Office move checklist and safety tips for relocating a Bradford business

This office move checklist takes a Bradford business from the first decision to the first working morning at the new site. Print it, share it with your move coordinator, and tick each item off as you go. It doubles as an office relocation checklist for larger moves, with a section on safety at the end, because most move-day injuries and breakages come from the same few mistakes.

For the bigger planning decisions, such as choosing premises and budgeting, see the guide to moving office in Bradford.

Office move checklist: three months or more before

• Check your lease for the notice period, break clauses and any dilapidations (repairs or reinstatement you must do before leaving).
• Confirm the move date with your new landlord and agree when you can get access for fitting out.
• Name a move coordinator and, for larger offices, one helper per floor or department.
• Get the floor plan of the new premises and measure doorways, stairs and lifts.
• Check parking and loading at both buildings. City centre offices often have no loading bay, and Victorian streets in Little Germany are steep and narrow.
• Start an inventory of furniture and equipment, marking each item to move, sell or dispose of.
• Ask removal companies to quote. Bradford Removal Service quotes are valid for 3 months, so you can book early.

Two months before

• Book the removal company and confirm the date, crew and start time.
• Ask what insurance cover is included and whether goods in transit cover is needed for your equipment.
• Agree the IT plan with your provider: backups, shutdown time, network and phone set-up at the new site.
• Order broadband and phone lines for the new address. These can take weeks to install.
• Arrange any furniture you are buying new to be delivered after the move, not before.
• Plan disposal of surplus furniture and secure destruction of confidential paper.
• Tell staff the date and the plan, even if details will follow.

One month before

• Finalise the floor plan with a desk number for every person.
• Order boxes, crates, labels and packing materials. The office moving boxes and accessories guide lists what to get.
• Book lifts and loading bays at both buildings for the move day.
• Arrange out-of-hours access if you are moving in the evening or at the weekend.
• Start packing archives, old files and anything not used day to day.
• Order new stationery, signs and business cards with the new address.

Change of address

• Tell Bradford Council’s business rates team the date you leave the old premises and the date you occupy the new ones. If the new office is outside the Bradford district, tell that council too.
• Tell HMRC about the change of business address.
• If your registered office is changing, file the change with Companies House.
• Update your bank, insurers, accountant, payroll provider and pension provider.
• Tell customers, suppliers and couriers, with the date the change takes effect.
• Update your website, Google Business Profile, email signatures and online directories.
• Set up mail redirection for the old address.

Two weeks before

• Send staff written packing and labelling instructions, with deadlines and the name of the coordinator.
• Confirm the arrival slot and running order with the removal company.
• Check the new site is ready: power, lighting, network points, heating and keys.
• Arrange cleaning for the old premises after the move.
• Plan where flattened boxes will go after unpacking.

The week of the move

• Staff pack desks and personal items by the agreed deadline.
• Label every box, desk, chair and cabinet with its floor, room and desk number.
• Empty filing cabinets, pedestals and cupboards.
• Defrost and dry kitchen fridges the day before.
• Back up all data and shut down IT at the agreed time.
• Clear corridors, stairwells and fire exits.
• Put a copy of the floor plan on the wall at the entrance of each floor in the new building.

Move day

• Coordinator walks the office with the crew leader before anything is loaded.
• Point out fragile, valuable or confidential items.
• Keep one helper at the old site and one at the new site.
• Check each room, cupboard and kitchen at the old site before the last van leaves.
• Check rebuilt desks and furniture placement before the crew leaves the new site.
• Collect and return keys and access cards.

First week at the new office

• IT reconnects computers, printers and phones.
• Staff unpack and report any missing or damaged items the same day.
• Test fire alarms and walk the new fire exit routes with staff.
• Collect flattened boxes for recycling.
• Take meter readings at both sites and send them to your energy suppliers.

Office move safety tips

Most problems on an office move come from lifting, blocked routes and rushed IT shutdowns. These tips keep people and equipment safe.

Lifting and carrying

• Leave heavy and awkward items to the removal crew. They are trained and covered for it.
• Keep boxes small enough to lift comfortably. Paper and books go in small boxes.
• Never move a filing cabinet with files still in it.
• Staff who do lift should bend their knees, keep the load close and avoid twisting. The HSE has clear manual handling guidance.

Stairs, lifts and routes

• Keep stairwells and fire exits clear at all times, including on move day.
• Do not prop fire doors open without the building manager’s agreement.
• Check lift weight limits and book lifts for the crew rather than sharing them with the public.
• Many older Bradford buildings, such as converted mills and stone warehouses, have steep stone steps at the entrance. Point these out to the crew in advance.

Outside the building

• Plan where the van will park and load. Some city centre streets have loading restrictions or pedestrian zones.
• Keep a clear walkway on the pavement so the public are not put at risk.
• In wet weather, cover boxes and IT kit between the door and the van.

Electrical and IT safety

• Let your IT provider shut down servers and network kit.
• Unplug everything at the wall before moving it, and coil cables so they do not trail.
• Pack screens upright with padding, not flat with weight on top.

Insurance

Check what cover applies to your goods while they are on the move. Bradford Removal Service carries public liability insurance of £1,000,000, and goods in transit cover up to £50,000 per vehicle load is available to buy. The office removals insurance post explains the options.

Plan your move with us

Our office removals team works from Alum Drive in BD9 and moves offices across the district, from the city centre to Shipley, Saltaire and beyond. Send us your inventory and dates and we will plan the move around them. Get a free quote or call 08000862860.