Are you planning to move your business? Maybe your business is growing and you’ve found a bigger, better space. Maybe most of your workforce has moved remote and you’re downsizing. Or maybe you’ve decided to relocate.
Whatever the reason, there are some easy steps you can take to make sure your business’s move happens as quickly, efficiently, and stress-free as possible. Read on to learn some of the basic steps, plus how ANC Movers can help.
“How is moving an office different than moving into a new apartment?”
This is a common question.
One big difference is that many businesses lease equipment (like printers). Often, business owners will be required to have that equipment moved by the leasing company instead of a commercial mover. Additionally, if a business is moving into a leased space, their new landlord will likely require a copy of the movers’ insurance.
Keep these details in mind when planning your commercial move!
1. Notify the proper authorities and your registered agent of your move
Before you pack a single box, it’s important to notify your local, state, and federal authorities of your move. You will need to fill out a change of address form with the IRS. Your state may require you to file a new business license and/or an information change form.
You should also plan to alert your registered agent of the move, and amend your business’s Articles of Incorporation or Articles of Organization to reflect your new address.
2. Make a moving plan
Once you’ve sorted out the important legal tasks required, you can sit down and start planning the nuts and bolts of moving your business.
Here are a few questions to help you get started with your plan:
Team
- Which team members should be involved?
- Who will be in charge of organizing everything that needs to be moved?
- Who will be in charge of coordinating the move?
- Who will be in charge of selling/donating unwanted items?
- Who will be in charge of the physical move?
Inventory
- How much stuff needs to be moved?
- What do you have currently that you don’t want to take with you? (Is it really worth it to move your fax machine from the ’90s to your new building?)
- What can you sell? What can you donate?
- Do you have any large/difficult to move items that will require special attention?
The move
- How much overlap do you have between move out and move in? Will you need temporary storage?
- Will you move during the week, or on a weekend?
- How will you set up your internet and phone line between the move?
This is your chance to be as strategic, detailed, and methodical as possible to help avoid stress during the move.
3. Make an inventory spreadsheet
Now that you know what needs to be moved, create a spreadsheet that lists everything out. This will help you keep organized and get a clear idea of the different packing materials you’ll need. Plus, if you’re working with a moving company, an inventory will help them determine the size of the moving truck you’ll need, and the estimated cost for the move.
Last but not least, when it comes time to pack, assign boxes with label numbers and note these on your moving inventory. This will save you a lot of time when searching for important items following your move.
4. Create a moving timeline and schedule
Packing up and moving is stressful, and starting the process without a detailed schedule can cause a lot of unwanted tension and distraction for your team. No one wants the last-minute scramble to pack up that forgotten cabinet’s contents, right?
When creating your schedule, be sure to take into account how many days you have to pack before your move, as well as how much overlap you’ll have between locations. This can help you determine how aggressive your moving schedule needs to be.
5. Choose a moving company and reach out to them in advance
Working with an experienced commercial moving company can help make even the most complicated moves easier and more efficient. Trained and licensed movers like our team here at ANC Movers can help you:
- Pack, unpack, and move your office inventory
- Safely move difficult or delicate items like computer monitors, industrial equipment, office furniture, and more
- Temporarily store items as needed
Contact us today to schedule your move, or learn more about how we can help!
6. Keep good records to help deduct moving expenses on your taxes
Did you know that as a business owner, you can deduct certain moving expenses on your taxes? Check with your tax advisor before your move to see what may be deductible, plus the best way to keep records of these items. Common tax-deductible moving expenses include costs incurred for moving your business’s:
- Inventory
- Equipment
- Supplies
Additionally, companies that choose to hire a business certified as minority-owned may qualify for a tax break. ANC Movers is proud to be the only Black minority-owned moving company in Washington!
7. Pack in advance as much as you can
Packing for a move is always an interesting balancing act of packing your items at just the right time. When you move your home, you wouldn’t want to pack up so much that you no longer have access to silverware, or a clean outfit the day before your move, right? The same applies to your business. Determining what essential items will be left until the very last minute is key to keeping your business and employees functioning smoothly.
That’s where your moving timeline comes in — detailing when to pack up what items, plus how to label them to easily find them in your inventory will help ensure the least amount of interruption possible.
It’s also good to have a variety of moving supplies on hand to avoid unnecessary trips back to the store, or improper packing. We always recommend starting with a variety of different sized boxes, packing tape, and bubble wrap for delicate items. Keep in mind that computers and computer monitors are best packed individually and with extra padding.
8. Alert your customers and the public in advance
Your customers should know that you’re moving and what address they can reach you at in the future. Put up signage alerting the public of your move in advance, email change-of-address notifications to your customers, and plan to post on your website and social media a notice of the move.
Additionally, make sure to notify the U.S. Postal Service of your move and set up mail forwarding to your new location.
9. Make a plan for moving day
Your moving day is almost here! At this point, you should already have a basic plan in place, but don’t forget to create a more detailed plan for the actual day of. Consider these questions:
- If you’re moving during the week, who will manage the phones/email to make sure nothing important is missed?
- If you are moving on a weekend, do you have access to your new location?
- Have you confirmed your internet and phone lines will be up and running on your first day at your new location?
Moving takes a lot of planning, but knowing these details beforehand will help ensure a straightforward process for you and your staff.
Ready to get started? ANC Movers is here to help
Our trained and experienced team of movers understands the need to move a business quickly and efficiently. We’ve been helping commercial businesses move since 1998 and can assist with moves through Washington, Oregon, or the U.S.
Contact us today with any questions, or to get your free commercial business moving quote!
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