7 Considerations for Moving Your Calgary Office From Downtown to the Suburbs

Calgary’s commercial real estate landscape is shifting fast in 2025. Downtown Calgary’s office vacancy rate sits at 27.2 percent, while the suburban vacancy rate has dropped to 15.3 percent after steady positive absorption. The suburbs are offering more cost-effective and reliable leasing options, and companies across the city are making the move from downtown towers to suburban office parks.

Moving from downtown to the suburbs is not just a change of address. It affects your operating costs, your employee commutes, your client access, and how your business operates day to day. These seven considerations will help you plan a downtown-to-suburban move that protects your business and sets your team up for success in the new location.

Understand the Real Cost Savings of a Suburban Move

The biggest reason companies leave downtown Calgary for the suburbs is cost. Suburban office space offers significantly lower lease rates, more flexible terms, and often includes parking that would cost thousands of dollars per month downtown. But the savings are not just about rent.

The suburban market has demonstrated resilience, supported by smaller, non-energy tenants driving steady demand, offering the most cost-effective and reliable leasing options. Suburban landlords are competing for tenants right now, which means better negotiating power for companies willing to commit to multi-year leases.

Here is where suburban moves typically save money:

Lower base rent:

• Suburban Class B office space averages 30 to 40 percent below comparable downtown rates
• Newer suburban buildings offer modern amenities at prices well below downtown Class A towers
• Landlords in suburban markets are more willing to negotiate on lease length and tenant improvement allowances

Included or cheaper parking:

• Downtown parking can cost $250 to $400 per stall per month
• Suburban office parks typically include surface parking at no extra cost
• Employee parking costs drop to zero, which is a real benefit your team will appreciate

Reduced operating costs:

• Suburban buildings often have lower common area maintenance fees
• Utilities and property taxes are typically less per square foot than downtown
• Flexible lease terms allow you to scale up or down without penalties

The cost savings are real, but they only work if you account for the other factors that come with a suburban location.

Plan for Employee Commute Changes and Transit Access

A downtown-to-suburban move changes how your employees get to work every day. Employees who used to walk or take the CTrain to your downtown office now need to drive or find alternate transit routes. This is the single biggest concern your team will have about the move, and how you handle it directly affects morale and retention.

Survey your team at least two months before the move to understand how the new location will affect their daily commute. Ask where they live, how they currently get to work, and whether they have concerns about the new location. Use this information to address problems before moving day rather than after employees start updating their resumes.

Here is what employees need to know about the new suburban location:

1. The exact address and how to get there from major Calgary quadrants
2. Available transit routes and schedules if they do not drive
3. Parking availability and whether spots are assigned or first-come
4. Nearby amenities like coffee shops, lunch options, and errands
5. Whether the company will offer any commute support or flexible scheduling during the transition

Suburban Calgary has decent transit coverage in some areas and almost none in others. If your new location is not well-served by CTrain or frequent bus routes, be upfront about that reality. Some employees will adjust, and others may decide the commute no longer works for them. Transparent communication gives everyone time to make informed decisions.

Evaluate Parking and Access for Employees and Clients

Parking is one of the biggest advantages of a suburban move, but it is not automatic. Not all suburban office parks have enough stalls for every employee, and some landlords charge separately for parking even in suburban locations. Confirm parking availability and any associated costs before you sign the lease.

Most suburban Calgary office parks offer surface parking at no extra charge, which is a major selling point for employees who are used to paying downtown rates or fighting for street parking. But you need to verify the actual number of stalls included in your lease and whether additional parking is available if your team grows.

Questions to ask your landlord about parking and access:

• How many parking stalls are included in the lease?
• Are stalls assigned to specific tenants or shared across the building?
• Is there overflow parking if you have more employees than allocated stalls?
• Are there visitor parking spots for clients and vendors?
• What are the snow removal and maintenance policies for the parking lot?

Suburban locations also need to be accessible for clients who are visiting your office. A location that saves money on rent but sits 30 minutes off the ring road may cost you more in lost client meetings than you save on the lease. Balance cost savings with practical access for the people who need to reach your office regularly.

Consider the Impact on Client and Vendor Access

A downtown Calgary address carries a certain perception, especially for professional services, finance, and corporate clients. Moving to the suburbs changes how clients and vendors perceive your business, and for some industries that shift can affect your market positioning.

This does not mean you should stay downtown just for appearances. It means you need to be intentional about how you communicate the move and what you do to maintain client relationships through the transition. Some clients will not care where your office is located. Others will notice the change and may ask questions about it.

Here is how to handle client communication during a downtown-to-suburban move:

Announce the move early:

• Send a formal announcement at least six weeks before the move date
• Explain the reason for the move in positive terms (growth, better space, improved parking)
• Provide the new address, directions, and parking instructions clearly

Make the new location easy to find:

• Update your website, Google My Business, and all online directories immediately
• Include a map and parking instructions in your email signature
• Offer to meet clients at their location during the transition period if needed

Position the move as a positive change:

• Highlight the benefits like easier parking, better meeting space, or modern facilities
• Avoid language that suggests you are cutting costs or downsizing
• Emphasize that your service and team remain the same, just at a better location

For vendors and suppliers, make sure your new address is updated in all systems before the move. Missed deliveries and mail forwarding issues can create unnecessary headaches in your first few weeks at the new location.

Assess the Quality and Layout of Suburban Office Space

Not all suburban office space is created equal. Some suburban buildings in Calgary are modern, well-maintained, and offer excellent amenities. Others are dated, poorly lit, and need significant tenant improvements before they are usable. Visit every potential location in person and walk the space with your team before you commit.

Suburban office parks often offer larger floor plates and more flexible layouts than downtown towers. This can be a major advantage if you need open-concept space, dedicated meeting rooms, or room for future growth. But suburban buildings can also lack the infrastructure and amenities that downtown towers provide, like on-site building management, security, and common areas.

What to evaluate when visiting suburban office space:

Building condition and maintenance:

• Are the common areas clean and well-maintained?
• Does the HVAC system work properly throughout the space?
• Are the washrooms and break areas in good condition?
• Is there visible evidence of deferred maintenance or neglect?

Layout and functionality:

• Does the floor plan support your team’s workflow?
• Are there enough meeting rooms and private offices for your needs?
• Is the space well-lit with natural light and functional artificial lighting?
• Can the layout be reconfigured if your team grows?

Amenities and services:

• Is there on-site building management or just a remote landlord?
• Are there shared common areas like a lunch room or outdoor space?
• Is the building wired for high-speed internet and modern telecom systems?
• Are there nearby restaurants, coffee shops, and services your team can access?

ASR Moving’s Calgary commercial moving service works with companies relocating across the city and can help you assess both your current and new locations before you commit to a move date.

Plan for IT Setup and Infrastructure in a Suburban Building

IT infrastructure varies widely in suburban Calgary office buildings. Some newer buildings are fully wired for modern business needs with fibre internet, redundant telecom lines, and server room capabilities. Older suburban buildings may have outdated infrastructure that requires significant investment to bring up to current standards.

Work with your IT team or managed service provider to assess the new location before you sign the lease. Confirm internet options, bandwidth availability, and whether the building has the physical infrastructure to support your business needs. A great lease rate does not help if you cannot run your systems properly once you move in.

Key IT questions to ask about your new suburban location:

1. What internet service providers serve the building and what speeds are available?
2. Is there fibre connectivity or are you limited to cable or DSL?
3. Does the building have a dedicated server room or data closet?
4. Are there enough power outlets and data ports for your team?
5. Is the building wired for VoIP phone systems or do you need to install new infrastructure?

Budget for IT setup costs in your overall move plan. Running new cabling, upgrading network equipment, and setting up redundant systems can add thousands of dollars to your move cost. But cutting corners on IT infrastructure will cost you far more in downtime and lost productivity after you move in.

Coordinate the Move to Minimize Business Disruption

A downtown-to-suburban move is a bigger logistical challenge than moving between two downtown buildings or two suburban locations. The distance is often greater, the access conditions are completely different, and the timeline needs to account for both locations simultaneously.

Most companies choose a weekend or after-hours move to avoid disrupting normal business operations. Many businesses opt for weekend or after-hours moving to avoid disrupting customer service during business hours, and while this approach may involve additional costs, the benefits often include uninterrupted service. This approach costs more but protects revenue and keeps your team productive through the transition.

Steps to coordinate a downtown-to-suburban move in Calgary:

8 weeks before:

• Book your commercial movers and confirm the move date
• Survey employees about commute concerns and parking needs
• Create a detailed floor plan for the new location

6 weeks before:

• Start packing non-essential items and archival materials
• Confirm IT setup timeline and any infrastructure work needed at the new location
• Notify clients, vendors, and service providers of the upcoming move

4 weeks before:

• Label all furniture, equipment, and boxes for the new layout
• Confirm building access, loading dock, and parking at both locations
• Test internet and phone systems at the new location before the move date

2 weeks before:

• Pack all remaining items except what is needed for daily operations
• Confirm final headcount for parking and workstation assignments
• Send final move reminders to your entire team

Move weekend:

• Disconnect and transport all equipment, furniture, and materials
• Set up and test IT systems before employees arrive Monday morning
• Do a final walkthrough of the old location to confirm nothing was left behind

Frequently Asked Questions

How Much Money Can We Save by Moving From Downtown Calgary to the Suburbs?

Lease savings typically range from 30 to 40 percent depending on the specific buildings you are comparing. Add in parking savings of $250 to $400 per stall per month, and the total cost reduction can be significant. For a 5,000 square foot office with 20 employees, the annual savings often exceed $50,000.

Will We Lose Employees if We Move From Downtown to the Suburbs?

Some turnover is possible, especially among employees who live downtown or rely on transit. Survey your team early to understand concerns and offer flexibility where possible. Most employees will adjust if the move is communicated well and the new location has good parking and amenities.

How Do We Handle Client Perceptions of Moving Out of Downtown?

Be proactive with communication. Announce the move early, explain the benefits, and make the new location easy to access. Most clients care more about your service quality than your office address, but transparent communication prevents confusion.

Can We Move From Downtown to the Suburbs in One Day?

It depends on your office size and complexity. A small office with 10 to 15 employees can often move in a single weekend. Larger companies may need a phased approach that relocates departments gradually. Work with your commercial mover to create a realistic timeline.

What Happens to Our Mail and Deliveries During the Move?

Set up mail forwarding with Canada Post at least two weeks before your move date. Update your address with all vendors, clients, and service providers. Notify your building management at the old location about your move-out date to prevent deliveries from being rejected.