Use five connected workstreams to plan a commercial move: ownership, scope, readiness, execution and acceptance. Adjust the schedule to the actual business and building requirements.
1. Assign owners and collect requirements
Name a business coordinator, facilities contact and IT owner. Record both locations, access rules, lease-related dates, target reopening and decisions that still need approval. Ask the property manager to state the required handback condition in writing. Build a shared dependency list; avoid treating an unconfirmed target date as a booked move.
Use SBA’s business resilience guide to consider continuity risks. Your IT lead can use the NIST contingency planning guide for recovery priorities, testing and fallback arrangements.
2. Build an inventory and written scope
List furniture, boxed contents and ordinary office equipment by destination. Identify disassembly, packing, placement and removal responsibilities. Separate specialist equipment and technical services so the responsible providers can confirm their own plans. Share an approved destination layout with the moving coordinator.
Give bidders the same information: quantities, access, permitted hours, required services, destinations and deliverables. Record exclusions and who approves changes. BMG’s fixed price follows a free walkthrough and an agreed written scope.
3. Confirm the destination and building approvals
Check the loading route, elevator dimensions, reservations, security access and receiving contacts at both ends. Send the building’s insurance requirements and certificate-holder wording to the vendor for review. Confirm acceptance before work; the required documents and timing depend on the actual building and insurance arrangements.
Use our building access checklist and vendor document request. Have the IT team confirm connectivity, power, tested recovery and the shutdown sequence. Follow the actual furniture manufacturer’s instructions for handling and assembly.
4. Execute the agreed sequence
Communicate the packing deadline and label format to staff. Keep controlled records, personal items and specialist materials assigned to their responsible owners. The FTC guide to protecting personal information offers a framework for limiting access and safeguarding sensitive information.
At pickup and delivery, reconcile the agreed inventory and record exceptions privately. Follow the agreed access windows and destination plan. Review scope or access changes with the authorized contact before proceeding with extra work.
5. Inspect, accept and close
Walk the furniture locations and removal areas with the designated contact. Record outstanding work, missing items or concerns promptly. The business and IT owner should complete their own acceptance checks before declaring the office ready. Keep the signed agreement, approved changes, receiving records and issue log together.
If the old office needs decommissioning, verify the agreed handback requirements and receiving arrangements for unwanted items. Use CalRecycle’s electronics guidance for the relevant disposal stream. Request any necessary receiving or destruction records in the written scope and confirm who can supply them.
Plan the agreed work
Book a free walkthrough or Get my price. BMG confirms the moving scope, price, access and dates in writing. Send building requirements through our vendor onboarding page.