Moving an office can be a major undertaking, especially for larger businesses and corporations. Choosing the right office movers and commercial movers is key to ensuring your office relocation goes smoothly and efficiently. Here are some tips on how to select the best movers for your upcoming office move.
Do Your Research
Don’t just go with the first office movers or commercial movers you find online or in the phone book. Take the time to thoroughly research and vet potential moving companies. Search for reviews online, ask for referrals from colleagues, and contact the Better Business Bureau to check for any complaints. Be sure to get estimates from at least three reputable companies before selecting one.
When researching movers, look for ones that specialize in commercial moving services. They will be better equipped to handle the unique needs of office relocations compared to companies that primarily do residential moves.
Verify Licensing and Insurance
Make sure the office mover or commercial mover you choose is properly licensed and insured. Ask to see their DOT license number and proof of insurance. This protects you in case anything gets damaged or lost during the move.
The mover’s insurance should include both property coverage (to cover your office items) and liability coverage (to cover any injuries during the move). Don’t be shy about asking detailed questions about their policies.
Discuss Your Office’s Specific Needs
Every office move is unique. Discuss the details of your particular relocation so the movers can provide a customized quote and plan. Provide details like:
- Size of your current office and new office location
- Number of rooms that need moving
- Types of items that need to be moved (furniture, computers, boxes of files, etc.)
- Any specialty items like safes, artwork, servers, etc.
- Specific timeline and schedule requirements
The more details you can provide upfront, the better the movers can prepare for an organized, efficient move.
Ask About Experience
Find out how much experience the office movers or commercial movers have in moving offices of similar size and scope as yours. You want a company that regularly handles business relocations.
Ask if they have moved companies in your particular industry and neighborhood. Experience moving offices in your area can be beneficial, as the movers will already be familiar with the best local routes and have relationships with nearby buildings.
Also ask about the experience level of the foreman and actual moving crew who will handle your office relocation. More experienced crews are important for minimizing mistakes and miscommunications during your move.
Get References
Reputable office movers and commercial movers should be able to provide you with references from past corporate clients. Follow up with these references to ask about their experience during the moving process.
Did the movers complete the job on time and on budget? Were the movers professional and careful with office items? How was communication during and after the move? Would they use the movers again for future relocations?
First-hand testimonials from other corporate clients can give you greater assurance you’re picking the right office moving company.
Look for Long Distance Capabilities
If your office is moving out of state or long distances across the country, not all movers will be equipped for this. Make sure to ask about long distance moving capabilities right away, so you don’t waste time getting quotes from local-only movers.
Long distance office movers should have well-established networks and relationships with affiliates across the United States to seamlessly coordinate your move. They may also have licenses and insurance that cover broader geographic areas.
Request a Thorough Walkthrough
A knowledgeable office mover or commercial mover should offer to do a detailed walkthrough of your current office to identify any special needs and create a plan. If they skip this step, it may be a red flag about their diligence and commitment to quality service.
During the walkthrough, you can point out valuable pieces, delicate equipment, odd-sized furniture, and anything that requires disassembly and reassembly. This allows the movers to be fully prepared on moving day to handle your items with care and pack the truck properly.
Understand Packing Services
Some office movers and commercial movers only handle loading and transportation, while others provide full-packing services. Ask upfront about packing so it’s clear who will handle securing and boxing up items in your office.
If the mover won’t pack items, be prepared to have your staff pack boxes and label furniture ahead of time. You may also need to procure your own padding and packing materials. Pre-packing as much as possible will maximize efficiency on moving day.
Clarify Responsibilities
To avoid confusion, clearly define what responsibilities belong to the office movers and commercial movers vs. your own staff during the moving process.
Typically, the movers will load and transport items, while your staff handles administrative tasks like disconnecting electronics and redirecting mail. However, responsibilities can vary, so discuss this ahead of time.
Also establish who will place furniture and unpack boxes at your new office location. You want to avoid any assumptions that could lead to wasted time or disagreements on moving day.
Get a Binding Written Estimate
Professional office movers and commercial movers should provide a binding written estimate of total costs before moving day. This is a legal agreement that spells out exactly what services are being provided for what cost. Make sure you understand and agree to the final estimate before signing.
Beware of movers who only provide vague verbal estimates or try to coerce you into signing a blank agreement. These are red flags for potential overcharging or surprise fees on moving day. Reputable movers should have no issue providing comprehensive written estimates upfront.
Look for Green Moving Practices
If environmental responsibility is important to your company, ask potential movers about their green moving practices. Many modern movers utilize eco-friendly techniques like efficient packaging, hybrid/electric trucks, and zero-waste policies.
Some commercial movers also offset carbon emissions from your move through tree planting partnerships and other initiatives. Moving green can be a great way to boost your business’s sustainability efforts.
Choosing the ideal office movers or commercial movers for your upcoming relocation takes time and diligent research. Follow these tips to find professional, reputable movers that can turn your office move into a seamless transition. Don’t leave something as important as safely relocating your entire business to chance.
FAQs
How early should I book office movers or commercial movers?
Ideally you should book your office movers at least 4-6 weeks in advance of your move date. The top movers schedule up quickly, so you want to reserve them as early as possible. Last minute bookings could limit your options.
What questions should I ask office mover companies when comparing them?
Important questions to ask are about their experience, licensing/insurance coverage, cost estimates, green practices, packing services, long distance capabilities, and availability on your desired move dates. You also want to ask for references from past clients.
What are signs of bad or scammy office movers I should avoid?
Red flags include vague verbal estimates instead of comprehensive written ones, lack of licensing/insurance, generic company names, refusal to do an in-person walkthrough, demand for full payment upfront, and exaggerated claims of experience/skills.
What type of insurance should my office movers have?
At minimum they should have property/cargo insurance to cover your belongs and liability insurance to cover damages or injuries. Make sure you verify their insurance information beforehand.
Who packs up our office items – the movers or our staff?
This depends on the services offered. Some movers provide full packing while others only load/transport. Know who handles packing to properly prepare. Packing yourself can save money but takes significant time.
How soon should I schedule the movers for unpacking at our new office location?
Try to schedule the movers for delivery and unpacking 2-3 days after your initial move-out date. This allows time to prepare the new office while your belongings are in transit from the old one.
What are some tips for prepping my office before the movers arrive?
Tips include purging unnecessary files and items, clearly labeling furniture/boxes, disconnecting electronics, packing items yourself that won’t be needed soon, and communicating parking/access requirements for the movers.
Can I get references from past clients of potential office movers?
Yes, professional commercial movers should provide references upon request. Speaking with past clients is a great way to evaluate quality of service before hiring a company.
