1. Set the scope and decision owners
Appoint one move coordinator and a decision maker for each area, including IT and building access. Agree the destination layout and what is moving, staying or being handled separately.
- Record the target move window and business restart time
- Prepare an inventory by room or team
- Identify specialist items and responsible suppliers
- Agree who can approve a quotation or change to scope
2. Prepare a comparable quotation brief
Give each prospective provider the same inventory and access details. Resolve unknowns through a survey and ask for a written description of what the price includes.
- Floors, stairs, lifts, loading bays and parking at both sites
- Packing, crates, furniture assembly and crew requirements
- Phased, weekend or overnight timing
- Waiting, extra journeys, exclusions and payment terms
3. Prepare people, premises and equipment
Share the confirmed plan with staff and site contacts. Agree equipment handover with your IT team and label items to match the destination layout. Keep essential documents and access information with the authorised people.
- Confirm access permissions, lift bookings and key holders
- Label boxes and furniture by destination area
- Confirm who disconnects and reconnects equipment
- Nominate a contact for delays and unexpected issues
4. Check completion and close the record
Walk through the agreed scope with the provider and note outstanding items before confirming completion. Have the relevant team check equipment and working areas, then retain the quotation, approved changes and evidence together.
- Compare delivered items with the inventory
- Record outstanding work or reported damage promptly
- Confirm that the agreed handover is complete
- Retain transport and commercial records for your business