Moving your business to a new location can be exciting, but it also comes with a unique set of challenges—especially when it comes to packing. From sensitive documents to expensive equipment and modular furniture, packing an office requires planning, coordination, and the right supplies. Unlike a residential move, a commercial relocation must minimize downtime and protect operational continuity.
This comprehensive office packing checklist is designed to guide business owners and office managers through every step of the packing process—making your transition as seamless and efficient as possible.
Step 1: Start With a Timeline
Before anyone packs a single box, build out a timeline that covers every stage of the move. Your plan should include:
- A designated moving date (or window)
- Employee packing deadlines
- IT and equipment disconnection timelines
- Furniture disassembly schedules
- Last-day operations in the current office
Setting internal deadlines ensures everyone stays aligned and helps avoid last-minute chaos. If you’re working with a professional moving company, they’ll help coordinate the logistics around your timeline.
Step 2: Assign a Move Coordinator
Every successful office move needs a point person. Choose someone to act as the internal move coordinator who can:
- Serve as the liaison between your company and the movers
- Coordinate packing supplies, labels, and instructions for employees
- Handle the master inventory list
- Field questions and manage progress tracking
This person will ensure no detail slips through the cracks and can resolve any minor issues before they turn into big ones.
Step 3: Create a Master Inventory List
Track everything. Commercial spaces often house thousands of items—desks, chairs, monitors, phones, printers, files, office decor, and more. A master inventory list helps ensure:
- Nothing is lost or left behind
- Sensitive items are handled properly
- Everything is placed in the right spot at the new location
Categorize items by department and function. Include serial numbers for electronics, quantity counts, and special handling notes.
Step 4: Provide Packing Instructions for Employees
In many cases, each employee will be responsible for packing up their own workspace. Help them do this efficiently by providing clear guidelines, including:
- When to begin and finish packing
- What materials will be provided (boxes, tape, labels, etc.)
- How to label their boxes
- What to leave for IT or movers (e.g., cords, phones)
Encourage employees to pack personal items separately and take them home during the transition. This reduces liability and keeps the work environment professional.
Step 5: Gather Office Packing Supplies
Quality packing materials are essential. Make sure you have:
- Heavy-duty boxes in various sizes
- Labeling stickers (preferably color-coded by department)
- Zip ties or cord organizers
- Plastic bins for sensitive items
- Anti-static bubble wrap for electronics
- File boxes for documents
- Heavy-duty tape and dispensers
- Trash and recycling bins for cleanup
Supplies should be easily accessible throughout the office during the weeks leading up to the move.
Step 6: Protect Equipment and Electronics
Office electronics represent a major investment—and they’re also the most vulnerable during a move. Follow these packing tips:
- Back up all digital files before disconnecting any device
- Disconnect monitors, CPUs, printers, and copiers carefully
- Use anti-static bags for sensitive components
- Label each cord and store them in labeled bags
- Bundle related items together (e.g., keyboard + mouse + monitor)
- Use original packaging if available, or wrap in foam/bubble wrap
If you have a dedicated IT department, involve them early to coordinate the shutdown, transportation, and reinstallation process.
Step 7: Organize Office Furniture
Many office items will need to be disassembled, such as desks, conference tables, and modular workstations. Here’s how to manage furniture packing:
- Disassemble furniture ahead of time whenever possible
- Label and bag hardware (screws, bolts) for each item
- Wrap table tops and furniture legs separately
- Protect surfaces with moving blankets or padding
- Coordinate with movers for large or complex furniture systems
Document how modular desks or cubicles are arranged so reassembly at the new location is fast and accurate.
Step 8: Secure and Pack Files and Documents
Sensitive and confidential documents need extra attention:
- Pack files in labeled, sealable file boxes
- Use color-coded labels for departments or access levels
- Lock drawers or file cabinets if they will be moved intact
- Separate active files from archived ones
- Digitize what you can ahead of the move to reduce volume
Clearly communicate with your team which documents must be packed, shredded, or retained.
Step 9: Label Everything Clearly
Effective labeling can cut unpacking time in half. Each box should include:
- The department or employee name
- Contents or category (e.g., “HR – Personnel Files”)
- Destination in the new office
- “Fragile” or “This Side Up” where applicable
Color-coded labels are especially helpful for large teams and multi-floor moves. Provide each team a designated color to streamline placement.
Step 10: Clean Out Shared Spaces
Don’t forget shared or low-traffic areas like:
- Break rooms and kitchens
- Supply closets and storage rooms
- Conference rooms
- Reception areas
Dispose of expired food, outdated materials, and worn-out supplies. The move is the perfect time to declutter and start fresh.
Step 11: Coordinate With Movers
Your movers should be involved early in the process. Provide them with:
- A detailed floor plan of your current and new space
- Parking and building access information
- A move-in schedule
- A list of high-priority or sensitive items
- Points of contact for day-of coordination
Confirm what services they offer, such as packing, loading/unloading, and furniture reassembly. Communicate your expectations clearly to avoid surprises on moving day.
Step 12: Prepare the New Office
Before move-in day, make sure the new office is move-in ready:
- Utilities activated (electricity, internet, phone, etc.)
- Keys, access cards, or security codes distributed
- Floorplan layout finalized for furniture placement
- Common areas cleaned and prepped
- Restrooms stocked and ready for staff
Having a functional office ready to go means you can resume operations quickly and confidently.
Packing up your office for a move is no small task, but with a detailed checklist and team coordination, it can go smoothly. Preparation, communication, and organization are the pillars of a successful business relocation. With the right plan in place, your team can focus on settling into the new space—and getting back to work—without missing a beat.
Need expert help organizing your office move? Contact us to make your next business relocation seamless and efficient.
