Build the Timeline Early

Office relocations reward early planning—generally allow several months around the point the new lease is finalised. The timeline should cover key milestones such as site selection, fit-out, systems migration and reinstatement of the old premises, working backwards from each deadline. Appoint a dedicated coordinator or team to interface with the landlord, contractors and service providers, avoiding fragmented communication.

  • Confirm start and end dates of both leases, leaving overlap for the move
  • Set clear schedules for fit-out and inspection
  • Build in buffer time for unexpected delays

Early Planning and Needs Assessment

Before moving, take stock of current desks, meeting rooms, storage and equipment needs, and size the new space against expected headcount growth. It is a good moment to review working patterns—for example, whether to adopt hot-desking or hybrid work. Planning also covers the new site's fit-out design, fire and building requirements, and confirming the landlord's approval process for alterations.

IT and Phone System Migration

Systems migration is where moves most often go wrong, so coordinate early with your telecom provider and IT team. Priorities include broadband and leased-line applications and installation, moving servers and network equipment, retaining or porting phone numbers, and data backup. Test the new network before the actual move so you are operational from day one.

  • Apply for broadband and phone lines early—installation often takes time
  • Take full data backups to reduce moving risk
  • Switch systems outside office hours to minimise downtime

Old-Premises Handover and Reinstatement

Leases commonly require tenants to return the unit in its original state, meaning reinstatement of alterations. Review the reinstatement clause early, estimate the scope and timing of works, and reconcile deposit-return arrangements with the landlord before handover. Inadequate clearing or reinstatement may affect your deposit.

Address-Change Notifications

After moving, update your company address systematically to avoid missing important documents or client contact. Prepare a notification checklist:

  • Relevant government departments and business registration records
  • Banks, insurers and professional service providers
  • Clients, suppliers and partners
  • Website, business cards, invoices and online platform details

Arrange mail forwarding from the old premises for a period so nothing slips through during the transition, wrapping up the move smoothly.