• Christchurch, New Zealand
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The Only Office Moving Checklist You Need

Relocating your office is a major step — and while it’s an exciting milestone for your business, it can also be one of the most stressful projects you’ll face. Between coordinating staff, moving equipment, updating stakeholders, and minimising downtime, it’s easy to feel overwhelmed.

Here in New Zealand, there are unique challenges to consider: from multi-storey city offices with limited truck access, to rural moves with long travel times, to ensuring IT and telecoms are reconnected without delay. That’s why having a detailed, step-by-step Office Moving Checklist is essential.

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This guide breaks the process down into stages so you can stay organised and keep your business running smoothly. Whether you’re moving within Christchurch, across the North Island, or relocating teams between islands, this mega checklist will help you plan ahead and reduce stress.

6–12 Months Before the Move

The earlier you start planning, the easier the transition will be.

Appoint a Move Coordinator or Committee

Put one person (or a small team) in charge of overseeing the relocation. They’ll coordinate vendors, manage staff communication, and keep the project on track.
  • Assign a Move Coordinator or Team
  • Define responsibilities and communication structure
  • Set project milestones

Review Your Current Lease

Understand notice periods, exit obligations, and whether you’re responsible for repairs or reinstating the office to its original state.
  • Check lease termination clauses
  • Identify make-good obligations
  • Notify landlord as required

Define New Office Requirements

Think about how your business will grow in the next 3–5 years.

  • Number of workstations needed
  • Meeting and breakout spaces
  • Accessibility and parking requirements
  • IT and telecom capacity

Budget & Costing

Factor in both direct and hidden costs.
  • Moving company quotes
  • Fit-out and refurbishment costs
  • New furniture or storage solutions
  • IT and telecom installation
  • Printing and signage updates

3–6 Months Before the Move

Finalise New Premises

Secure your new lease and begin space planning.
  • Obtain floor plans
  • Work with designers to plan layout
  • Confirm compliance with local council/building regulations

Vendor & Contractor Arrangements

Start locking in quotes and booking services.
  • Office Movers (Truckabout)
  • IT and telecom installation team
  • Cleaners and rubbish removal
  • Furniture suppliers
  • Signage and branding contractors

Notify Stakeholders

Keep everyone in the loop early.
  • Staff and teams
  • Clients and suppliers
  • Service providers
  • Bank, insurance, IRD, Companies Office

IT & Telecom Planning

Plan carefully to minimise downtime.
  • Audit current IT hardware and software
  • Backup critical data
  • Order new internet/phone services for new office
  • Schedule cutover date

1–3 Months Before the Move

As the move gets closer, it’s time to focus on essentials and final details.

Asset Audit

Decide what stays, what goes, and what needs replacing.
  • Inventory furniture, equipment, hardware
  • Decide what to move, sell, or recycle
  • Identify sensitive equipment needing specialist movers

Packing & Labelling System

Organisation is key.
  • Create a colour-coded system by department or floor
  • Label all cables, monitors, and hardware
  • Assign box numbers and keep a master inventory

Staff Communication Plan

Help employees prepare and stay engaged.
  • Share timelines and responsibilities
  • Provide packing guidelines for personal items
  • Communicate new office address and travel options

Confirm Move Dates & Access

Lock in the logistics.
  • Confirm date and start time with Truckabout
  • Reserve lifts or loading docks
  • Confirm truck access and parking arrangements

1–4 Weeks Before the Move

Final Equipment Checks

Ensure everything is packed and ready.
  • Securely pack computers and monitors
  • Label cords and accessories clearly
  • Remove personal items from desks

Security & Access

Prepare for a smooth first day in the new space.
  • Arrange for new keys, swipe cards, or access codes
  • Install/confirm security alarms and cameras
  • Update after-hours emergency contacts

Client & Public Notices

Make sure your new address is known before you move.
  • Update website and email signatures
  • Notify clients and suppliers
  • Update Google Business Profile, directories, stationery, and signage

Clean & Decommission Current Office

Hand the old premises back in good condition.
  • Remove old signage
  • Clean carpets and common areas
  • Repair any damage or wear and tear

After Moving In

Health & Safety

Ensure compliance with NZ workplace requirements.
  • Fire exits and alarms working
  • Emergency signage in place
  • First aid kits and extinguishers accessible

Staff Orientation

Help everyone settle in.
  • Walk staff through the new space
  • Explain safety procedures
  • Share amenities and facilities info

Update Business Information

Keep everything up to date.
  • IRD, Companies Office, ACC
  • Banks and insurers
  • Clients and suppliers
  • Website, directories, and marketing materials

Feedback & Review

Check what worked well and what didn’t.
  • Collect staff feedback
  • Review downtime and disruptions
  • Note improvements for future moves

1–4 Weeks Before the Move

Final Equipment Checks

Ensure everything is packed and ready.
  • Securely pack computers and monitors
  • Label cords and accessories clearly
  • Remove personal items from desks

Security & Access

Prepare for a smooth first day in the new space.
  • Arrange for new keys, swipe cards, or access codes
  • Install/confirm security alarms and cameras
  • Update after-hours emergency contacts

Client & Public Notices

Make sure your new address is known before you move.
  • Update website and email signatures
  • Notify clients and suppliers
  • Update Google Business Profile, directories, stationery, and signage

Clean & Decommission Current Office

Hand the old premises back in good condition.
  • Remove old signage
  • Clean carpets and common areas
  • Repair any damage or wear and tear

Some Important Office Moving Considerations

Seismic Safety

Confirm your new office meets NZ Building Standards (NBS rating).

Seasonal Timing

Winter moves may be delayed by icy roads or storms. Summer often brings heavy rain.

Rural/Regional Logistics

Confirm road access for large trucks, especially in smaller towns.

Dangerous Goods

Movers cannot transport certain chemicals, paints, or aerosols used in workshops.

IT Continuity

Always test new internet and phone lines in advance to avoid costly downtime.

Extra Tips for Smooth Office Moves

Back Up Everything

Ensure servers and important files are backed up off-site.

Plan Staff Workflows

Allow remote work if the move overlaps with office downtime.

Test Security Systems

Alarms, CCTV, and access cards should be functional before move day.

Review Insurance

Ensure business interruption and transit insurance are active.

Final Thoughts

An office move doesn’t have to mean chaos. With the right planning and preparation, you can minimise disruption and set your business up for success in its new location. Use this checklist as your step-by-step guide, and tick tasks off as you go.

Ready to start planning?

Get a free office moving quote from Truckabout today.