Office Move Budget Template

A clean budget is the best way to control cost and keep your team aligned. Use this guide as your working template. You will see every common cost bucket, sample ranges, and clear ways to avoid surprises. Add it to your plan alongside your

Office Moving Services

scope and timeline.

Who should own the budget

Name one owner in operations to manage the budget and one backup. Invite facilities, IT, and finance to review updates each week. Keep approvals simple. Tie every line item to a vendor quote or a count from your floor plan.

Core cost categories and planning ranges

These ranges are starting points. Actual pricing depends on scope, access, and schedule.

Cost category	Typical unit	Planning range	Notes to control cost
Project planning and management	Flat or hourly	5 to 10 percent of total	Lock timeline early and reduce change orders
Site protection and building coordination	Flat per site	500 to 2,500	Book elevators and docks in advance to avoid idle time
Packing supplies	Per employee or per box	20 to 60 per person	Right size boxes and label packs prevent repacking
Packing labor support	Per hour	45 to 65	Train teams and assign leaders for each zone
Move labor and trucks	Per day or per piece count	Varies by scope	Share counts for workstations and rooms to right size crew
IT disconnect and reconnect	Per desk or per rack	75 to 250 per desk, custom for servers	See IT Disconnect and Reconnect for scope control
Furniture deinstall and reconfig	Per station or per room	120 to 350 per station	Provide drawings and counts to speed setup
Specialty handling	Per item	150 to 800	Safes, plotters, lab gear, large s businessmoving.com/it-moving-relocation creens
Permits and certificates	Per project	150 to 600	COI, elevator windows, local permits
Parking and access	Per truck or day	50 to 300	Reserve loading zones and confirm height limits
Storage and staging	Per month	2 to 4 per sq ft	Use Secure Storage and Staging only when needed
Travel and drive time	Flat or hourly	By distance	Aim for off peak windows and direct routes
After move support	Per day	600 to 1,800	A small punch crew closes requests fast
Decommission and cleanout	Flat per site	1,000 to 5,000	See Office Decommission and Cleanout
E waste recycling	Per item	10 to 75	Keep a device list and capture serials
Donation logistics	Per load	200 to 800	Book charity intake windows in advance
Final cleaning	Per site	400 to 2,000	Confirm broom clean standard with property management
Contingency	Percent of subtotal	10 percent	Release unused funds at the end

Six week timeline with budget checkpoints

Week	Budget actions	Deliverables
Six	Set baseline and add quotes for major lines	Vendor list, draft schedule, counts for workstations and rooms
Five	Lock site access and protection requirements	Elevator and dock bookings, COI, parking plan
Four	Order supplies and publish label plan	Color zone map, label packs, packing assignments
Three	Finalize IT scope and timing	Rack move plan, desk tech counts, test plan
Two	Confirm crew size and truck count	Updated quote and schedule holds
One	Freeze counts and issue move day brief	Contact list, sequence by zone, emergency plan
Move week	Track actuals daily	Daily log, change log, photos of protection and routes
Week after	Close punch and reconcile invoices	Final checklist, receipts for e waste and donation

Labeling and packing rules that protect your budget

Use one color per zone and code every desk with the new location
Place the same code on boxes, chairs, screens, CPUs, and pedestals
Pack heavy items in small boxes and light items in larger boxes
Keep cables in a zip bag inside the top desk drawer
Take photos of any custom desk setups for exact rebuild

For training and supply lists, see

Office Packing and Labeling

IT cutover without costly downtime

Back up key systems before any disconnect. Confirm power, network, and cooling at the new site. Stage racks in order and route power first. Use a device list to verify every serial number that leaves the old site arrives at the new site. Schedule a smoke test that includes internet, drives, printers, and conference rooms. For scope details visit

IT Disconnect and Reconnect.

Building protection and access

Protect floors with runners, cover corners, and pad door frames. Share a contact list that includes security, property management, your team leads, and the move supervisor. Reserve parking and stage near the elevator. See

Building Protection and COI

for documents and coverage.

Decommission and documentation

Remove remaining items, patch small holes, and leave the space broom clean. Provide receipts for e waste and donation so your team can record environmental benefits. Review the

EPA guide

on electronics donation and recycling to confirm compliant handling.

How Business Moving Group helps your budget

Planning and project control from first call to final sign off

Protected routes and building coordination that keep property managers happy

Professional packing support and a clear label system

IT handling and desk tech reconnect that shortens downtime

Furniture deinstall and reinstall with same day punch close

Decommission, donation, and e waste with documented chain of custody

Final checklist before you publish your budget

Quotes attached and counts confirmed
Access windows booked and COI issued
Supplies ordered and labels ready
IT sequence locked and backups complete
Crew size confirmed and trucks reserved
Contingency set at ten percent

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Office Move Budget Template

Office Move Budget Template

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