How Do You Start an Office Move?

Starting an office move in the UK depends on the size of your business, whether you are moving 5, 10, 20, 50 or even 100 people, and how important it is to keep the move seamless for employees while avoiding company downtime and protecting key data and IT systems. 

A well-planned office relocation usually takes 3 to 12 months depending on scale, and the goal is always to minimise disruption so staff can keep working and clients are not affected.

Overview

• An office move for a medium or large company can take as long as 12 months
• Moving furniture and IT over is sensitive and important to avoid downtime
• Estimates show an office can cost between £40,000 to £75,000 for a team of 50 employees
• Moving IT, technology, computers, documents and furniture over the weekend is often advised for a smooth transition
• Leaving an existing lease early or fines for not leaving the office in its original condition can be costly 

What Steps Are Involved in an Office Move?

Planning and Internal Review – An office move typically starts with planning and internal review. This is where you decide why you are moving, how much space you need, and what your future growth looks like. 

For a small team of 5 to 10 people, this stage can be relatively quick, but for 50 to 100 people it often involves detailed planning around departments, IT infrastructure and hybrid working setups.

Budgeting and Timeline – Businesses usually set a relocation budget early because costs can escalate if IT systems, furniture and cabling are not properly planned. It is common for companies to appoint a move manager or project lead to coordinate everything.

Selecting Suppliers – Arranging surveys of both old and new offices, and planning the physical move. IT migration is usually one of the most sensitive parts, as even a few hours of downtime can impact productivity. Industry estimates from Gartner suggest that IT downtime can cost around $5,600 per minute for larger organisations, which shows why careful planning is essential.

The Move – The move itself is scheduled, often over a weekend or phased approach, followed by post-move support where systems are checked and staff are fully set up in the new space.

Office moves can cost between £40,000 to £75,000 depending on the number of employees and requirements of technology and data.

How Do You Find an Office in London?

Finding the right office in the UK is usually done through commercial estate agents and relocation agents. An office agent helps you search for suitable spaces based on your size requirements, location preferences and budget. They will often have access to listings that are not publicly advertised and can negotiate lease terms on your behalf.

A relocation agent goes further by managing the entire process. They can assess your current office usage, forecast future needs, and coordinate everything from viewing properties to liaising with solicitors and landlords. This is particularly useful if you are moving 20, 50 or 100 people, where space planning becomes more complex and mistakes can be expensive.

Depending on your type of business, you may find an area which is suitable for you. Creative and media companies veer towards areas such as Farringdon, Camden and Fitzrovia. Art galleries are popular in high end areas like Mayfair and there are other areas known for being legal districts which are good for offices for solicitors such as St Pauls and Holborn.

Most UK businesses now also consider flexible workspace options. In cities like London, Bristol and Manchester, serviced offices are increasingly popular because they reduce upfront costs and allow faster occupancy. According to industry surveys, around 30–40% of UK businesses now consider flexible or hybrid office space solutions when relocating, particularly post-2020.

See also: offices in old street, offices in soho and offices in mayfair

How Long Does an Office Move Take?

For a team of 1-5 people, an office move could only take a week, but when you refer to having lots of staff, desks, IT requirements and documents, it is not unusual to expect an office move taking as long as 3 months to 12 months for a medium or large corporation. 

What Are The Lease Terms of an Office Move? 

Lease terms are one of the most important parts of an office move and you can follow our check list on the terms of signing a new lease.

 In the UK, most commercial leases run between 3 and 10 years, although shorter flexible leases are becoming more common. When moving, you will usually need to check your break clause or negotiate an exit with your current landlord.

If your lease has not ended, you may need to pay a penalty or negotiate a surrender agreement. This can include paying rent until a new tenant is found or agreeing a settlement fee. Deposits are usually required for the new office, often equivalent to 3 to 6 months’ rent, depending on the landlord’s risk assessment.

Dilapidations refers to the obligation to return your old office to its original condition. For larger offices, this can run into tens of thousands of pounds, particularly if there has been significant fit-out work.

UK commercial property guidance suggests that around 25% of office move costs can come from lease-related obligations alone, making this one of the most financially important areas to plan early. Read about how to get out of your lease early.

How Much Does an Office Move Cost? 

On average, businesses spend between £800 and £1,500 per employee when relocating, meaning a 50-person move could range from £40,000 to £75,000 or more.

Professional movers typically charge based on volume, distance and complexity. For a small office, removal costs might be £2,000 to £5,000, while larger offices with specialist equipment and IT systems can exceed £20,000. IT relocation is often a separate cost, covering servers, cabling, network setup and data migration, and can account for 20–30% of the total move budget.

Furniture is another major factor. Desks, chairs and storage systems can cost £300 to £1,000 per workstation depending on quality. Many companies choose to upgrade furniture during a move, which increases costs but improves productivity in the long term.

There are also hidden costs such as downtime, insurance and temporary storage. As mentioned earlier, even short IT downtime can be expensive, with global studies estimating losses of thousands of pounds per minute for larger firms. Insurance is essential during transit, covering damage to IT equipment, furniture and sensitive documents.

Logistics and transportation planning also play a key role. Moves are usually scheduled outside working hours, often over weekends, to reduce disruption. Vehicles need access planning, parking permits in city centres, and careful sequencing so IT systems are brought online first.

List of Things To Consider

There are several important factors to think about during an office move including:

• Employee communication and giving staff clear timelines
• IT backup systems to protect key company data before moving
• Internet and phone line setup at the new office before move-in
• Health and safety planning for dismantling and transporting equipment
• Access and parking arrangements for removal vehicles in both locations
• Insurance coverage for office contents, IT equipment and transit risk
• Lease terms on both old and new offices, including exit conditions
• Furniture planning, including whether to reuse, upgrade or replace items
• Security of sensitive documents during packing and transport
• Minimising downtime by scheduling the move over weekends or phased stages
• Testing IT systems immediately after relocation to avoid disruption
• Waste disposal and recycling of unwanted office equipment and furniture