An office move is a different kind of project than a residential one — the goal isn’t just getting boxes from A to B, it’s keeping your business running with as little disruption as possible. Whether you’re relocating a small office, a retail space, or an industrial operation in the Portland metro area, here’s a practical checklist to keep the move on track.
8-12 Weeks Before the Move
Define your timeline and budget. Commercial moves have more moving parts than residential ones such as a lease overlap, IT downtime, and employee logistics all factor in. Build in buffer time for the unexpected.
Walk the new space. Confirm loading dock access, freight elevator availability, parking restrictions, and any building-specific move-in requirements (many Portland office buildings require certificates of insurance from your mover in advance).
Get a commercial moving quote. Unlike a residential estimate, a commercial quote should account for after-hours or weekend moving (common for businesses that can’t close during the week), equipment handling, and any specialty items like server racks, medical equipment, or manufacturing machinery.
Assign an internal move coordinator. One point of contact both internally and with your moving company as it help prevent details from falling through the cracks.
6-8 Weeks Before the Move
Inventory equipment and furniture. Decide what’s moving, what’s being sold or donated, and what needs to be replaced at the new location. This is also the time to flag anything requiring special handling.
Loop in IT early. Server and network downtime is often the single biggest disruption in an office move. Coordinate with your IT team or vendor on disconnecting, transporting, and reconnecting systems — and whether that work needs to happen outside business hours.
Notify vendors, clients, and service providers of your new address. Utilities, mail forwarding, deliveries, and any recurring vendor visits all need the update well before move day.
3-4 Weeks Before the Move
Communicate the plan to employees. Share the moving timeline, what they’re responsible for packing personally, and what to expect on moving day.
Label everything by department or workstation, not just by room. This makes unpacking and setup at the new location dramatically faster.
Confirm building logistics with both landlords. Reserve freight elevators, loading docks, and any required move-in/move-out windows at both the old and new space.
Finalize your moving company’s certificate of insurance with both buildings, if required as this can hold up your move date if it’s left too late.
1 Week Before the Move
Back up all critical data independently of your regular IT move plan, as a safeguard.
Pack non-essential items and common areas first, keeping daily work areas functional until the last possible moment.
Confirm parking and access logistics for the moving trucks at both locations, including any permits needed for street parking in Portland’s denser commercial districts.
Reconfirm your crew size, arrival time, and move-day contact with your moving company.
Moving Day!
– Have your internal coordinator on-site at both locations if possible
– Do a final walkthrough of the old space before the crew leaves
– Have IT ready to reconnect critical systems as soon as equipment arrives
– Do a walkthrough of the new space to confirm everything arrived and is placed correctly
Minimizing Downtime: What Actually Helps
Move in phases if you can’t close entirely. Some businesses move non-critical departments first, keeping revenue-generating functions running until last.
Schedule around your slow periods. If your business has a predictable slow season or day of the week, that’s often the smartest time to move.
Use a mover experienced with commercial and office relocations, not just residential moves, the equipment handling, insurance requirements, and building logistics are genuinely different.
A Portland Mover That Understands Business Moves
Master Movers has handled commercial and industrial relocations throughout the Portland metro area for over three decades, including after-hours and weekend moves designed to keep businesses running. We coordinate directly with building management on both ends, handle equipment with the care it requires, and work around your operational schedule — not the other way around.
Planning an office or commercial move? [Request a free estimate](https://mastermovers.com/contact/) and we’ll help you build a timeline that keeps your business moving.
Frequently Asked Questions
How far in advance should I book a commercial move?
For most office relocations, 8-12 weeks of planning is recommended, especially if the move involves IT infrastructure, building coordination, or after-hours scheduling.
Can commercial movers work after business hours?
Yes. Many businesses schedule moves during evenings or weekends specifically to avoid disrupting daily operations. Confirm after-hours availability when getting your quote.
What’s the biggest cause of downtime during an office move?
IT and server downtime is typically the biggest disruption. Coordinating early with your IT team on disconnection, transport, and reconnection timing helps minimize it.
Do I need a certificate of insurance for a commercial move in Portland?
Many Portland office buildings require a certificate of insurance from your moving company before allowing access to loading docks or freight elevators. Confirm this requirement with both your old and new building management early in the process.
How is a commercial moving quote different from a residential one?
Commercial quotes typically account for after-hours scheduling, specialty equipment handling, building insurance requirements, and coordination between two commercial properties — factors that don’t usually apply to a home move.