A successful office move is not decided on moving day. It is decided in the weeks before, when you set the budget, brief your team, lock in your building bookings, and choose the right movers. Get those pieces in place, and moving day becomes a well run project instead of a scramble.
This checklist breaks your office relocation into clear stages, starting three months out. Whether you are moving a five person studio or a multi department business, use it to keep every task on track and your downtime as short as possible.
12 Weeks Before: Set the Foundations
Big decisions come first. Before anyone packs a box, make sure you have answers to these questions:
- Why are we moving, and what does success look like? More space, a better location, lower costs or a fresh start all lead to different priorities.
- What is the budget? Include movers, packing supplies, IT setup, new furniture, cleaning and any overlap in rent.
- Who is in charge? Name one move coordinator. In larger businesses, add one contact from each team to feed information back.
- What is the target move date? Check it against your lease end date, busy seasons and important client deadlines.
Toronto timing tip: Summer and the end of each month are the busiest times for movers in Toronto. If your date is flexible, a mid week move in a quieter month can give you more choice.
8 to 10 Weeks Before: Plan the New Space
Now walk through your current office with a notepad and make a full list of what is moving. Sort everything into three groups: move, sell or donate, and dispose of. The less you move, the less you pay.
At the same time, get the floor plan for your new office and decide where each team, desk, printer and storage cabinet will go. Number each spot on the plan. This number will go on every box and piece of furniture, so the movers know exactly where to place it.
Bring your IT lead into the planning early. They will need to plan for:
- Internet and phone lines at the new office, ordered well ahead of moving day.
- Backing up all company data before any computers are unplugged.
- Moving servers, network gear and screens safely.
- Protecting client and employee records during the move. Canada’s federal privacy law, PIPEDA, requires businesses to safeguard personal information, and that includes while files and devices are in transit.
6 Weeks Before: Book Your Movers and Your Building
This is the stage where the biggest delays usually start. Commercial buildings often have strict rules for moves, so contact the property managers at both your old and new buildings and ask:
- Which days and hours are moves allowed? Many buildings only permit evenings or weekends.
- Does the freight elevator or loading dock need to be booked?
- What documents do movers need to provide before they can work in the building?
- Are there rules for protecting floors, walls and elevators?
With those answers in hand, get quotes from office movers. Our guide on how to find the best office moving companies in Toronto covers what to look for. When comparing quotes, ask each mover:
- Do you visit or assess the office before quoting?
- How is the price worked out, and are there extra fees for after hours or specialised handling?
- Can you handle IT equipment, heavy filing cabinets and large printers?
- Do you take apart and rebuild desks and workstations?
- Can you store furniture or files if our new space is not ready?
- Can you share reviews from other business clients?
At One Day Movers, our office movers in Toronto start with a pre move assessment, so your relocation is planned in detail before moving day. We use fixed, project based pricing, with no surprise fees for after hours work or specialised handling.
4 Weeks Before: Tell Everyone
A move affects more people than just your staff. Create a simple communication plan and share the new address with:
- Your team. Share the move date, the new address, parking and transit options, and what each person needs to pack.
- Clients. Send an email a few weeks ahead and a reminder closer to the date.
- Suppliers and couriers. Update delivery addresses so nothing arrives at an empty office.
- Your bank, accountant and the Canada Revenue Agency. Keep your business records up to date.
- Online listings. Update your Google Business Profile, website and social media pages. Listing changes can take time to go live, so do this early.
This is also a good time to order new business cards, letterhead and signage.
2 to 3 Weeks Before: Start Packing
Pack in order of how often things are used. Start with archives, storage rooms and decor, and leave everyday equipment until the last few days.
- Give each employee boxes and labels, and ask them to pack their own desk and personal items.
- Label every box with the team name, contents and the number from your floor plan.
- Keep a master list of every box and piece of furniture so nothing goes missing.
- Pack confidential files in sealed boxes and keep a record of who handled them.
- Take photos of cable setups before unplugging equipment.
If your team is too busy to pack, our packing and unpacking services can take the job off their hands. We use premium packing materials and pack room by room from an inventory list.
The Final Week: Confirm Every Detail
- Confirm the date, arrival time and number of movers with your moving company.
- Confirm elevator and loading dock bookings at both buildings.
- Share the floor plan and building contacts with your movers.
- Arrange for unwanted furniture and junk to be removed. One Day Movers offers same day and next day junk removal across Toronto’s six boroughs.
- Confirm that internet, power and security access are ready at the new office.
- Remind staff what they need to take home and when they should arrive at the new office.
Moving Day
On moving day, your job is to keep things running smoothly while the movers do the heavy lifting.
- Have a supervisor at the old office and another at the new one.
- Walk the movers through the plan, including any fragile or high value items.
- Tick items off your master list as they leave and arrive.
- Do a final walkthrough of the old space to check nothing has been left behind.
- Check the new space for any damage before the movers leave.
To keep downtime low, many businesses move after hours or over a weekend. Because One Day Movers offers moving services 24/7, 365 days a year, we can schedule your move around your building rules and business hours. Our crews handle everything from executive workstations to server rooms, and move filing systems, industrial printers and specialised machinery with professional lifting equipment.
The First Week in Your New Office
- Get IT systems running first, so your team can work from day one.
- Unpack in order of priority, starting with the equipment each team needs most.
- Make sure fire exits, first aid kits and emergency information are in place and clear.
- Ask staff to report any missing or damaged items quickly.
- Update any remaining addresses you may have missed.
- Celebrate. A short welcome gathering helps your team settle into the new space.
Office Move Timeline at a Glance
| When | Key tasks |
| 12 weeks before | Set goals and budget, choose a move coordinator, pick a target date |
| 8 to 10 weeks before | List everything, declutter, plan the new floor plan, brief IT |
| 6 weeks before | Check building rules, book elevators and docks, hire movers |
| 4 weeks before | Tell staff, clients and suppliers, update listings and records |
| 2 to 3 weeks before | Pack by priority, label everything, keep a master list |
| Final week | Confirm movers, bookings, internet, security and junk removal |
| Moving day | Supervise both sites, track inventory, final walkthrough |
| First week | Set up IT, unpack by priority, check safety, welcome the team |
Why Toronto Businesses Choose One Day Movers
We have helped businesses of all sizes relocate across the GTA. One customer moved a group of Kanda Optical stores across the Greater Toronto Area with our team. Others have trusted us with office moves in Yorkville and within Mississauga, and even a commercial gym move. One business owner told us they were impressed by how quickly our movers packed up the office and how well every box and chair was cared for.
One Day Movers has been voted one of the top office moving companies by Homestars and ThreeBestRated. We also offer climate controlled storage for office items, short or long term, if your new space is not ready on time. Read more in our customer reviews and our article on moving your office with professional office movers.
Frequently Asked Questions
Q. How far in advance should I plan an office move?
For most small and medium businesses, start planning about three months ahead. Larger offices or moves that involve renovations may need more time. Read our guide on how far in advance to book a moving company in Toronto.
Q. Do movers work on weekends?
Many do, and it is often the best time for an office move because it limits downtime. One Day Movers works 24/7, 365 days a year, including evenings and weekends.
Q. How much does an office move cost?
The cost depends on the size of your office, the amount of equipment, the distance and extras such as packing, IT handling or storage. The best way to know is to get a quote after an assessment. Our guide to moving costs in Toronto explains the main factors.
Q. Can movers move computers and IT equipment?
Yes. Experienced office movers can safely move computers, screens, printers and server equipment. Back up your data first and label every cable so setup is quick at the new office.
Q. What if our new office is not ready on moving day?
Ask your mover about storage. One Day Movers offers climate controlled storage for office furniture, equipment and files, for both short and long term needs.
Start Planning Your Office Move
The earlier you start, the smoother your move will be. Use this checklist to stay organised, and let a professional team handle the heavy lifting. Request your free office moving quote from One Day Movers today.