How to Estimate Office Moving Costs

Posted on 12/01/2020

How to Estimate Office Moving Costs

Office relocation can be both exciting and daunting. Moving into another location opens new opportunities and boosts excitement as the entire office looks forward to a new phase. On the other hand, it can also be daunting to relocate an entire office in fear of disrupting business and negatively affecting profit. However, good planning and the help of professionals can help ensure that business relocation is executed efficiently with minimal disruption.

If you’re planning to relocate your business to a new building next year, November is a good time to start laying out strategies to make your relocation more efficient. To begin, read below and find out the process for an office removal and how to calculate the costs involved.


How do I move my business to another location?

Moving your business to another location is a challenging task that requires methodical planning. It is not merely about scheduling the date for moving out and moving in. Nor is it only about choosing the newest corporate building where you can best attract customers.

Here are some steps you can take to ensure that relocation goes smoothly:

  • Prepare a timeline. Set your target date for moving out then allot ample time for all the preparations. If you have already chosen a location, your timeline can start on when to begin renovations to ensure that the new office is ready way before you move out of the old one. Then, set schedules for everything else that needs to be done. Make sure that your entire staff knows the timeline, and check regularly if you’re on track.
  • Budget expenses. Relocating can be costly but expenses can be managed and minimised. When you work on the budget for relocation costs, make sure that you also factor in repairs and construction required in the new space and other unexpected costs. Get a quote from movers so you can have a better estimate.
  • Appoint key people. Delegate tasks that need to be accomplished. Who will oversee the renovation of the new office? Who will coordinate with the movers? Who will do the inventory? Make sure that the people you appoint can collaborate well.
  • Notify everyone involved. This includes your employees, customers, contractors, utility providers and other people who will be affected or are needed for the move.
  • Catalogue items to be moved. Make an inventory of all the materials that will be moved to the new location so it will be easier to check if any item was lost. It would be best to photograph them, especially equipment, in case of loss or damage during transit.
  • Get help from a reliable moving company. Check their credentials, get feedback from previous customers or ask for referrals from friends. You will have to pay a deposit, and you don’t want that money to disappear without a trace because you didn’t exercise due diligence.


How much does it cost to move offices?

Moving costs depend on several factors including the travel distance between the two locations, the size of both office spaces and the number of equipment, furniture and files to be transferred. Based on office space, full-service office removal costs can be around:

  • $1,100–$6,600 for approx. 150 square metres
  • $2,200–$13,000 for approx. 300 square metres
  • $7,300–$44,000 for approx. 1,000 square metres

The actual value will depend on your specific needs and requirements. Office removal companies often offer a fixed price for their full relocation services. However, small businesses can also ask for hourly rates if they only have a few items to move. Allot $20–$40 per hour per mover and about $750–$2000 per truckload of items. Again, the actual cost would depend on how many items are to be transferred.

If you have a small company and think that you can pretty much manage things on your own with the help of your staff, it may be more cost-effective to do the job yourself especially if it covers intrastate relocation only. Otherwise, best to leave it up to the professionals so you can focus on transitioning your business.


How do I estimate moving expenses?

As we’ve already mentioned, moving expenses depend on the travel distance, office space and number of items to be transported. Calculate the distance from your current office building to the new location. Budget $1,100 if it’s less than 20 km. If it’s interstate, set your budget at $3,600. These rates would vary depending on shipment weight. The more items you have, the heavier the shipment, and the higher the cost.

Additional costs will also be incurred if the moving company will be in charge of packing equipment, furniture and other items. This would also depend on the number of employees you have. Set a budget of $70–$360 per employee depending on how much equipment each employee uses. Keep in mind that additional services will incur additional costs.

Another way to estimate moving expenses is to get quotes from moving companies. Established office removal companies offer free quotes with no obligations. They may even give you advice on how to plan your business relocation.


How much does it REALLY cost to relocate a business?

The relocation costs of a business aren’t just the figures quoted by an office removal company. You incur relocation costs before, during and even after moving day. Here are some factors that rake in the expenses:

  • Preparing the new office. Your new office might require some repairs or renovation before the move. Then there are fees for installing utilities, getting insurances and following compliance processes and regulatory requirements.
  • Shutting down the old office. When you move out, you don’t just leave your old office. You need to terminate utilities, phone and cable services and internet service providers. These all entail costs.
  • Making internal and external changes. Changes in business structure and processes are inevitable when relocating a business. Employee turnover can be expected. New marketing strategies need to be implemented to attract new customers to replace those that may be lost due to the relocation. All these incur indirect costs.