Office Relocation & Fit-Out Checklist for UK Businesses

Relocating an office is one of the most complex yet rewarding transitions a business can make. It’s not just about moving desks and chairs — it’s a chance to reimagine how your company works, boost productivity, and align physical space with your future vision.

In the UK, office relocation often involves more than logistics. Businesses usually combine the move with a commercial refurbishment or a complete office fit out to create a modern, flexible, and inspiring workspace. When done right, it improves staff wellbeing, impresses clients, and future-proofs your operations. Done poorly, it risks downtime, spiralling costs, and unhappy employees.

This detailed checklist will guide you through every stage of your office relocation and fit out project, from the first discussions to post-move optimisation.

Office relocation is a major business decision, and poor planning can cause unnecessary disruption. Rushing a move or commercial refurbishment often leads to overspending, extended downtime, and staff frustration. By starting early, you can create an accurate budget, compare multiple fit out contractors, and negotiate better terms with your refurbishment contractor. Planning ahead also minimises downtime by ensuring IT systems, telecoms, and essential services are operational before staff arrive.

Clear communication keeps employees engaged and stress free, turning new fit out into a positive change instead of interruption. Most importantly, early planning ensures compliance with UK regulations on fire safety, accessibility, and building standards.

With a well-structured plan and the right team, your relocation becomes an opportunity to boost productivity, enhance morale, and create a flexible workspace that supports long-term growth.

The success of any office relocation depends heavily on well advanced groundwork laid in. Around 12–18 months before your move, you should start building the foundations that guide the entire process.

1. Form Your Relocation Project Team

Create a dedicated relocation team or appoint a project manager to oversee the move. This group should include representatives from IT, HR, finance, and facilities. Each department plays a crucial role: IT ensures technology and infrastructure are considered, HR manages staff wellbeing and communication, finance handles budgeting and contracts, while facilities oversee space planning. For larger-scale commercial refurbishment projects, engaging a workplace consultant early on can provide valuable strategic insights.

2. Define Your Business Requirements

Before approaching fit out contractors, establish a clear brief. Audit your current office to identify what works well and what doesn’t. Factor in projected headcount for the next 3–5 years, and consider whether your team requires more collaborative spaces, quiet zones, or flexible hot-desking. Overview technology needs such as cabling, server rooms, and connectivity. Don’t forget compliance with the Equality Act 2010, ensuring accessibility for all. Finally, decide if your project will involve a CAT A, CAT B, or Cat A+ fit out.

3. Budget Realistically

Relocation costs go far beyond removals. You’ll need to account for lease termination fees, deposits, fit out and commercial refurbishment costs (typically £50–150 per sq ft), professional fees, IT systems, new furniture, and potential downtime. To protect against unexpected expenses, build in a contingency fund of 10–15%.

Early strategic planning ensures your relocation is well-structured, cost-efficient, and aligned with future business growth.

Once your business requirements and budget are clear, the next critical step is finding the right property. This stage, usually 9–12 months before moving, lays the groundwork for your relocation and fit out project.

4. Work with Professionals

Hiring a commercial property agent is highly recommended. An experienced agent can identify suitable spaces in the UK market, negotiate favourable lease terms, and point out whether a building needs only light adjustments or a full commercial refurbishment. Many agents also have trusted networks of fit out contractors, giving you early access to reliable partners.

5. Location Considerations

Choosing the right location involves more than just cost per square foot. Proximity to public transport links like train stations and bus routes is vital for staff and clients. Consider commute times, accessibility for visitors, and whether parking is available. Local amenities such as gyms, banks, and cafes improve staff satisfaction. Don’t overlook business rates, which vary across UK regions, and assess the building’s overall condition to gauge potential refurbishment contractor involvement.

6. Property Verification Checklist

Before signing a lease, arrange comprehensive surveys. A building survey will reveal structural issues, while asbestos checks are essential for older properties. Assess floor loading capacity for heavy IT or specialist equipment, review natural light and ventilation, and confirm the efficiency of systems like heating, cooling, and lighting. Finally, inspect the existing fit out condition — whether CAT A, CAT B, or requiring a full upgrade. Careful property selection ensures your new office supports both immediate needs and long-term business growth.

At this stage, your focus shifts from choosing the building to preparing the space itself. The next 6–9 months are critical for appointing the right team and finalising the design of your new office.

7. Select Your Fit Out Contractors & Refurbishment Contractor

Choosing the right delivery partners will make or break your project. Look for fit out contractors with a strong portfolio of UK projects and proven experience in commercial refurbishment. Ask for case studies, references, and evidence of accreditations such as CHAS, Constructionline, or SafeContractor. Financial stability is crucial, as you don’t want your refurbishment contractor running into difficulties mid-project. Transparency matters too — detailed, itemised quotes give you confidence in their pricing. Clear communication, a warranty, and post-completion support should also form part of their service. Always seek at least three competitive quotes before deciding.

8. Design Your New Workspace

Work closely with your chosen refurbishment contractor and design team to balance functionality with inspiration. Decide whether your office should favour open-plan office layouts or private offices, and ensure there are spaces for collaboration, concentration, and staff wellbeing. Incorporate ergonomic furniture, breakout areas, biophilic design, and technology such as smart booking systems or AV tools. A flexible layout will future-proof your investment.

9. Understand Fit-Out Categories

A CAT A fit out provides the landlord’s base build — ceilings, lighting, raised floors, and fire systems. A CAT B fit out covers tenant-specific elements such as branding, meeting rooms, IT infrastructure, and furniture. Your refurbishment contractor will help determine the level of work needed. Early planning in this stage ensures your office design aligns with both your brand identity and long-term growth strategy.

As your move approaches, the focus shifts from planning to execution. The next 3–6 months are about locking in agreements, monitoring progress, and preparing staff and systems for the transition.

10. Finalise Contracts

By now, your chosen refurbishment contractor and fit out contractors should be confirmed. Make sure contracts are comprehensive and leave no room for ambiguity. They should include full specifications, drawings, and a programme with clear milestones. Payment schedules must be tied to progress, while insurance, liability, and health & safety responsibilities are clearly defined. Contracts should also outline warranty terms, a defects liability period, and procedures for handling any scope changes during the project.

11. Monitor Fit-Out Progress

Once the fit out works begin, maintain close oversight. Schedule weekly site meetings with your fit out contractors to review progress against the agreed timeline, assess the quality of finishes, and ensure compliance with health and safety standards. Keep a running log of issues or delays so they can be addressed promptly.

12. Order Furniture & IT Equipment Early

Lead times for bespoke furniture or specialist IT systems can be long. Coordinate with your contractors so deliveries are scheduled once the fit out is ready, avoiding delays or unnecessary storage costs.

13. Communicate with Stakeholders

Regular updates are vital. Keep staff informed and engaged in the process, reassure clients of service continuity, and ensure suppliers know your new address and delivery requirements. A disciplined approach at this stage ensures the move stays on track and avoids last-minute surprises.

In the final three months before moving, the focus shifts to ensuring your new office is ready for occupation and that the transition is smooth. This stage involves snagging checks, logistical planning, and decluttering.

14. Practical Completion & Snagging

As your fit out contractors are near completion, arrange a detailed walk-through with your refurbishment contractor. Identify any defects or unfinished elements and document them in a snagging list. These might include incomplete finishes, faulty lighting, or minor cosmetic issues. Ensure all snagging is addressed before signing off. Collect vital handover documents such as Operation & Maintenance (O&M) manuals, warranties for installed systems, and as-built drawings that reflect the final design. Finally, obtain a practical completion certificate to formally confirm that the fit out is complete and ready for use.

15. Move Logistics

Next, secure a removals company experienced in office relocation. Provide them with floor plans showing where each department, workstation, and piece of furniture should be placed in the new office. This avoids confusion on moving day and helps your commercial space planning investment flow seamlessly into daily operations.

16. Declutter & Dispose Responsibly

Take this opportunity to streamline your business. Archive old documents in line with retention policies, dispose of outdated IT equipment in compliance with WEEE regulations, and donate or recycle unwanted furniture. Reducing clutter ensures only essential and valuable items move to your new space.

The week of the move is the culmination of months of planning and preparation. At this stage, precision and organisation are essential to avoid disruption. By working closely with your fit out contractors, your removals team, and your refurbishment contractor, you can ensure a seamless transition.

17. The Day Before

Use the final day in your old office to prepare for a stress-free move. Back up all critical company data, including documents, emails, and server files, to protect against loss during relocation. Defrost fridges and kitchen appliances so they’re ready for transport. Pack non-essential items and clearly label every box with department and destination information. A well-labelled system will make unpacking in your newly fitted-out office much smoother.

18. Moving Day

On the day itself, your project manager should be physically present at both the old and new sites to coordinate logistics and address any issues immediately. Move IT equipment last to minimise disruption, but ensure it’s set up first at the new office so staff can resume work quickly. Work with cleaners to prepare both the vacated premises and your new workplace for handover. This is especially important if your lease requires the old space to be left in a reinstated or clean condition.

Relocating doesn’t end once the last box is unpacked. The weeks following your office move are just as important, as they set the tone for how staff adapt to the new environment and how effectively your fit out performs in practice.

19. Staff Induction

Introduce employees to their new workspace through a structured induction. Walk them through key areas such as meeting rooms, breakout spaces, and kitchen facilities. Provide training on new systems, including booking platforms, access controls, and building technology. This ensures everyone feels confident and supported in the new space, turning your commercial refurbishment into a positive experience rather than a disruption.

20. Test Systems Thoroughly

Your new office may look complete, but functionality needs to be verified. Work with your refurbishment contractor to check IT networks, phone lines, and internet connectivity. Test HVAC systems to confirm consistent heating and cooling, ensure lighting works properly, and verify that fire safety systems, alarms, and sprinklers are fully operational. Don’t forget audio-visual equipment in meeting rooms, which is critical for client presentations and team collaboration.

21. Gather Feedback & Adjust

Once staff settle in, survey them about comfort, layout, and overall usability. Small adjustments—such as relocating desks, fine-tuning lighting, or improving acoustics—can make a big difference. Share this feedback with your fit out contractors, who can help with tweaks and fine-tuning.

This stage ensures your investment delivers long-term value and that the new workplace truly supports productivity and employee wellbeing.

Office relocation is a major milestone, but when combined with a thoughtful office workspace design and fit out, it’s a chance to transform how your business operates. With the right planning and the right refurbishment contractor, you can avoid disruption, manage budgets, and create a workplace that attracts talent, impresses clients, and supports long-term growth.

Your office is more than just a place to work — it’s a strategic asset. Treat your fit out as an investment, and partner with experienced fit out contractors to ensure your new space delivers value for years to come.