re bringing.

How Much Does It Cost to Relocate an Office?

There will be some costs to consider when your company relocates offices, such as:

  • Insurance. You will need to get insurance with your moving company so that you’re protected against lost or damaged goods. You can opt into two different types of insurance: full replacement value or limited liability. Full replacement value will reimburse you for the entire cost of your lost or damaged belongings, while limited liability places a set value amount per pound, which may not fully cover what was damaged.
  • Office space. For your old office space, you will have to communicate with your landlord to determine any closing costs or early termination fees. You’ll also need to speak with your new landlord for your new office space to pay any move-in fees or down payments.
  • Utilities and services. Some utilities will have termination or disconnection fees, and you may have to pay for cleaning costs. Be sure to account for each of these instances and include them in your budget.
  • Packing and moving. Consider how much it’ll cost to hire a moving company. The price will vary based on the size of your business and how far you are traveling.
  • Employee costs. Account for relocation or severance packages. When you arrive at your new location, you’ll need to have money in the budget to recruit and train new employees.

The best method to tackle budget planning is to assign a project manager who will oversee everything. Have them develop a plan so you can see what costs are involved.

The Complete Corporate Moving Checklist


Whether you’re moving across town or the country, you’ll need to have everything in order before you leave. You should follow an office move checklist from the beginning to the end of the moving process to garner the best results.

Local Moving Checklist

If you’re not moving far, you’ll have less to do than it’d take to move a long distance, but following a checklist will help you keep track of everything and move efficiently. Here are some actionable items that should be included on your checklist:

  • Create a to-do list and schedule. Plan your move so you’re not doing everything last minute. Coordinate with a team and assign tasks and deadlines to each member.
  • Set a detailed budget. Various expenses come with company relocation, so assess all these costs early and make a detailed budget so you know what you’re spending.
  • Store extra supplies or materials. You may not have the space for everything once you move into your new office, but there are some things you’ll want to keep. Invest in a storage container so you have access to these materials when you need them.
  • Hire a moving company. Moving companies can help you plan a commercial move from top to bottom, and their services come in handy when you’re moving many things from one location to the next.
  • Update your website and socials. You’ll need to let customers and clients know you operate out of a different location now, which includes updating the address on your website and Google Business page.

Long-Distance Moving Checklist

A long-distance move can be more complicated than a local one, but moving day will come and go with ease if you’re prepared. Using a checklist will help you get ready for the big day.

Some tasks will overlap with the local moving checklist, such as creating a to-do list. You’ll still want to have a detailed budget, hire a moving company and update all your website and social media information. Check the list above and determine what applies to your situation, and follow the checklist below for additional ideas:

  • Throw out or donate what you don’t need. You probably won’t need to bring everything with you to your new location — take stock of what you have and throw out or donate items that aren’t important.
  • Purchase insurance. Some things may get damaged or lost, especially on long moves, so consider purchasing insurance to receive reimbursement if this happens to you.
  • Connect the utilities at the new location. You’ll want to have everything working when you arrive at your new business location so that you can get back to work right away.
  • Arrange to have the heating or air conditioning on when you arrive. The heating or air may often be turned off, especially if you’re moving in over the weekend. Arrange to have these turned on ahead of time so you can unpack and get back to work in comfort.
  • Order new business materials. Many of your old business materials, such as business cards, probably have your old address on them. Order new items with your new address as soon as possible.

For more tips and tricks to facilitate the optimal move, check out additional commercial and office relocation advice on our site!

The Complete Corporate Moving Checklist


If you’re moving your business to a new office in South Jersey, Transtar Moving Systems is the commercial moving company for you. We serve South Jersey and the greater Philadelphia regions. We assist you from the very beginning of your move, starting with developing a moving plan, and serve you until the end.

We’ll create the schedule, take inventory, handle labeling and help you unpack everything once we’ve arrived at the new destination. With Transtar Moving Systems, you’re in good hands. If you’re ready to start planning your move, contact our team for commercial moving services and get a free quote!

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