A business relocation is one of the most impactful projects an organisation can undertake. It literally touches every part of your business: from daily work processes to IT infrastructure, from employee wellbeing to client communication. Yet in practice, relocations are often underestimated, resulting in delays, cost overruns, and operational disruptions. This step-by-step plan helps you approach the move in a structured and efficient manner.
Why a step-by-step plan is essential
Research shows that business relocations on average turn out 15 to 25% more expensive than budgeted and take 2 to 4 weeks longer than planned. The main causes: insufficient preparation, late decision-making, and underestimation of complexity. A structured step-by-step plan minimises these risks.
The average cost of a business relocation for an office of 500 m2 with 50 employees in 2026 ranges between EUR 75,000 and EUR 250,000, depending on the distance, the fit-out level of the new space, and the extent to which existing furniture is reused. The largest cost items are typically:
- Fit-out of new space: 40-60% of the total budget
- ICT migration and installation: 15-25% of the total budget
- Physical move: 10-15% of the total budget
- Other costs: Address changes, temporary storage, double rent, contingency — 10-20%
Start planning your business relocation at least 12 months in advance. The larger the organisation, the more time you need.
Phase 1: Preparation (12-18 months before move)
The preparation phase lays the foundation for a successful move. In this phase, you take the strategic decisions that determine the rest of the process.
Assemble a project team
Appoint a relocation coordinator to lead the project and designate representatives from key departments: IT, Facilities, HR, Finance, and the board. For larger organisations (100+ employees), it is advisable to hire an external project manager with experience in business relocations.
Define your accommodation requirements
Prepare a detailed requirements document:
- How many workstations do you need (now and in 3-5 years)?
- Which workplace concept suits your organisation (open, closed, hybrid)?
- Which specific spaces are needed (meeting rooms, quiet rooms, reception areas, server rooms)?
- What technical requirements exist (power capacity, climate control, security)?
- What is the available budget?
Terminate your current lease in time
Check the notice period in your current lease and ensure you terminate on time and in the correct manner. For this, read our detailed article on terminating a commercial lease.
Phase 2: Location selection and contract phase (9-12 months)
With the requirements document in hand, you start searching for the right location. This is a critical phase that should not be rushed.
Search and compare locations
Begin with a broad orientation and then narrow down to a shortlist of 3-5 locations. Consider the following during selection:
- Accessibility for employees (commute time, public transport connections, parking)
- Representativeness and appearance of the building
- Flexibility of the floor plan
- Technical condition and energy label
- Rent and total occupancy costs
Use a structured checklist for each viewing. Our viewing checklist with 15 checkpoints is an excellent tool for this purpose.
Negotiate the lease
After choosing a location, contract negotiations begin. Pay particular attention to:
- Rent-free periods as compensation for fit-out costs
- Break options for flexibility
- The delivery level and any renovation allowances
- Agreements on parking spaces and service charges
- Escalation clauses and indexation formulae
Phase 3: Design and fit-out (6-9 months)
Once the lease is signed, the fit-out planning begins in earnest. This is often the most time-consuming phase.
Design the workplace environment
Engage an interior architect or workplace consultant to develop a fit-out plan. Involve employees in the design process — they know best what they need for their daily work. Focus on:
- The balance between individual workstations, meeting rooms, and informal meeting spaces
- Acoustics and privacy
- Daylight and sight lines
- Furniture ergonomics
- Branding and identity in the interior
Plan the ICT migration
ICT migration is often the most critical component of the move. Start planning early:
- Inventory all ICT systems and equipment
- Check the internet connection at the new location (fibre optic, bandwidth, redundancy)
- Plan the migration of servers, telephony, and network equipment
- Coordinate with telecom providers for the transfer of lines and numbers
- Test the new ICT environment well before the move date
Phase 4: Operational preparation (3-6 months)
In this phase, all operational aspects of the move are prepared.
Communication to employees
Transparent communication is essential to build support and prevent unrest. Inform employees about:
- The reason for the move and the benefits of the new location
- The timeline and what is expected of them
- Changes in commute times and any compensation arrangements
- The new workplace concept and design choices
- The move date and any work-from-home days during the move
Address changes and suppliers
Create a complete list of all parties you need to inform about the address change:
- Chamber of Commerce (KvK)
- Tax authorities
- Bank and insurers
- Clients and suppliers
- Subscriptions and service providers (cleaning, catering, security)
- Website, stationery, business cards, and other printed materials
- Google My Business and online directories
Select a moving company
Request at least three quotes from specialist office movers. Look for experience with office relocations, insurance coverage, availability on your preferred date, and references. Schedule a pre-inspection so the moving company can assess the scope and specifics of the move.
Do not underestimate the operational impact of a business relocation. Count on 1-2 weeks of reduced productivity around the move date.
Phase 5: The move itself (final month)
The final month before the move is all about executing the plan.
Two weeks before the move:
- Final labelling of all boxes, furniture, and equipment with destination in the new location
- Complete final IT back-ups
- Communicate to clients about any accessibility issues
- Arrange key handover and access passes for the new location
Moving week:
- Day 1-2: Migrate ICT infrastructure (preferably over the weekend)
- Day 2-3: Move furniture and boxes
- Day 3-4: Unpack, install, and test
- Day 5: Hand over old location (cleaning, final inspection, key return)
Schedule the move over a long weekend or during a relatively quiet business period if possible. Allow for one or two work-from-home days for employees during the move.
Phase 6: Aftercare and evaluation (first months)
The move is not complete when the last box is unpacked. The first weeks at the new location are crucial for a successful landing.
First week:
- Check all ICT systems for correct operation
- Resolve acute issues immediately (wifi coverage, meeting room technology, climate control)
- Organise an informal opening event for the team
First month:
- Gather feedback from employees about the new workplace
- Evaluate the collaboration with the moving company
- Verify that all address changes have been processed correctly
- Finalise the handover of the old location and arrange the return of the deposit
First three months:
- Evaluate total relocation costs against the budget
- Measure employee satisfaction with the new working environment
- Identify improvement points for the workplace and implement adjustments
- Document lessons learned for future projects
A successful relocation is not just a logistics project — it is an opportunity to renew your workplace concept and strengthen your organisational culture.
A business relocation is a complex but manageable project if you approach it in a structured way. Start planning early, involve all stakeholders, and communicate transparently. Want to know how long it typically takes to find new commercial space? Read our article on how long it takes to find commercial property. And do not forget to check all important clauses when entering a new lease — our article on key points in a commercial lease will help you with that.
