Every business that has moved offices has a story about something that did not go as planned. The IT vendor showed up two hours late. The elevator reservation was for the wrong building. The new office had no internet on day one. The furniture arrived before the network closet was ready. These problems are not random. They are the predictable result of a timeline that was not followed, a handoff that was not made, or a vendor that was not confirmed. Understanding what a commercial move looks like week by week is the most effective way to prevent those problems. This timeline covers the full arc of a commercial relocation, from the moment you sign a moving contract through your first week in the new space. It is written for office managers, operations leaders, and business owners on the Eastside who are managing a move and want to know what to expect at every stage.
The Commercial Moving Timeline at a Glance
A commercial move is not a single event. It is a project with a beginning, a middle, and an end, each of which requires different types of attention and different decisions. The timeline below assumes a mid-size office of 20 to 100 employees moving within the Eastside. Larger offices or moves with complex IT infrastructure may require additional lead time at each phase. The timeline is organized into five phases: pre-contract (before you hire a mover), post-contract planning (weeks 8 to 5 before the move), final preparation (weeks 4 to 2 before the move), move week, and post-move. Each phase has specific deliverables that must be completed before the next phase begins. Skipping steps in an earlier phase creates problems in a later one. The most important thing to understand about a commercial moving timeline is that the critical path runs through IT and building logistics, not through the physical move itself. A commercial mover can load and unload an office in a single day. Getting the network operational at the new location can take 30 to 60 days if fiber installation is required. The physical move is the shortest phase of the project. The preparation is what takes time.
Phase 1: Pre-Contract (12 to 8 Weeks Before the Move)
The pre-contract phase begins the moment you know you are moving. For most businesses, this is when a new lease is signed or when a lease renewal is declined. The work in this phase is about defining the scope of the move and selecting the right vendors. Start by conducting a complete inventory of your current office. Document every piece of furniture, every workstation, every server, every printer, and every piece of specialized equipment. This inventory serves two purposes: it gives commercial moving companies the information they need to provide accurate quotes, and it forces the decision about what moves versus what gets replaced or disposed of. Office moves are an opportunity to shed equipment that is past its useful life. Making those decisions before the move is easier and cheaper than making them on move day. Request quotes from at least two commercial moving companies. A reputable commercial mover will conduct a walkthrough of your current office before providing a quote. Be skeptical of quotes provided without a walkthrough. The quote should specify whether it is binding or non-binding, what is included (packing, disassembly, reassembly, IT equipment handling), and what the payment terms are. Our commercial moving services on the Eastside include a pre-move walkthrough and a written binding estimate for every relocation. Engage your IT vendor or internal IT team at this stage. The IT transition is the longest-lead component of a commercial move. Fiber internet installation at the new location can take 30 to 60 days. If your new space requires structured cabling, that installation needs to be scheduled during the tenant improvement period, before you move in. Starting the IT planning at the 12-week mark gives you the buffer to handle delays without affecting the move date.
Phase 2: Post-Contract Planning (8 to 5 Weeks Before the Move)
Once you have signed a contract with a commercial moving company, the planning becomes more specific. The post-contract planning phase is where the master timeline is built, responsibilities are assigned, and all vendors are confirmed. The first task after signing is to assign a move coordinator. This is the single person who owns the project. The move coordinator manages vendor relationships, runs the weekly status meetings, communicates with employees, and makes decisions when issues arise. For a move of 20 to 100 employees, this role requires roughly 20 percent of a person's time for the duration of the planning period. For a move of 100 or more employees, it is closer to full-time. At the 8-week mark, contact building management at both your current and new locations. Reserve the freight elevator for move day. Confirm loading dock availability and any restrictions on move hours. Many commercial buildings in Bellevue, Redmond, and Kirkland have specific rules about when moves can occur (often only on weekends or after business hours), what size trucks can access the loading dock, and whether a certificate of insurance is required from the moving company. Discovering these requirements at the 8-week mark gives you time to address them. Discovering them at the 2-week mark creates a crisis. Finalize the floor plan for the new space. Every workstation, conference room, storage area, and common space should be mapped before the move. The floor plan is the reference document that the moving crew uses to place furniture and equipment at the new location. A finalized floor plan at this stage also allows the IT team to plan the network drops, power outlets, and cable routing for each workstation. Begin employee communication. The 8-week mark is the right time for the first detailed employee communication about the move. This communication should include the move date, the new address, a preliminary floor plan, and information about parking and commute options at the new location. Employees who have adequate notice can adjust their childcare arrangements, update their commute plans, and mentally prepare for the change. Employees who receive two weeks notice are more likely to be resistant and less productive during the transition.
Phase 3: Final Preparation (4 to 2 Weeks Before the Move)
The final preparation phase is where the planning becomes execution. All major decisions should already be made. This phase is about confirming, communicating, and beginning the physical preparation. At the 4-week mark, confirm all vendor bookings. Call your commercial moving company, your IT vendor, your furniture delivery vendor, and building management at both locations. Confirm the move date, the start time, the scope of work, and any special requirements. A confirmation call at 4 weeks gives you time to resolve any scheduling conflicts before they become problems. Begin packing non-essential items. Conference room supplies, archival files, storage room contents, and any items that are not needed for daily operations can be packed 3 to 4 weeks before the move. This reduces the volume of work on move day and gives employees a visible signal that the move is real and imminent. Provide employees with packing supplies and clear instructions about what to pack, how to label boxes, and where to stage packed boxes for the moving crew. At the 2-week mark, send a final all-hands communication to employees. This communication should include the move day schedule, instructions for what employees should do with their personal items, the first-day logistics at the new office (parking, building access, where to go), and a point of contact for questions. Employees who know exactly what to expect on move day are more cooperative and less anxious than those who are uncertain. The IT team should begin pre-staging work at the new location during this phase. Network equipment installation, cable routing, and any structured cabling work should be completed before move day. The goal is to have the network infrastructure ready to receive equipment on move day, so that servers and workstations can be connected and tested as soon as they arrive. For a detailed breakdown of what the IT transition involves at each stage, see our planning guide for office moves.
Phase 4: Move Week
Move week is the most visible and most stressful part of the commercial moving timeline. It is also the phase where the quality of the preceding preparation becomes apparent. A well-prepared move week feels organized and controlled. A poorly prepared one feels like a series of crises. The week before the move, complete all remaining packing. Every item that is not needed for daily operations should be packed and labeled. The labeling system should be consistent: each box and piece of furniture should be labeled with the destination room or workstation number at the new office, using the floor plan as the reference. A consistent labeling system is the single most important factor in efficient unloading at the new location. On the day before the move, the move coordinator should conduct a final walkthrough of both buildings. At the current office: confirm that all items are packed and labeled, that the freight elevator is reserved, and that building management has been notified of the move schedule. At the new office: confirm that the freight elevator is reserved, that the loading dock is clear, that the IT infrastructure is ready, and that the floor plan is posted in each area for the moving crew's reference. On move day, the move coordinator or a designated representative should be present at both locations. The representative at the current office ensures that every item is loaded and that the space is left in the condition required by the lease. The representative at the new office guides the moving crew through the floor plan and handles any questions about item placement. Our office moving team provides a dedicated project manager for every commercial relocation who coordinates directly with your team throughout move day. The IT team should be on-site at the new location from the moment the first equipment arrives. Servers, network switches, and workstations should be connected and tested as they are unloaded, rather than waiting until everything is in place. This parallel approach means that when the last item is unloaded, the network is already operational for most workstations. After the last item is unloaded from the old office, the move coordinator should conduct a final walkthrough to confirm that nothing has been left behind and that the space is in the condition required by the lease. Photograph the space before leaving. If there are any pre-existing damages that could be disputed during the lease-end reconciliation, having photographic documentation protects the business.
Phase 5: Post-Move (Week 1 and Beyond)
The commercial moving timeline does not end when the last box is unloaded. The post-move phase is where the new office becomes operational and where any issues from the move are resolved. The first day at the new office is a test of the IT preparation. Employees should be able to sit at their workstations, connect to the network, access their files, and make phone calls. If the IT pre-staging was done correctly, this should work for the majority of employees from the first hour. The IT team should be on-site or on call for the entire first day to resolve any connectivity issues quickly. A first day where employees cannot work because of technology problems sets a negative tone for the new office that can take weeks to overcome. During the first week, collect feedback from employees about the new space. What is working well? What is not working? Are there items that were placed incorrectly that need to be moved? Are there missing supplies or equipment? Acting on this feedback quickly signals that the move was managed thoughtfully and that employee experience in the new space matters. Update your business address everywhere it appears: your Google Business Profile, your website, your email signatures, your business cards, your letterhead, your bank accounts, your insurance policies, and any professional licenses or registrations. Some agencies require written notice with a processing period. The address update process takes longer than most businesses expect. Start it on move day, not after you have settled in. Resolve any outstanding items from the move within the first two weeks. Boxes that were not unpacked, furniture that was placed incorrectly, and missing items should all be addressed before they become permanent fixtures of the new office. The longer these items remain unresolved, the more they contribute to a sense that the new office is incomplete and that the move was not fully managed.
Common Timeline Failures and How to Avoid Them
Most commercial move problems are predictable. They occur at the same points in the timeline and for the same reasons. Understanding where the common failure points are allows a move coordinator to apply extra attention at the right moments. The most common failure is starting the IT planning too late. Fiber internet installation, structured cabling, and network equipment configuration all have long lead times. If the IT planning does not begin at the 12-week mark, the business will likely arrive at the new office without reliable internet service. This is the single most disruptive outcome of a commercial move and the most preventable. The second most common failure is inadequate building logistics planning. Commercial buildings in Bellevue, Redmond, and Kirkland have specific requirements for moves: freight elevator reservations, loading dock access windows, certificate of insurance requirements, and move-hour restrictions. Discovering these requirements at the 2-week mark, rather than the 8-week mark, creates scheduling conflicts that are difficult to resolve without paying premium rates or rescheduling the move. The third most common failure is insufficient employee communication. Employees who do not know what to expect on move day are more likely to leave personal items unpacked, to arrive at the wrong location, or to be unproductive during the transition. The solution is more communication, earlier. Three to four all-hands communications over the course of the planning period, each with increasing specificity, is the right cadence for a move of 20 to 100 employees. The fourth failure is treating the move as a one-day event rather than a project. The physical move is one day. The project is 12 weeks. Businesses that assign the move to an already-overloaded employee and expect it to manage itself will experience the consequences of that decision on move day and in the weeks that follow.
What to Ask Your Commercial Moving Company
Selecting the right commercial moving company is one of the most consequential decisions in the commercial moving timeline. The right mover makes the physical move the least stressful part of the project. The wrong mover creates problems that no amount of planning can prevent. Before signing a contract with a commercial moving company, ask these questions. How many commercial moves of similar size have you completed in the past year? Can you provide references from recent commercial clients in the Eastside area? Do you use your own employees or subcontractors? What is included in the quote, and what is not? Is the estimate binding or non-binding? What is your claims process if something is damaged? Do you carry commercial liability insurance and workers compensation? What is your cancellation and rescheduling policy? A reputable commercial moving company will answer all of these questions directly and provide documentation on request. A company that is evasive about its licensing, insurance, or claims process is a company that should not be trusted with a commercial relocation. On the Eastside, commercial moves require movers who are familiar with the specific building requirements in Bellevue, Redmond, and Kirkland. Building management at Class A office towers in Bellevue, for example, has specific protocols for freight elevator access, loading dock use, and move-hour restrictions that differ from the requirements at suburban office parks in Redmond or Kirkland. A mover with Eastside experience knows these protocols and can navigate them without creating delays.
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Frequently Asked Questions
How long does a commercial move take from start to finish?
For a mid-size office of 20 to 100 employees, the full commercial moving timeline from initial planning to move day is 8 to 12 weeks. The physical move itself, meaning the loading and unloading of furniture and equipment, typically takes one to two days depending on office size and complexity. The post-move period, during which the office becomes fully operational and outstanding items are resolved, takes another one to two weeks. The most common mistake is conflating the physical move duration with the project duration. The project is 8 to 12 weeks. The physical move is one to two days.
When should we book a commercial moving company?
Book your commercial moving company at least 6 to 8 weeks before your target move date. Reputable commercial movers on the Eastside book out quickly, particularly for weekend moves, which are the preferred choice for businesses that cannot afford weekday downtime. If your move date is during peak season (May through September), book 8 to 10 weeks in advance. Waiting until 2 to 3 weeks before the move date limits your options to less experienced or less reputable companies.
What is the most important thing to do first when planning a commercial move?
Start the IT planning immediately. Fiber internet installation at a new location can take 30 to 60 days. Structured cabling installation, if required, needs to be scheduled during the tenant improvement period before you move in. If the IT planning does not begin at the 12-week mark, the business risks arriving at the new office without reliable internet service. Every other aspect of the commercial moving timeline can be compressed or adjusted. The IT lead time cannot.
Should we move on a weekend or during the week?
Weekend moves are almost always the better choice for businesses that cannot afford operational downtime. A Friday evening through Sunday move allows the IT team to have the network operational before employees arrive Monday morning, minimizes client-facing disruption, and avoids the productivity loss of employees watching movers work around them. The premium for weekend commercial moving is typically 15 to 25 percent over weekday rates, which is almost always justified when weighed against the cost of a full day of lost productivity for 20 to 100 employees.
How do we handle the address change after the move?
Begin the address update process on move day, not after you have settled in. Update your Google Business Profile, website, email signatures, business cards, letterhead, bank accounts, insurance policies, and any professional licenses or registrations. Some government agencies require written notice with a processing period of several weeks. The full address update process typically takes two to four weeks to complete across all channels. Clients who discover your address has changed because their mail was returned or their GPS took them to the old location have a poor experience that reflects on your business.
What should we do if the move runs longer than expected?
Build contingency time into the move day schedule. For a mid-size office, plan for the move to take 20 to 30 percent longer than the moving company's estimate. If the move finishes early, the extra time is a bonus. If it runs long, the contingency prevents the schedule from collapsing. Common causes of move day delays include elevator access conflicts, parking restrictions, items that were not packed or labeled, and IT equipment that requires more time to disconnect than anticipated. A move coordinator who has confirmed all logistics in advance and has a contingency plan for common delays will handle these situations without significant impact to the overall schedule.
Jason founded On The Go Moving & Storage in Redmond, WA in 2009 and has personally overseen more than 25,000 moves across Greater Seattle. He holds a Washington State Household Goods Mover license (HG-064180) and writes from direct, hands-on experience in the moving industry.
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