Commercial Moving Checklist
Introduction
Time is money, and nowhere is this more true than in a business relocation. Unlike a residential move, a commercial move involves IT infrastructure, employee workstations, and client data security. A disorganized office move can paralyze your operations for days. This commercial moving checklist is designed to keep your Ottawa business productive and compliant throughout the transition.
Main Sections
6 Months Out: The Lease and the Team
- Review Your Lease: Check your exit clauses. In Ottawa commercial real estate, restoration clauses ("make good" provisions) often require you to remove all partitions and paint before leaving.
- Appoint a Move Manager: Designate one internal leader to coordinate. This person is the single point of contact for the movers and employees.
- Set the Budget: Factor in IT disconnection/reconnection fees, new furniture procurement, and downtime costs.
3 Months Out: Logistics and IT
- Audit Your Tech: This is the best time to upgrade servers or switch to VoIP. Map out where every printer, router, and CAT6 cable will go in the new floor plan.
- Notify Vendors: Tell your internet provider (Bell/Rogers/Beanfield) now. Business fiber installation in Ottawa can take 60–90 days. You do not want to open without internet.
- Hire Commercial Movers: Do not use residential movers. You need specialists with experience in dismantling cubicles, moving heavy photocopiers, and handling sensitive files.
1 Month Out: Communication
- Notify Clients: Send an email blast and update your website footer, Google My Business, and email signatures with the new address and move date.
- Employee Instructions: distribute a "packing guide" to staff. They should pack their personal desk items; movers will handle the monitors and files.
- Secure the Building: Book the loading dock at both the current and new locations. In downtown Ottawa towers (e.g., Constitution Square), this might require security clearance for the crew.
The Week Of: Labeling and Protection
- The Coding System: Every box and piece of furniture must have a label. Use a color-coded system (e.g., Blue = Sales Dept, Red = HR).
- Data Backup: Perform a full server backup to the cloud or an off-site drive. Never transport the only copy of your data on a physical truck.
- Key Card Collection: Collect old fobs and distribute new ones.
Local Expertise Section
Why This Matters for Ottawa Businesses
Ottawa's business districts have distinct access rules. In the ByWard Market, delivery trucks often have restricted hours (no stopping during peak pedestrian times). In Kanata Tech Park, moving sensitive R&D equipment might require non-disclosure agreements (NDAs) from the moving crew. Ensure your mover is comfortable signing these. Additionally, check if your new building is LEED certified; they may strictly require you to recycle all moving waste (cardboard/plastic).
To dive deeper into the step-by-step execution, read our office relocation in Ottawa guide. Losing operational hours costs money, so follow our strategies for minimizing downtime. If your move involves employees relocating for the job, share our moving for work guide with them.
FAQ
Q: Can we move on a weekend?
A: Yes, commercial moves are almost always done on weekends or overnight to avoid disrupting business hours. Expect to pay overtime rates, but it is cheaper than lost revenue.
Q: Do movers disassemble cubicles?
A: Yes, commercial movers have "installers" who specialize in brands like Herman Miller or Steelcase. Mention your brand during the quote.
Q: How do we move confidential files?
A: Use plastic rental crates (e-crates) that can be zip-tied shut for security. For extremely sensitive data, hire a secure transport service.
Q: What about the photocopier?
A: Most leased copiers (Canon, Xerox) must be moved by the leasing company, not your movers, to maintain the warranty. Check your lease.
Q: Do I need insurance?
A: Absolutely. Your building management will demand a Certificate of Insurance (COI) with specific liability limits (usually $2M–$5M).
A successful commercial move goes unnoticed by your customers. By following this commercial moving checklist, you ensure that on Monday morning, the phones work, the coffee is brewing, and your team is ready to work. Contact UpMove to find verified commercial movers in Ottawa who understand the stakes of your business continuity.
