When you’re moving about 1,500 square feet of office space, your pricing could range from as low as $750 to as high as $4,500 depending on the materials, disassembly, and furniture. The packing and moving of a 3,000 square foot space would likely start at around $1,500 and range up to $9,000 depending on your files and furniture.

A 10,000 square foot space would likely start at $5,000 and range up to $30,000 due to numerous employees and workstations. Consider about $50 -$250 per employee. After noting the possible factors that can influence the cost of moving your office, it is important to understand a breakdown of these potential costs. However, note that not all these costs will apply to your move, but many can apply to it.

Also have it in mind that you may incur additional costs for a moving consultant, long carries and shuttling boxes through elevators, packing and moving cable, data lines, and computer or phone cables, and you will want to tip your moving crew. New furniture could cost $200-$2,000 per employee, computers ranging from $300-$3,000 per employee, and phone systems anywhere from $100 to $1,000.

Movers with industry experience would note that moving even the smallest of offices can be a daunting task for a business owner, staff members, and others involved. But irrespective of the reason, moving an office can affect workflow, make it problematic and can make unpacking challenging for a business that just wants to get settled and back to work. If you’re moving to a place bigger and better, don’t forget the primary aim of having more space which may be a better location, or the ability to expand your business.

When it comes to the cost of moving an office, note that you have to consider the expense of the new place, outsourcing help, the potential of new purchases in equipment and furniture, as well as any costs in lost business during the move.

For your new space, rather than thinking of your company in terms of the general size of your operations, you should think in terms of workstations needed to accommodate your staff. Consider how many workstations would need to be disassembled and reassembled, or if you have to acquire new furniture from desks to chairs, a dinette for the break room to chairs for a waiting room.

Have you considered the internet and cable you currently use vs. what the new space can support? If you are going to have to go with a different network, then you may indeed have costs with early termination fees and start-up fees unless you can do an easy transfer.

Also note if you will spend more for an office with a conference room for meetings and a server room for your internet needs. You may likely want to transfer your existing equipment, unless there is no choice than to acquire new hardware. If you plan to upgrade your equipment, you just have to ensure that is all handled before moving day.

Also consider hiring a professional moving team. You may get some of your staff to help out with some of the easier tasks, but some offices may need a team to disassemble, reassemble, pack, and unpack. Unless you have a team member that can physically move your equipment and set up workstations, consider hiring a professional to avoid potential damage or delays.

There are several factors that can influence the cost of moving your office. Things like the number of items you are moving and the travelling distance can have a significant impact on your moving estimate. It is important to recognize these contributing factors, so you can receive a fairly-priced move. Nonetheless, here are the basic factors to note;

Factors that Determine the Cost to Move an Office in 2021

  1. Facility Size

Note that one of the primary contributing factors to your moving cost will be the number of items being moved. If you are moving to a small office with a few pieces of furniture and filing boxes, then your cost will be much less than moving a large corporate office.

However, it is necessary to organize and declutter your office to ensure you receive the best relocation estimate. Invest in a document retention policy to free up your filing boxes and storage rooms. This can also reduce your relocation costs.

  1. Time Frame

Summer months are the busiest time of year for moving. Most businesses choose to move on weekends and/or are required by the property manager to move after office hours.  Have it in mind that a move during business hours may cost less than after hours. To save money on your office move, try to plan a move during the off-season late September through April. Steer clear of holidays too (overtime).

  1. Travelling Distance

The distance between your former office and your new office may indeed influence the cost of moving. Moving companies tend to leverage different types of charges for corporate relocations. Some might charge by the hour or the weight of the moving items.

Coupled with these base charges, your movers may also charge based on the distance they are expected travel with your items. For instance, a long-distance corporate relocation will more or less cost more than a local relocation. Your corporate moving company will give you a complete estimate and breakdown of your charges before the moving date.

  1. Artworks

It is necessary to let your staff know ahead of time to bring home any personal artwork hanging on their walls or in their cubicles and to only bring it back after the project is complete. To reduce liability, plan with your professional movers to pack and relocate all company artwork.

By enlisting your staff and colleagues help, you can effectively reduce the costs of materials associated with moving your office. Each employee should be responsible for packing and unpacking their own work area and personal effects.

  1. Withheld Information

Also have it in mind that your moving bill may change significantly if you withhold information during your free estimate. It is advisable to be upfront and honest about all that is involved with your corporate relocation, so you can receive a complete and fair price. Ask your movers for a list of the necessary information you must provide an idea such as the number of furniture pieces, moving deadline, or moving distance to ensure you receive a complete estimate prior to your move.

  1. Unique Considerations

Finally, don’t overlook any unique considerations when moving. Are there any special tasks to be completed while the move is underway? Do you require any post-relocation services? Will your company need any office storage services during or after your move? These are all critical questions to ask and to ultimately take into account financially as well.

Conclusion

The best advice before your upcoming office move is to take enough time to plan it out. You will need to work with a professional moving team early to make sure everything is organized very well before moving day. Not only do you need to work with movers, but you should work with internet service providers, contractors like plumbing and cable to get you all setup.

Frequently Asked Questions

  1. What Do You Need In A New Office?

The following equipment are necessary in the office;

  • Printers
  • Writing Tools
  • Grouping Tools
  • Paper Shredder
  • Files and Folders
  • Broadband and Wi-Fi
  • Computers Desktop And Laptops
  1. How Do You Prepare For An Office Move?

To prepare for an office move, consider the following ways;

  • Announce the move
  • Talk to employees
  • Organize key documents
  • Establish your budget and purchasing process
  • Create lists of what you have and lists of what you need
  • Select one place to organize office move notes and to-do items
  • Speak with the managers to establish move-related workflow strategies
  1. How Do You Move Office Furniture?

The following are the ways to move office furniture;

  • Empty the drawers
  • Make a floor plan
  • Get the furniture labeled
  • Cling wrap drawers and trays
  • Unbolt and disassemble the furniture
  • Wrap the furniture in moving blankets
  • Use furniture trolley’s and harnesses
  1. How To Pack For An Office Move?

The following are the possible ways to pack for an office move;

  • Labeling is very very essential
  • Pack the filing cabinets and discard some unnecessary files
  • Remove all unnecessary files and clutter from the office
  • Take photos of electronics so they can be easily connected after the move
  • Divide all of the vital documents and files you have the hard (paper) copies of
  • Save all important files and documents on a cloud or in external flash memory, to avoid data loss or being damaged
  1. How To Communicate An Office Move To Employees?

The following are the some tips to communicate an office move to employees;

  • Send mass emails
  • Organize meetings
  • Through verbal communication
  • Through bulletin/message-board
  1. How Do You Plan And Organize An Office Or Business Move?

To organize an office or business move, consider the following tips;

  • Select the new office location and negotiate a lease
  • Determine the required space needed in the new office
  • Notify customers and vendors about the upcoming relocation
  • Get the employees informed about the upcoming move as early as possible
  • Work with an office space planner on design and build out
  • Update all marketing collateral including the company website and online citations, brochures, stationary, business cards and also determine the ones that will require address changes
  • Plan for future growth if needed
  1. Can You Move A Business?

Moving or relocating a business is usually not easy, the stress involved is much. It requires a lot of planning, extra capital and also demands some extra logistics too. Most people don’t usually find it easy because of the processes involved.

  1. How Would You Communicate An Office Move To Employees?

These are the ways to communicate an office move the employees;

  • Celebrate the move
  • Provide support channels
  • Draw a clear picture of the future
  • Define key messages for the office move
  • Communicate about the office move early
  • Target communications and make messages relevant
  • Escalate communications as the office move gets closer
  1. How Much Does It Cost To Move An Office?

To move a large 10,000 square-foot office is estimated from $5,000 and runs up to $30,000 for companies with numerous employees and workstations that need to be moved. For an office move based on the truckload, the average cost is about $500 to $1,500 per load depending on the time consumption for loading, the difficulty and the number of movers.

  1. How Long Does It Take To Move An Office?

An average office relocation can take up to 12 months. In some cases, like a small office, it may need at least three months to relocate.

  1. How Do You Write An Office Relocation Email?

To write an office relocation email, consider the following steps;

  • Write the Company name and current mailing information
  • Add salutation
  • Write the introductory paragraph, including any downtime and closure/re-open dates due to moving
  • Follow-up paragraph, including any changes in service due to moving
  1. What Companies Will Pay To Relocate You?

The names listed below are the companies that pay to relocate you;

  • Tesla
  • Amazon
  • Google
  • Facebook
  • LinkedIn
  • Microsoft
  • Sales-force
  • Century-link–Lu-men
  1. Who Has Final Say When It Comes To A Move Request?

The manager has the final say by facing down the realities of the modern office environment.

  1. Why Would A Business Want To Relocate?

The major reason why a business needs relocation is to lower their operation costs. Quality of life factors also come into play which includes lower cost of living, better education systems, the cultural environment, crime rates, healthcare services and the state of the surrounding area.

  1. How Do You Move Your Business To Another Location?

The following are the possible ways to move your business to another location;

  • Set your budget
  • Create a timeline
  • Build up inventory
  • Research locations
  • Negotiate effectively
  • Give yourself extra time
  • Consider a staggered move
  • Decide whether buying or leasing is better for you
  1. How Do You Tell Your Customers You’re Moving?

The following are best ways to inform your customers about your relocation;

  • Use your website
  • Make it a big deal
  • Have a grand opening
  • Re-announce it the news
  • Make notes in your invoices
  • Air the news in a local way
  • Post some updates on your social media
  • Get your customers know about it as soon as possible
  1. Can You Write Off A Move For Work?

No! The (IRS) regulations do not allow you to take a moving expense deduction and a business expense deduction for the same expenses. It says that, you must decide if your expenses are deductible as moving expenses or as business expenses.

  1. What Is A Typical Relocation Bonus?

Typical relocation bonus is between $2,000 to $100,000.

  1. What’s The Right Moving Truck Size

Moving trucks come in a variety of different sizes, but the 26 foot truck rental is the best to be recommended.

  1. Can You Claim Moving Expenses In 2020?

No! reason is because moving expenses are not deductible, and employer reimbursements for moving expenses are taxable to the employee.

  1. How Do You Account For Moving Expenses?

To account for moving expenses, consider the following methods;

  • Look on your Form W-2, box 12. If there is an amount with a code P, that amount is included in your taxable income
  • Take a moving expense deduction to avoid paying tax on your reimbursements
  • Take a moving deduction if your employer included your reimbursement with wages in box 1 of Form W-2
  1. How Do You Ask For Relocation Assistance?

The idea on how to ask for location assistance is by asking directly or being upfront about your needs. For instance, if receiving relocation assistance is non-negotiable for you, it’s best to be upfront about it. It doesn’t hurt to ask what the policy is, just hold off on asking for something specific until you have an offer.

  1. What Is A Generous Relocation Package?

A generous relocation package entails that, the employers must make sure that the new employee’s needs are being met and have a smooth transition into their new job. Carefully looking over the details of your relocation package ensures that both employee and employer are satisfied.

  1. What Is A Relocation Fee?

Relocation fee is a sum of money that a company pays to someone who moves to a new area in order to work for the company. The essence of the money is to help them in paying for moving house.

  1. Can Your Company Pay For Your Moving Expenses?

Yes! Company is entitled to pay for your moving expenses. Relocation expenses for employees are usually paid by an employer.

  1. How Much Should I Ask For Relocation Assistance?

You can estimate and request about $2,000 to $100,000 for relocation assistance.

  1. How Hard Is It To Move A Business?

Moving a business is a difficult task and involves much stress. It involves a lot of planning, costs extra money and also require some extra logistics.

  1. Does Amazon Pay Moving Expenses?

Yes! Amazon offers varied and generous moving (relocation) packages.

  1. Can A Business Deduct Moving Expenses In 2019?

No! IRS regulations does not allow you to take a moving expense deduction and a business expense deduction for the same expenses. The IRS says, ‘you must decide if your expenses are deductible as moving expenses or as business expenses’.

  1. What Are The Potential Benefits And Repercussions Of A Move?

The potential benefits are;

  • Job security
  • More job opportunities

The consequences are;

  • The cost is high
  • Much stress is involved
31. Are Moving Supplies Tax Deductible?

NO! moving supplies tax is not deductible. But if you need to amend a previous return prior to tax reform, or if you serve in the active military and meet certain circumstances, you may qualify for a deduction.

Solomon. O'Chucks