Whether you are using office movers or relocating your business yourself, here are some general guidelines to follow to make your office relocation go smoother.

3-4 MONTHS BEFORE THE MOVE:

• Choose your new location.
• Decide if there are any build outs or modifications you’ll need to contract for the new location.
• Order new fax #’s, phone #’s, or any other IT requirements that will be needed.
• Order new address labels and other “we’re moving” materials to send to clients, vendors, etc.
• Decide whether you will move yourself or use a commercial mover.

2 MONTHS BEFORE THE MOVE:

• Choose the move date.
• Meet with building management at new location regarding insurance requirements, moving time restrictions (after hours, weekends only, etc)building protection requirements like masonite for  floors, etc (most buildings management has a “Rights and Repsonsibilities when you Move Checklist”.
• Set your moving budget.
• If you’re using professional office movers, get 3-4 bids to compare services offered, pricing, and other qualifications.
• If moving yourself, figure out rental trucks, labor and logistics for the move, make sure you have enough time to complete your move correctly and avoid down time for your business.
• Make a list or inventory of what you are moving and the logical flow of how it will leave the old building and arrive at the new building.
• Floor plan how existing (and possibly new) furniture will be set up in the new space, it’s critical that this is done to scale so  “what fits” and “what doesn’t fit” isn’t left to chance.
• Cover the schedule with staff so everyone is informed of date and times and on the same page.
• Order internet access, phone lines for new office.

1 MONTH BEFORE THE MOVE:

• Order and receive moving cartons or moving crates and begin to pack if you are not using professional office movers.
• Use color coded tags when packing with room #, employee name, or some designation to tell where the items will go, a color coded schematic or floor plan at destination will assist either commercial movers or do it yourselfers.
• Decide what can or should be purged, there is no reason to move something and then throw it away.
• Set up any new services at the new location like vending or publications like magazines, newspapers, journals, etc.
• Set up a pre-move punch list with any contractors and building management at the new location (elevator times, loading dock restrictions, etc).
• Set up a post-move punch list with management at old location for exit expectations like cleaning, carpets, windows, etc.

2 WEEKS BEFORE THE MOVE:

• Arrange any carpet cleaning, drywall repairs, painting, etc at old location.
• Set the itinerary for move day(s) and contact info for all involved, a list of responsibilities for employees helps to avoid confusion, if it makes more sense to allow a couple days to do so, have an agenda for everyone to follow.
• Cancel any publications and services like newspapers or vending at old location.

DAY BEFORE THE MOVE:

• Confirm move times with all parties: origin building, destination building, commercial or office movers (if necessary), and office staff.
• Review the itinerary with staff.
• Do a walk through at the current location to confirm all items are prepped, packed (if not using professional movers) tagged for new location, and ready to go.
• Do a walk through at the new location to confirm accessibility and readiness for move in.
• Make sure all electronics are unhooked, and ready to be packed, or are in containers already, and are at room temperature prior to moving.
• Post schematics/floor plans and office/cubicle identification at new location.

DAY OF THE MOVE:

• Arrange refreshments whether using a professional mover or doing it yourself, coolers of water or sports drinks are a good idea along with some energy snack bars, granola bars, etc
• Try and schedule the days at 10 hours and under if possible, even professional movers run out of gas if worked too long
• Make sure there is plenty of direction from staff, organization is key for any type of office move.
• Once the move is complete (time permitting) have the staff go for pizza (and maybe their favorite liquid refreshment), it’s a great team builder and bonds people together after completing an important and often stressful process. 

Whether you are using household goods movers, renting a truck and moving yourself, loading a pod/or trailer, this guide will help you so you don’t forget some very important things to assist you with the moving process.  This is a stressful time in your life, rated high amongst other things that can cause stress in your life.  This is broken down into different timetables of how you can manage every aspect of your move, starting with 10- 16 weeks all the way down to your move day, so you do not have to be overwhelmed with trying to accomplish everything at once.

printable checklist

12 -16 WEEKS BEFORE YOUR MOVE:

If you are planning to sell your home, now is a good time to have your house, townhouse, or condo on the market.  Hire a realtor, or do it yourself.  With a slow economy you want to allow more time for your property to be sold.

TIME TO CLEAN HOUSE:  Start disposing of items you don’t use or need anymore.  You can donate items to a local charity, or have a garage sale and make a few bucks while doing so.  The less you have to move; especially when using a moving company, you will be using the movers for less money, with fewer items, and will save money and time if doing it yourself.

START RESEARCHING YOUR NEW COMMUNITY:  It is a really good idea to include your family with this part of your move, especially with children.  Start figuring out where you would like to live, or if you are being relocated by a company, start looking for a new home, apt, condo, townhouse, etc.  Check out the communities, banking institutes, schools, activities, things that are near the area of where you will be considering relocating.

10-12 WEEKS BEFORE YOUR MOVE:

HAVE A BUDGET:  Figure out what you can and can’t afford, whether you will be able to use movers, (be careful of going with the companies that are lowballing everything if it doesn’t make sense, and you don’t have to choose the most expensive, do your research make sure they are affordable movers within your budget if that is the route you wish to go.  You may also decide that you do not want to use movers, and would rather go the portable storage option, or renting trailer space, etc or doing the move yourself.  All of this requires planning and budgeting to see what you will have to come up with to complete your moving process.

MAKE ARRANGEMENTS:  Especially when it comes to traveling long distances, start checking into hotels, flights, car rentals, auto shipping, pet transportation, baby sitters, there is a lot required when relocating out of state or long distances.

As time gets closer to your move, you are going to have a lot on your plate; this area will cover some important topics that will help you till about 6 weeks before your move date.

8-10 WEEKS BEFORE YOUR MOVE:

(printable checklist)

START A MOVING FILE FOR YOUR RECORDS:  Whether it is moving receipts, expenses, checklists, best price movers, a plus movers, or truck rental companies, estimates, contracts, moving coordinators, sales reps, etc.  Have a place where you can go to one location, and have all your contact information together.

CONTACT YOUR ACCOUNTANT OR IRS TO SEE WHATS TAX DEDUCTIBLE:   You may be able to write off some things at the end of the year from your move, or get some money back from your moving expenses.  The internal revenue service has a form (IRS PUBLICATION 521, MOVING EXPENSES, and Form 3903 for tax deductible items for moving expenses, you can also get the change of address Form 8822 from the IRS these are all printable on the www.irs.gov)

FIND A NEW HOME:  Start looking for your home, apt, condo, townhome, gets your financing/finances in line for your move with your banks, financial institutions.  Find a home and confirm where you will be moving to.  Continue Researching your community (schools, kid’s needs-activities, doctor’s offices, fun things for them, banks, pet’s needs like parks, pet laws, licensing, etc)

START TRANSFERRING MEDICAL RECORDS IF YOU ARE MOVING TO A DIFFERENT STATE, OR NOT KEEPING SAME DOCTORS, DENTISTS, THERAPISTS, VETS, ETC.:  It’s good to do this in advance; you never know when you or a family member may become ill.

CONTACT YOUR NEW CHAMBER OF COMMERCE/CITY HALL:  Every city should have some kind of welcome package or brochure for new residents in the area, this can help you get acclimated with your new neighborhood.

As I said before, relocating is not an easy task, there is a lot of planning especially if you have a family, pets, etc to worry about, and that is why we help ease you into this.

6-8 WEEKS BEFORE YOUR MOVE:

(printable checklist)

PICK YOUR MOVE DATE:  Start getting closing dates together, narrow down a date for when your move will take place, Get your financing finalized, Finalize picking your new home, leases signed, security deposits down or arranged to be paid, etc.

COMPANY RELOCATION:  If your company is paying for your relocation, find out what rules and restrictions apply with your move, and what you need to do for the reimbursing factors, and whether they have a full service mover they already use or how much you will be reimbursed, or if they want you to get numerous estimates.

USING A MOVING COMPANY:  Start getting estimates and doing your research for a moving company.  Make sure that you are upfront with the moving company by letting them know everything that needs to be done and moved.  The more information you provide for the services you need the more accurate your quote will be and the less likely your moving expenses will drastically increase.  If moving interstate, get binding quotes, you can use the file you have already started and save all of this information.  Also it is a good idea if you are using a moving company to see what services are included, set up, disassembly, reassembly, wrapping furniture, insurance options, etc.  Most moving companies should provide you with a Rights and Responsibility Pamphlet to moving; another source to check with is WWW.PROTECTYOURMOVE.GOV.

TRUCK RENTALS/PORTABLE STORAGE RENTALS/TRUCK SPACE:  If you are not using a mover, other options to consider is whether you want to rent a truck and do it yourself, you can check to see what these companies require, deposits, mileage, fuel, per diem, etc.  If you are using a portable storage service, see what their policies are to dropping off, picking up, length of use you have, or you may have reserved some space on a truck/trailer where you pack it up yourself, make sure you see when the deliveries come, how long you have, how much truck space is allowed, etc.  Other options for small long distance moves are if you do a back haul, or a return trip for a mover, if your destination is a mover’s home base, it may be more economical.

ARE YOU PACKING YOUR SELF OR USING MOVERS TO PACK YOUR MOVE:  It may come down to budget, but this is another decision, you will need to make on whether or not you wish to pack yourself.

APARTMENTS OR RENTALS:  If you live in an apartment or are currently renting a home, townhome, etc, check with your current place to see what rules are in effect for vacating notices, how many days you have, getting security deposits back, etc.

INSURANCE:  This is a good time to start ending renters insurance and starting new ones, switching your life, property, auto, health, etc whether there is different coverage in different cities, etc.

DOCUMENTS:  Get all documents together in one area.  Birth Certificates, passports, Policies, Wills, Deeds, Trusts, Funds, Stocks and bonds, Banking and Financial, Leases, Contracts, etc.  (All of this information should be in one location so you have easy access to this information).

FUN THINGS:  Create a layout of your new home, start figuring out what rooms will be used for who and what, and where you would like your furniture to be set up, this Is more the fun part of getting your new home.

You should be starting to wrap up some loose ends at this point.  From now until the end, here is a check list of all the people you should let know you will be relocating.

CONTACT CHECKLIST

PERSONAL (printable checklist)

• FRIENDS
• RELATIVES
• COMMITTEES
• HEALTH CLUBS
• LIBRARIES
• BABYSITTERS
• LAUNDRY SERVICES
• CLEANING SERVICES
• SCHOOLS
• CLUBS
• CAMPS
• LAWYERS
• ACCOUNTANTS
• BROKERS
• POSTOFFICE
• DMV
• TAX ASSESSOR
• LANDLORD
• CHURCH/PRIEST/RABBI
• CITY/COUNTY
• SS ADMINISTRATION
• BANKS FINANCIAL INSTITUTES (CREDIT CARD COMPANIES)
• INSURANCE:
• RENTERS, HOMEOWNERS, LIFE, AUTO, HEALTH
• SUBSCRIPTIONS:
• MAGAZINES,
• NEWSPAPERS
• ONLINE SUBSCRIPTIONS
• JOURNALS
• NEWSLETTERS

MEDICAL (printable checklist)

• VETS
• DOCTORS
• DENTISTS
• THERAPISTS
• PHARMACY

UTILITIES (printable checklist)

• INTERNET
• PHONE/CELLPHONE
• CABLE/SATELLITE
• GAS
• WATER
• SEWER/SANITARY
• GARBAGE
• ELECTRIC
• FUEL/PROPANE

You’re down to a month and a ½ before you move; soon your day will be near.  By now you should have already taken care of things or finish completing these tasks like hiring a moving company, like Father and Son Movers, or a vanline like North American movers if you are using a van lines, etc if you are planning on using a moving company.  You should have all of your travel arrangements made, hotel, air, pet transport, babysitters in line, auto transport reserved and your financial area in order.  You will notice some topics overlap so if you were not able to achieve them in the prior weeks, you have a reminder to get it done.

This is a good time to start your family in preparing for their goodbyes.  Have a party, open house, etc, the next few weeks are going to be stressful, so take this time to enjoy.

4-6 WEEKS BEFORE YOUR MOVE:

PACKING YOUR SELF:  If you are packing yourself, you should start gathering packing materials,  boxes, tape, newsprint, a good resource is calling a moving company to get these supplies, or a moving supply company as they will have the most appropriate boxes for your needs.

FINANCIAL COPIES:  Make sure you have copies of all your financial items together.

MEDICAL RECORDS:  Especially if you are traveling long distance, get your pet’s physicals and health records updated, most airlines will require this, or boarding places where you will keep your pets, if you are planning on using any of these, it is important to have a Certificate of Health for your pet.

WORK SCHEDULE:  Request times off from work, if your company is not relocating you, make sure you have enough days needed to do your move.

DMV:  Contact the Dept of Motor Vehicles to find out what licensing information you need to take care of and go get your license, license plates, registration information switched over for your new address.

POST OFFICE:  Change your address with your post office

SCHEDULE YOUR MOVE DATE:  Remember book a mover, and make a decision your movers are not, miracle movers and can’t do this without you scheduling a date, get all documents and contracts signed, or book your truck rental, or POD rental or truck space.

SELECT A NEW BANK:  If relocating to a new town or state, have a new financial institute in mind.

GIVE NOTICE TO APTS, LANDLORDS, ETC:  This is a good time to review your lease agreements you have, on what needs to be done if you are awaiting a security deposit, check with your buyers to see when they are moving in, if you need to be out of your house by a certain time, this will make things go smoothly on move day.

STORAGE:  If you will need storage, arrange for a storage unit if that is needed.

4 WEEKS BEFORE YOUR MOVE:

START PACKING:

If you are not using packing movers to pack your items, make sure you start organizing and start packing.  Have a plan to organize your goods, like valuables, important documents, moving files, etc things you will take with you, and priority items of your family set aside so these can be the first things you have access to (like a Childs favorite blanket/stuffed animal, pacifier, etc, pet toys, etc)One way you can organize would be label your boxes by certain group, or color tag them.

DOCUMENTS AND PAPERWORK:  Have all of this together.

CONDO OR APTS:  IF you live in a building with an elevator, schedule your elevator time or reservation, allow enough time, some buildings will want to have the elevator padded ahead of time or will require a deposit for you to use.

AUTO SHIPPING:  If you are moving long distance, have a pick up and drop off site for your auto.

3 WEEKS BEFORE YOUR MOVE:

MEMBERSHIPS/SUBSCRIPTIONS:  Have all of your subscriptions (magazines, newspapers, newsletters, journals) switched over by now, credit cards, health clubs, etc.

UTILITIES:  Arranged to have your utilities disconnected and reconnected at your old and new places.

FOOD:  Start using up any food, cleaning supplies, etc that way you have minimal of these items to be moved, this will save you on costs on your movers estimate and headaches of packing and transporting.

DISPOSAL:  Now is a good time to start disposing of items like cleaning supplies, bleaches, aerosols, flammables, paints, ammunition, etc

PHARMACY:  Have all of your prescriptions transferred over to your new location or new pharmacy.

FINANCIAL:  Transfer all bank accounts, savings, and loans; withdraw all safety boxes, etc.

MOTORIZED TOOLS:  Empty out all motorized tools like power tools, lawnmowers, generators, snow blowers, etc of fuel, oil, etc.

CLEAN HOUSE:  Start cleaning everything as you empty it, this will help you get security deposits, refunds back, no problems at your final walk through if selling, etc.

DO NOT HAVE UPHOLSTERY (beds, couches, chairs, etc) CLEANED, AS THEY CAN DEVELOP MOLD if NOT ENOUGH TIME TO AIR OUT.

2 WEEKS BEFORE YOUR MOVE:

HAVE RUGS, CARPETS, DRAPES CLEANED:  Make sure you gather all items from cleaners, laundry services, repair services, etc.

GIVE AWAY YOUR PLANTS: Give away your plants or dispose of them that way you do not have to worry about transferring them, most companies, will not transport them, or do check our online section for moving plants yourself.

RETURNS:  Return library books, DVDs, movie rentals, etc

SERVICE YOUR VEHICLE:  Have your vehicle serviced especially when travelling long distance.

START DISASSEMBLING:  Electronics, computers, VCRs, etc that way everything is ready to go on move day.

PACK, PACK PACK:  Continue packing your goods, making sure boxes are sealed, labeled and mark whether the box is fragile, or if you want the box loaded last, or priority box for movers not to take if you are using a moving company.

PARKING PERMITS:  Check with your city, buildings, etc on parking.  You can contact your city alderman if permit needed for truck, trailer, pod, etc

If you have an extra stop, confirm with all parties that this is part of the agenda.

Nobody said this was going to be easy, that is why having a plan to give you step by step things to do is a good thing to have.

FINAL WEEK BEFORE YOUR MOVE:

CONFIRM RESERVATIONS:  Whether its your travel plans, hotels, animal transport, housing, babysitters, home movers, packers, and truck rentals.  Make sure everything is in order and everyone is on the same page.

CONFIRM WITH UTILITIES: Make sure you have your dates for utilities to be disconnected and set up at your new location, like phone lines, gas, electric, cable at your origin and destination to make sure this is all in line.

CONFIRM WITH MOVING COMPANY:  If you have an extra stop(s) and are using a home mover, confirm with your moving company.

CONFIRM TIMES:  Whether its closing times, what time you can pickup up your keys to your new place, etc, make sure all your ducks are in a row.

PROVIDE CONTACT INFORMATION:  Make sure everyone has your appropriate contact information to family members, babysitters, moving companies, and anyone who may need to contact you during your move day.

MARK AND TAG:  Mark and tag all of your items you are taking with you, so your home movers know not to take it.

CONFIRM PAYMENT METHODS: with leasing companies, apt companies, closings, movers, portable storage units, etc, anyone you will be dealing with.

POOL TABLE COMPANIES:  Make sure your tables are taken apart, and crated by a specialty company.

HOT TUBS:  You should have the companies who installed that move that if you are taking the hot tub with you.

CLEAN APPLIANCES: Clean out your fridge, stove, freezer, etc.

FINAL CLEANING: Get your house in shape for the new tenants or hire a cleaning service, a lot of cleaning services will have a moving out cleaning house package for you if this is within your budget.

DAY BEFORE THE MOVE:

DO WALK THROUGH WITH PACKERS:  If you are using a company to do your packing, let them know what you want packed and what you don’t.  Do a walk through with them so you can point out what you want loaded on the truck last if you need access to it first, and that way they know everything you want done.

CONTAINERS READY:  If you are not using home movers, make sure all containers are sealed, packed and ready to go, as this can slow the moving process if you are not.

CONFIRM CONTACT INFORMATION:  If you are using friends, movers, etc confirm that everyone has all of the addresses, phone #’s, etc so they can get a hold of you.

NECESSITIES:  Pack a box of disposable items for your new house that you can have right away like paper plates, silverware, paper towels, plastic cups,  pillows, blankets, etc something you will have on hand if you need to eat, drink, and don’t know what box your dishes are in, and to avoid making a mess in your new home right away.

APPLIANCES:  Defrost fridge, freezer, make sure all electronics to be moved are unplugged, disconnected; it is a good idea for these items to be at room temperature before a move.  Make sure gas lines are capped off, etc, for appliances.

NEW CONTACT INFORMATION:  Let neighbors, landlords, new owners, etc have your contact information of your new address in case they need to forward any mail to you.

WALK THROUGH:  If you live in an apartment, have your building or the renter do a walkthrough of the house, townhouse, apt that way you are leaving it.

ORGANIZATION:  Have your items grouped by necessity.

PROPER REST:  Get a good night’s rest as tomorrow will be a busy day.

MOVING DAY:

DROP KIDS OR PETS OFF:  Make sure they are out of the way as this can be dangerous for them to be around.

PACK PLANTS:  These are the only items that should be packed last along with your kids important items and your necessities.

RENTAL TRUCK or PORTABLE STORAGE UNITS:  If you are using a truck rental, pick up your truck, or sign paperwork for your Portable storage unit delivery.

MOVERS:  If you are using home movers, go through the paperwork with them, do a walkthrough of your home of what is going on, show items that are to be moved first, last, even if you are not using home movers and have people helping you show them the same things.  If you have expensive items go through the insurance with the company, and sign any documents that are required.  Make sure you are doing a complete walk through with your home movers at the origin, when they are done loading the truck, before they leave your destination, check all spaces, closets, attics, basements, drawers, etc to make sure everything is empty.  Make sure items are where you want them to be. At the end of the move you will even want to inspect the truck to make sure you have received everything.

TRUCK SPACE:  If you have rented truck space, make sure you have the appropriate amount of space that you had signed up for.

DOCUMENTS:  Make sure you have all of your documents with you, valuables, personal items, kids favorites in your car and ready to go with you for the night of your move in, as this could create problems especially if dealing with children to adjust to a new home or a pet.

LOCK ALL DOORS, SWITCHES, CHECK GAS LINES, ETC:  Make sure everything is safely secured.

DO A UTILITY METER READING AT YOUR OLD PLACE BEFORE LEAVING:  Take a picture, and write down meter readings in case you have a dispute with a bill.

MAKE SURE YOU HAVE ALL YOUR ITEMS ON HAND:  Know where these items are. (garage door opener, keys, remotes, important items you or the new tenants, or owner may need). 

CLOSINGS:  Attend your closing, if you need to leave, make sure someone is with the home movers (someone that you trust and is assigned to make decisions) if you are using a company or with the people loading your truck.  Make sure someone is to verify and check inventories whether it is for the loading or unloading of the truck.

KEEP YOUR PHONE ON YOU ALL DAY:  Leave your cell phone or phone on all day in case anyone needs to get a hold of you.

VERIFY YOUR MOVER KNOWS WHERE THEY ARE GOING:  Confirm directions, or if you have a quicker route for them, go through best options before you leave your origin.

DON’T FOGET DO YOUR WALK THROUGH:  This is important at origin, and destination, and inspect vehicles at the end of the move to confirm you have received everything and things are intact.

INSPECT ALL OF YOUR FURNITURE:  If there is any damage, this is a good time to discuss and point it out at the time of receipt if your items are not in the condition they were previous to your move.  Remember if you packed yourself and the box is intact and items inside of it are broken, chances are you did not PACK IT properly, and this will not be covered (consider PBO-packed by owner).

CONTACT THIRD PARTIES:  If you are done loading a portable storage unit or trailer that is to be delivered at a later time, call the company and let them know it is ready for pickup, and confirm delivery with them.

CASH ON HAND:  Have money on hand to pay your home movers, portable storage companies, truck space, or rentals, and some cash to tip your movers, friends, etc, as this is always appreciated.

GET A RECEIPT OR A COPY OF THE BILL OF LADING:  This serves as your receipt and sometime your shipment # is on here for long distance moves. 

ENJOY YOUR FIRST NIGHT IN YOUR NEW HOME:  Move day is over, enjoy your new home.