A small office move touches almost every part of the business: your lease, your phones and internet, your client mail, your tax accounts and your team's workday. Missing one step can mean a week without Wi-Fi or a tax notice sent to an empty suite. This office move checklist lays out what to do 90, 60 and 30 days ahead, during moving week and after you settle in, with Massachusetts-specific address updates. A printable version is at the end.
If you are moving within the 495 corridor, our town guide to planning an office move in Marlborough covers local details. This post is the general checklist for any small office.
90 Days Out: Plan the Move
Start about three months ahead for a small office. Larger offices or moves with a build-out may need longer.
- Pick a move lead. One person owns the timeline, the budget and vendor contacts. In a small company that is often the office manager or an owner.
- Read your current lease. Note the notice period, the end date and the "surrender condition" clause, which says how the space must be left (patched walls, removed cabling, cleaned carpets).
- Review the new lease and floor plan. Measure doorways, elevators and rooms for large items such as conference tables, safes and copiers.
- Check accessibility. If clients or customers visit your new office, federal ADA rules apply to public-facing areas. The Justice Department's ADA primer for small businesses notes that keeping items out of the accessible route helps visitors get around independently. Plan furniture layouts and box storage with that in mind.
- Set a budget. Include movers, IT work, new furniture, cleaning, overlapping rent and printing new materials.
- Get moving quotes. Ask each mover for an on-site or video walkthrough so the quote reflects your real inventory. Lifetime Moving Co's commercial moving team provides free quotes.
60 Days Out: IT, Data and Vendors
Technology is the part most likely to delay a move, so start early.
- Order internet and phone service for the new address now. Installation dates for business lines can be weeks out.
- Map your network. List every device: computers, printers, servers, access points, phones, security cameras and badge readers. Decide what moves, what is replaced and what goes to e-waste.
- Back up everything. Run and test a full backup of servers and shared drives before anything is unplugged. Confirm cloud sync is current on every laptop.
- Plan cabling and power. Walk the new space with your IT provider to mark where outlets, network drops and the network closet go.
- Notify key vendors such as your copier lease company, shredding service, cleaning crew, water service and alarm company.
- Order new printed items like business cards, letterhead and signage, timed to arrive near move week.
30 Days Out: Building Rules, Permits and Paperwork
Buildings and cities have rules that can stop a move cold if you skip them.
- Request a certificate of insurance (COI). Most commercial buildings, both the one you are leaving and the one you are entering, require your mover to send a COI naming the building or property manager before the move. Ask each building for its exact wording. Our guide to Boston high-rise COI requirements shows what a typical request looks like.
- Reserve elevators and loading docks at both buildings, and ask about move-hour limits. Many offices only allow moves after hours or on weekends.
- Check street parking. If there is no loading dock, you may need a street-occupancy permit for the truck. Rules vary by city. In Boston, see our guide to getting a moving truck permit.
- File your USPS change of address. For a whole company, USPS asks you to file one Business Move request for the entire company. Forwarding helps, but update your address directly with clients and vendors too.
- Tell your team. Share the move date, the new address, parking and transit details, and what each person must pack.
- Assign packing. Give each employee crates and labels for their own desk and files. Keep confidential files locked or sealed and moved by a named person.
Move Week: Pack, Label and Protect Your Team
- Label by destination. Use the new floor plan to number every room and desk. Put that number on each crate, chair and monitor.
- Bag and label hardware and cables. Tape a zip bag of cables to each monitor and computer.
- Disconnect IT on schedule. Shut down servers and network gear in the order your IT provider sets. Photograph cable connections before unplugging.
- Leave heavy lifting to the crew. OSHA's heavy lifting guidance recommends keeping loads between mid-thigh and shoulder height, bending at the knees, using carts and dollies, and getting help for heavy items. Ask staff to pack only their own desks and leave furniture and copiers to the movers.
- Have keys and access ready for the new space, including badges for the movers on move day.
- Keep a "day one" box with the network diagram, your IT provider's contact details, extension cords, toilet paper, coffee supplies, a first-aid kit and printer toner.
Professional crews can take apart and rebuild office furniture. Lifetime Moving Co's crews disassemble and reassemble furniture and keep track of the hardware, which matters for desks and conference tables. For artwork, glass tabletops or delicate equipment, ask about custom packing and crating.
After the Move: Update Your Business Address
Address updates are easy to forget once the boxes are unpacked. Work through these in the first two weeks.
- IRS. Businesses report a new mailing address or business location to the IRS on Form 8822-B. The IRS says processing generally takes four to six weeks.
- Massachusetts Department of Revenue. DOR asks businesses to update their address in MassTaxConnect.
- Secretary of the Commonwealth. Corporations and LLCs registered in Massachusetts should update their principal office address with the Corporations Division, either on the annual report or with the matching change filing. Check the form that fits your entity type.
- Town records. If you operate under a business certificate (DBA) and your new office is in a different town, ask the new town clerk whether you need to file there.
- Everyone else. Bank, payroll provider, insurance carrier, licensing boards, Google Business Profile, website footer, invoices and email signatures.
Then check the details: test every phone extension and printer, walk the space for damage, and confirm the old office is cleaned and keys returned for your deposit.
Printable Office Move Checklist
Print this section and check off each task.
90 days before
- Choose a move lead and set a budget
- Read the old lease notice and surrender terms
- Measure the new space and plan the layout
- Check accessible routes for client-facing areas
- Get on-site or video quotes from movers
60 days before
- Order internet and phone service for the new address
- List all IT equipment and plan cabling and power
- Run and test full data backups
- Notify vendors and order new printed materials
30 days before
- Request COIs for both buildings
- Book elevators and loading docks; confirm move hours
- Apply for a street parking permit if needed
- File the USPS Business Move change of address
- Share the move plan with staff and hand out crates
Move week
- Label crates, furniture and equipment by new room number
- Photograph and label IT connections; shut down systems
- Leave heavy items to the moving crew
- Pack a day-one box and confirm keys and badges
After the move
- File IRS Form 8822-B
- Update MassTaxConnect with the new address
- Update the Secretary of the Commonwealth record
- Update the town DBA, bank, payroll, insurance and online listings
- Test phones, network and printers; return old keys
Key Takeaways
- Start a small office move about 90 days ahead, and begin IT planning by day 60.
- Ask both buildings for COI wording and book elevators and docks early.
- File one USPS Business Move request, then update the IRS (Form 8822-B), MassTaxConnect and the Secretary of the Commonwealth.
- Keep staff packing to their own desks and leave furniture and heavy equipment to trained movers.
Frequently Asked Questions
How far in advance should you plan an office move?
For a small office, about three months is a practical lead time. It allows for lease notice, internet installation and building approvals. Larger offices or moves that need construction usually need more.
What is a COI and why does my building want one?
A certificate of insurance shows that your mover carries insurance and often names the building owner or manager as an additional insured. Many commercial buildings require one before movers can use the elevators or dock.
Do I need to tell the IRS my business moved?
Yes. Use Form 8822-B to report a change of business mailing address or location. In Massachusetts, also update your address with DOR through MassTaxConnect.
Can we move the office over a weekend?
Often, yes. Many buildings prefer after-hours or weekend moves. Confirm allowed move times with both buildings, then ask your mover about availability.
Does Lifetime Moving Co handle office moves?
Yes. Lifetime Moving Co offers commercial moving, including furniture disassembly and reassembly. See our business movers in Northborough and business movers in Westborough pages, or contact the team.
Planning an office move? Lifetime Moving Co is fully insured and offers free quotes for commercial moves across Massachusetts. Get your free moving quote or call (508) 630-4292.