Moving Out of Your Space? Be Sure to Check The Boxes.
Leaving on Good Terms
Relocating your business office requires careful planning to ensure a smooth transition, compliance with lease terms, and avoidance of unexpected costs or disputes. A comprehensive Office Move-Out Checklist provides a step-by-step guide to managing every aspect of the move-out process, from reviewing agreements and notifying parties to restoring the space and handling post-move follow-ups. This ensures you leave on good terms while minimizing business disruptions.
Below is a standard move-out checklist for office space designed to cover key tasks, minimize disputes with landlords or property managers, and ensure compliance with lease agreements. While this list is designed to assist the Tenant in the move out procedures, it is not intended to be all-inclusive. Always refer to your specific lease agreement for any unique requirements.
1. Review Lease Agreement
Confirm move-out date and notice period
Review terms for repairs, cleaning, and restoration requirements.
Check for penalties or fees for early termination or non-compliance.
Verify return of security deposit process and conditions.
2. Notify Relevant Parties
Provide written notice to the landlord/property manager as per lease terms.
Request utility companies (electricity, water, internet, etc.) to disconnect or transfer services.
Notify vendors (cleaning services, security, etc.) of move-out date.
Update business address with clients, suppliers, and service providers (e.g., postal service, banks, insurance).
3. Plan the Move
Create a timeline for the move-out process.
Hire a professional moving company or assign internal staff to manage the move.
Schedule transportation for office furniture, equipment, and files.
Arrange for packing supplies (boxes, tape, labels, etc.).
Assign a move coordinator to oversee tasks and timelines.
4. Declutter and Organize
Sort through files, furniture, and equipment to determine what to keep, sell, donate, or dispose of.
Shred or securely dispose of sensitive documents per data protection regulations.
Donate unneeded, usable furniture or equipment to charities or recycle.
Sell valuable items (if permitted) to offset moving costs.
5. Restore Office Space
Repair any damages (e.g., wall holes, scuffs, or broken fixtures) per lease requirements.
Remove all personal items, decorations, and signage.
Return office layout to its original condition (e.g., remove partitions or custom installations if required).
Replace any landlord-owned items (e.g., light bulbs, blinds) as specified.
6. Clean the Office
Hire a professional cleaning service or assign staff to thoroughly clean the space.
Clean carpets, floors, windows, and surfaces.
Sanitize restrooms, break rooms, and kitchen areas (if applicable).
Remove all trash and debris from the premises.
7. Remove IT and Equipment
Disconnect and remove IT equipment (computers, servers, printers, etc.).
Wipe data from any devices left behind (e.g., shared copiers).
Remove cabling or wiring installed by your company (if required by lease).
Ensure phone systems and network equipment are properly decommissioned.
8. Conduct Final Walkthrough
Schedule a walkthrough with the landlord or property manager.
Document the condition of the space with photos or videos for records.
Address any issues raised during the walkthrough promptly.
9. Return Keys and Access
Collect all keys, access cards, or fobs from employees.
Return all access items to the landlord or property manager.
Disable any security codes or access systems tied to your company.
10. Finalize Financial Obligations
Pay any outstanding rent, utilities, or fees.
Confirm with the landlord that all financial obligations are met.
Request a written confirmation of lease termination and security deposit refund process.
12. Post-Move Follow-Up
Confirm receipt of security deposit or address any disputes.
Ensure all utilities and services are disconnected or transferred.
Verify that all vendors and clients have been notified of the move.
11. Update Business Information
Update your business address on websites, business cards, and marketing materials.
Notify government agencies (e.g., IRS, state agencies) of the address change.
Redirect mail to the new office location.
Additional Tips
Document Everything: Keep records of communications, receipts, and photos to avoid disputes.
Start Early: Begin planning 2–3 months in advance to avoid last-minute issues.
Check Local Regulations: Ensure compliance with local laws for waste disposal or recycling.
Consult Professionals: Consider hiring a move-out coordinator or consultant for large offices.
Complete Checklist Overview
Review Lease Agreement
Notify Relevant Parties
Plan the Move
Declutter and Organize
Restore Office Space
Clean the Office
Remove IT and Equipment
Conduct Final Walkthrough
Return Keys and Access
Finalize Financial Obligations
Updated Business Information
Post-Move Follow-Up
If you have a specific lease agreement or unique office setup, we can tailor this checklist further—contact us to analyze any documents or provide more detailed guidance you may need or want.
