Budgeting for an Office Move

Budgeting for an Office Move

Moving offices is a big deal. It’s exciting, a bit stressful, and—let’s be honest—can get pricey if you don’t plan ahead. A solid budget helps keep things on track and avoids those nasty surprise costs. Here’s how to budget for your office move in 2025.

1. Assess Your Current Situation

First things first, check your existing lease. Are there any charges you’ll incur at the end of your term? What’s the notice period? Knowing this upfront will help you plan your finances and timeline properly.

2. Create a Comprehensive Moving Budget

A detailed budget keeps everything under control. Make sure to consider:

• Moving Services: Professional movers, or if you’re going to do it all yourselves then you’ll need packing materials and transport
• Office Fit-Out: Think furniture, equipment, décor, dog bowls—the works. If you’re moving to a flexible office some of these things may be included in your space, make sure to double check
• IT: Setting up networks, servers, and all the tech essentials. Again, check with your new office provider as some will have this all set up and ready to go so you may not need this on your list!
• Legal & Admin Fees: Costs for legal advice, permits, and insurance
• Contingency Fund: Set aside a healthy contingency budget for unexpected costs (because there will be some)

Allocating funds for each category gives you a clear roadmap for your move.

3. Compare Office Space Options

Picking the right office isn’t just about location—it’s about cost-effectiveness too. Here’s a quick comparison:

• Flexible Offices: These include utilities, maintenance, and amenities all wrapped into in one price, shorter terms mean they are more flexible. Find out more about in our “What is a Serviced Office?” article
• Traditional Leases: More control over the space, slightly cheaper per sq ft but higher upfront costs for fit-out, longer lease commitments and more admin.

Work out which option suits your business best and crunch the numbers before making a decision.

4. Plan the Logistics

A well-organised move is a smooth move. Here’s what to plan:

• Timeline: Set key dates to minimise business disruption
• Inventory: Decide what’s coming with you, what’s being sold, and what’s being recycled
• Vendors: Research and hire movers, IT specialists, and interior designers if you’re going to add some pizazz to your new home
• Removalists: Find removalists that fit your budget, have the expertise and run in your area

Here are some recommended removalists:

Santa Fe Relocation – Over 60 years of experience in corporate moves, including international moves for businesses.

Crown Workspace – Specialists in office relocations with a focus on sustainability and business storage solutions.

The London Moving Company – Experts in corporate moves, and customised office moving plans, including packing, permits, and insurance.

Anthony Ward Thomas Removals – High-end moving services, known for meticulous handling and premium clientele.

AnyVan – Flexible and budget-friendly office moving solutions.

All Movers – Customer-focused removals with attention to detail.

The more organised you are, the fewer headaches (and costs) you’ll have later.

5. Keep Everyone in the Loop

Moving isn’t just about shifting desks—it affects people. Make sure to:

• Inform Employees: Let your team know the move dates and what to expect.
• Update Clients & Suppliers: Keep them in the loop about your new address and any potential disruptions.

Good communication ensures a smooth transition and happy stakeholders.

6. Track and Adjust Your Budget

Once the move is in motion, keep a close eye on spending:

• Track Expenses: Regularly check actual costs against your budget.
• Adjust as Needed: Move funds around if some areas go over budget (or if you score some savings!).

Staying on top of your budget prevents last-minute financial stress.

Frequently Asked Questions

How far in advance should I start planning my office move?

This depends on the size of your business and how much you need to move; for small businesses, you shouldn’t need more than 4-8 weeks, for larger organisations, we’d suggest 6  months ahead to ensure everything runs smoothly.

What hidden costs should I watch out for?

Common hidden costs include IT setup (unless you move to a space run by a flexible office provider where this is included), downtime during the move, and overlapping lease payments.

Are flexible offices more expensive than traditional leases?

Not necessarily; while the per-square-foot cost might seem higher, serviced or flexible offices often include utilities, maintenance, and amenities, which can save you money overall.

How can I minimise downtime during the move?

Move during off-peak hours, set up IT quickly, if possible have teams work from home or at rent day offices during the move days and communicate clearly with staff to keep disruption to a minimum. If you’ve got the budget to do so, getting set up before you leave your old space allows for basically no down time at allWhat should be included in a moving budget?

Your budget should cover moving services, office fit-out, IT setup, legal fees, moving days temporary set up (if necessary) and a contingency fund for unexpected expenses.

A well-planned budget makes for a stress-free move. With the right prep, your office transition will be smooth, efficient, and set your business up for success in its new home!

Curious about flexible offices? Take a look at our article on What is a Serviced Office.

Want to take a peak into one of our sites? Get in contact here!

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