Relocating a business is a major decision that can affect daily operations, customer service, and employee productivity.
Many companies decide to move to gain more space, improve logistics, cut overhead costs, or get closer to their clients and suppliers.
But moving a business involves careful planning, budgeting, coordination, and communication across multiple teams. If you miss even one important detail, it can lead to unnecessary downtime and stress.
To help you stay on track and avoid common pitfalls, here are 17 things to consider before a commercial move.
Use this checklist to guide every stage of your relocation, so you can keep your business running smoothly during the transition.
1. Know When It’s Time to Move
If your current space feels more like a game of Tetris than a workplace, it might be time to consider relocating.
Signs You’ve Outgrown Your Space:
- Employees are bumping elbows or holding meetings in hallways
- Storage areas are overflowing
- Customer service is starting to slip
- Productivity is dropping due to distractions or cramped conditions
The key here is to stay ahead of the problem, not wait until it becomes urgent. Don’t wait for complaints to pile up or operations to suffer before acting.
Think About Your Growth Plans
Ask yourself:
- Do you plan to hire more people soon?
- Are you adding new product lines or services?
- Will your current space still work a year from now?
If the answer is no, then planning a move before the squeeze gets worse is the smart move.
2. Define Your Objectives
Before you even start searching for a new place, ask yourself: Why are we moving?
Is it because you need more space? Want to be closer to customers? Lower your rent? Whatever the reason, be clear about it.
That way, every decision you make—from budget to location—lines up with what your business actually needs. No guesswork, no regrets.
Sometimes, the space you already have could work better with a few smart changes.
Do a Space Audit:
Take a good look at how your space is being used:
- How many people per square foot?
- Are meeting rooms always booked?
- Are there underused areas that could be reworked?
You might find that reorganizing your layout is more cost-effective than relocating.
4. Decide to Lease or Buy
One of the biggest decisions: should you lease your next space, or buy it?
Leasing Might Be Better If:
- Your business is growing quickly, and your future space needs are unclear
- You don’t want to tie up capital in real estate
- You need flexibility to move again in a few years
Buying Could Be Smart If:
- You’re an established business with predictable needs
- You want long-term control over your space
- You’re prepared for upfront costs and ongoing maintenance
There’s no one-size-fits-all answer. It comes down to what fits your financial picture and long-term goals.
5. Set a Realistic Budget (with Buffer)
A commercial move involves more than just paying for the new place—you’ll need to budget for a whole list of extras.
Common Moving Costs to Plan For:
- Lease or building purchase
- Legal fees and permits
- Renovations or build-outs
- Moving company services
- IT and network setup
- New furniture, signage, and branding updates
- Marketing your new location
- Downtime and lost productivity during the move
Add a Safety Buffer
Things almost always cost more and take longer than expected. Build in a 10–20% contingency fund to cover surprises.
Pro Tip:
Use a moving budget template or checklist to stay on top of every expense.
6. Choose the Right Location
The right location can make or break your business, so this part deserves serious thought.
What to Look for in a New Business Location:
- Accessibility for employees, customers, and suppliers
- Parking availability and public transit
- Proximity to partners, vendors, or shipping hubs
- Zoning regulations and future development potential
- Room to grow as your business expands
Don’t Forget Your Team
Involve your employees in the process.
Have them visit potential locations and give feedback.
After all, they’re the ones who will be working there every day. Getting buy-in early makes the transition smoother later.
7. Build the Right Relocation Team
You can’t pull off a commercial move solo. You’ll need a solid team—both internal and external—to keep everything on track.
Internal Team:
- Project Lead – One point person to manage the move
- Department Reps – Team members who can voice specific needs (IT, HR, Operations, etc.)
External Experts You’ll Need:
- Commercial real estate lawyer – For reviewing lease or purchase agreements
- Commercial broker – To help find and negotiate your space
- IT/network pros – For setting up your tech infrastructure
- Contractors or interior designers – For office fit-out or renovation
- Professional movers – Ideally a company experienced in commercial relocations
Assign clear roles, set timelines, and keep communication flowing
8. Perform Due Diligence on the New Space
Before you sign any lease or finalize a purchase, take the time to do a full check of the new property.
For leases, don’t just skim through the terms.
Review the entire document carefully look out for escalation clauses that can hike up rent over time, and check who’s responsible for extra costs like utilities, maintenance, and insurance.
If you’re buying the space, go a step further. Order a title search to ensure there are no legal issues tied to the property.
An environmental assessment is important too, especially if the building was used for industrial purposes.
You’ll also want a thorough building inspection to check the structure, plumbing, and wiring.
Don’t skip the appraisal—it confirms you’re paying a fair market price and finally, give your lender enough time to process and approve financing.
It’s better to overprepare now than get caught off guard later.
9. Develop a Step-by-Step Moving Timeline
Make a clear timeline. Start with renovations, then schedule setup for equipment, furniture, and tech.
Plan the packing and moving dates. Include time for a soft opening or testing everything before fully opening. Add extra days to cover delays—because they’ll happen.
10. Manage Inventory and Business Continuity
Build up inventory before the move so you don’t run out of stock.
Talk to suppliers early and keep production going.
If something fails during the move, have a backup plan—such as temporary operations or remote teams—to minimize interruptions.
11. Consider a Phased or Staggered Move
Moving in phases helps you stay operational.
Keep both old and new spaces for a short time.
Start with the less essential departments, then move the critical ones when the new space is ready.
This reduces downtime and gives you flexibility if things go wrong.
12. Notify Stakeholders in Advance
Start communicating early. Let everyone know what’s happening—both inside and outside your business.
Internal:
- Inform leadership, department heads, and all employees.
- Set expectations and timelines.
External:
- Notify clients, vendors, delivery partners, and anyone else who needs to know.
Update your:
- Business address across all platforms.
- Google Business Profile.
- Website, email signatures, marketing materials, and social media pages.
- Licenses and registrations with local or national agencies.
13. IT and Communications Infrastructure
Your business can’t run without working tech. Plan your IT move early.
Key areas to handle:
- Internet installation and telecom setup.
- Server rooms and data center moves.
- Backup plans for data security and access.
Test everything before launch day. Hire professionals to avoid unnecessary downtime or data loss.
14. Update Branding and Signage
Your brand should move with you. Don’t forget to update visuals and communications.
What to refresh:
- Office or building signage.
- Vehicle wraps and delivery van branding.
- Flyers, brochures, and business cards.
Use the move as a chance to relaunch or refresh your brand. Send out an email blast or social post to highlight your new location.
15. Don’t Underestimate the Disruption
Moving will disrupt your operations, even if you plan everything perfectly.
- Build in time for staff to adjust and systems to stabilize.
- Expect some delays, mistakes, or lost productivity.
- Stay visible as a leader and support your teams. Keep morale up with updates, flexibility, or small rewards.
16. Post-Move Evaluation
- Check in with employees, clients, and key staff.
- Review what worked and what didn’t.
- Document lessons learned for future moves.
17. Hire a Moving Company
Don’t DIY your commercial move. Hire professional movers with experience in business relocations.
Look for movers who offer:
- Commercial insurance
- Packing and unpacking
- Equipment transport
- Experience with office furniture and IT setups
Ask for a detailed quote and timeline. A reliable moving company can help make your move smoother, safer, and faster.
If you want to hire a moving company, consider hiring Asr Moving. A trusted local mover in Calgary, Edmonton, or nearby areas, making your business move seamless and stress-free.
Final Thoughts: Make Your Commercial Move a Success
A commercial move is a strategic shift that can impact your entire business.
The more prepared you are, the smoother the transition will be.
Consider everything from your budget and location to IT setup and stakeholder communication, and you reduce risks and protect your operations.
Don’t wait until the last minute. Use this checklist to plan each step, minimize disruption, and keep your business running strong during and after the move.
Need a trusted team to handle the heavy lifting? Let Asr Moving help you relocate with confidence.
Our experienced commercial movers handle everything from packing to transport, so you can stay focused on your business.
Contact us today to get a free quote and a personalized moving plan that fits your timeline and budget.
