Moving office furniture and equipment: what to take and how it travels

An office move is a good moment to ask a blunt question about every desk, chair and printer: is it worth moving? Some items earn their place in the van. Others cost more to shift than to replace. This guide helps you sort the two, then explains how each type of furniture and equipment is usually packed and loaded so it arrives in one piece.

Start with an inventory

Walk the office with a floor plan and a notepad. List every large item by room or zone: desks, pedestals, chairs, filing cabinets, cupboards, meeting tables, sofas, kitchen appliances, printers, screens and any server or network kit.

Then give each item one of three labels:

• Move: in good condition and needed at the new site.
• Sell or donate: still useful, but surplus or the wrong size for the new space.
• Dispose: broken, worn out or not worth the handling.

Check the new floor plan as you go. A boardroom table that fits a converted mill floor might not fit a smaller modern suite, and Victorian buildings in Little Germany and around the city centre often have narrow stairs and tight doorways.

Furniture worth moving and how it is handled

Desks

Bolt-together and flat-pack desks are taken apart, with screws and fittings bagged and taped to the frame they belong to. Solid desks that cannot be dismantled are wrapped in blankets and moved whole, so measure doorways and lift sizes first.

Office chairs

Task chairs move well. They are wrapped or covered and often stacked on their bases. Check for loose gas lifts or broken arms before the move, as these are cheaper to replace than to fix at the other end.

Filing cabinets and pedestals

Empty them. Full cabinets are very heavy, the drawer runners can bend, and staff or crew can be hurt lifting them. Box the contents, label each box with the cabinet and drawer, and lock or tape the drawers shut. If keys are missing, find them before move day.

Cupboards, shelving and lockers

Tall units are emptied, shelves removed and the frame wrapped. Wall-fixed shelving needs taking down before the crew arrives unless it has been agreed as part of the job.

Equipment and IT

Computers and screens

Back up data before anything is unplugged. Each user’s tower, screen, keyboard and cables go together in one labelled box or crate, with the screen wrapped face to face with padding. Photograph the back of complex set-ups before disconnecting them so they are quicker to rebuild.

Printers and copiers

Large copiers are often leased. Read the lease, because many suppliers insist on moving the machine themselves or need to lock the scanner head first. Small printers should have ink or toner removed and bagged.

Servers and network kit

Your IT provider should power down, label and disconnect servers and switches. The crew can then move them as fragile items, but the shutdown and restart belong with whoever looks after your systems.

Kitchen appliances

Defrost and dry fridges a day ahead. Disconnect and drain dishwashers and water coolers. The guide on preparing a fridge for a move applies to office kitchens too.

When replacing is the better choice

Moving everything feels cheaper, but it is not always. Replacement often wins when:

• Furniture is worn and staff have been asking for new chairs or desks anyway.
• Items will not fit the new layout or would need costly alterations.
• Old equipment is close to the end of its life or out of warranty.
• The new building has its own fitted furniture.

Fewer items also means fewer loads and a shorter move, which keeps the cost down. Our office removal service can quote for moving only the pieces you keep, and the office moving costs guide explains what affects the price.

Getting rid of surplus items

Sell good furniture through local business networks or second-hand dealers. Donate to charities that accept office furniture. Anything broken should go to a licensed waste carrier, and IT equipment must be wiped and recycled properly, as it may still hold personal data.

Before you book

Send the inventory with your quote request, marked up with what moves and what stays. Mention access at both ends: stairs, lift size, loading bays, and parking in the city centre or on narrow streets. The more detail the crew has, the more accurate the plan. When your list is ready, get a free quote or call 08000862860.