Updated: October 2026Editorial team: Umzugsexpress GmbHTeam: 17 years in moving and clearance
A business move affects staff, customers, IT and authorities at the same time. This checklist helps you forget nothing.
In short
Plan an office move three to six months ahead: appoint a project lead, draw up a floor plan, involve IT early, inform staff and prepare the address change with the commercial register, VAT and customers. The move itself usually takes place at the weekend.
Three to six months before
- Appoint a project lead
- Draw up a floor plan of the new space and assign workstations
- Get quotes and choose a moving company
- Involve your IT partner and phone provider early
Four to six weeks before
- Inform staff and distribute packing instructions
- Sort the archive and have files destroyed in compliance with data protection
- Define a labelling system based on the floor plan
- Clarify access, goods lift and parking at both locations
Address change with authorities
If the company moves its registered office, the new address must be entered in the commercial register. Also inform the Federal Tax Administration (VAT), insurers, banks and Swiss Post.
External communication
- Update the website, Google Business Profile and directories
- Inform customers and suppliers
- Update letterhead, signatures and invoice templates
Who does what?
| Phase | Task | Responsible |
|---|---|---|
| Planning | Floor plan, budget, quotes | Project lead |
| IT | Network, servers, telephony at the new site | IT partner |
| Packing | Workstations according to the label system | Staff with instructions |
| Move | Transport, assembly, placement | Moving company |
| Handover | Clearing and cleaning the old space | Moving company / cleaning |
| Communication | Customers, suppliers, authorities | Management |
The first days at the new site
- Check workstations against the plan, report missing boxes
- Test printers, Wi-Fi and telephony
- Communicate escape routes and fire safety
- Hand over the old space as per the lease
Sample schedule for the moving weekend
This is how a typical office move works when work is to resume on Monday:
| When | What happens |
|---|---|
| Friday, midday | Staff finish packing their workstations and label everything according to the floor plan |
| Friday, from 5 pm | IT shuts down systems; the moving crew dismantles and starts transporting |
| Saturday | Transport and assembly of workstations according to the floor plan |
| Sunday | IT brings network and servers online; workstations are tested |
| Monday, 8 am | Work resumes; a contact person from the moving crew is available for follow-up |
Frequently asked questions
Who packs the workstations?
Usually the staff themselves – after short instructions and with labels according to the floor plan. The moving crew packs the archive, library, storage and shared rooms.
How long does an office move take?
Small offices usually move in one evening or weekend. Larger companies plan in stages so that departments can keep working.
What happens to old files?
We destroy files and data carriers in compliance with data protection, with a report: Business clearance.
Related services
- Office relocation – Offices and shops moved over the weekend – back in business on Monday.
- Business clearance – Shop, warehouse, workshop and commercial space – also evenings or weekends.
- Business warehousing – Larger spaces for goods, archives and furniture.