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 sbusinessmoving.com/it-moving-relocationcreens |
| 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
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Use one color per zone and code every desk with the new location
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Place the same code on boxes, chairs, screens, CPUs, and pedestals
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Pack heavy items in small boxes and light items in larger boxes
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Keep cables in a zip bag inside the top desk drawer
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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
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Quotes attached and counts confirmed
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Access windows booked and COI issued
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Supplies ordered and labels ready
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IT sequence locked and backups complete
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Crew size confirmed and trucks reserved
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Contingency set at ten percent
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