Office relocation: planning, quotes and a checklist for businesses
An office move affects the whole business and requires better planning than an ordinary home move. Here is a run-through of how to plan, what affects the price, what the moving contract should contain and how to minimise downtime.
By the Fixtorget editorial team · Updated 8 November 2026 · 3 min read
What does an office move involve?
An office move involves more than carrying furniture. It often includes packing workstations and archives, dismantling and assembling furniture, moving IT equipment, handling heavy items such as safes and sometimes removing furniture that is not coming along.
Moving companies that work with offices often offer special moving boxes or crates, labelling systems per workstation and the option of moving in the evenings and at weekends, so that the business can keep running.
Planning step by step
Start planning in good time. A large move may need several months of preparation. A basic outline:
- Appoint an internal project manager and inform staff early
- Check the notice period on your current premises and the conditions for restoring them
- Make an inventory of what is to be moved, sold, recycled or thrown away
- Produce a floor plan of the new premises showing where each workstation goes
- Plan IT, internet and telephony so that everything works on day one
- Request quotes based on the same brief and an on-site survey
- Book the lift, loading zone and any permit for parking on the street
- Plan cleaning of the old premises before handover
What affects the price?
The price depends on the scope, the distance and how many services you add. Always ask for a quote following a survey. Important factors:
- The number of workstations, the amount of furniture and archives
- Carrying distances, floors, lifts and loading facilities at both premises
- The distance between the premises
- Whether packing, assembly and IT handling are included
- Timing – evenings and weekends may cost more
- Heavy or fragile items such as safes, servers and artwork
- Removal and any storage
Between businesses, prices are often stated excluding VAT, so always check how the price is given.
Tax, VAT and insurance
An office move for a business gives no RUT deduction, as RUT only applies to household services bought by private individuals. Moving services are normally invoiced with VAT. Check that the moving company holds F-tax approval and is registered for VAT.
Ask how the moving company's liability and insurance work if something is damaged or goes missing. Liability for moves between businesses is largely governed by the contract and the terms the moving company uses. Also review your own company's insurance and whether it covers property in transit. Valuable or sensitive equipment may need special insurance.
IT equipment and documents
IT is often the most critical part. Back up data before the move, label all cables and decide who disconnects and reconnects the equipment – the moving company, your IT supplier or your own staff.
Documents containing personal data or trade secrets must be handled so that they do not end up in the wrong hands. Use lockable crates and agree on how documents to be discarded are securely destroyed.
What should the quote contain?
- Detailed scope: packing, transport, assembly, IT and removal
- Number of people, vehicles and estimated time
- Fixed price or hourly rate and what is charged as extras
- Liability and insurance, and the maximum amount in the event of damage
- Schedule, including evening and weekend work
- Cancellation terms and what happens in the event of delays
Common mistakes
Common mistakes are starting to plan too late, not visiting the new premises with the moving company, forgetting to book the lift and loading area, and underestimating the time needed for IT installation. Many also forget to allow for restoring and cleaning the old premises, which is often required under the lease. Another common mistake is not clearing out before the move – everything that is not moved saves time and money, and old furniture can often be sold or donated instead of coming along.
Office relocation via Fixtorget
You can describe your move for free on Fixtorget and get in touch with up to four vetted moving companies. Fixtorget checks the company registration number, F-tax approval and VAT registration, and the profile shows whether proof of insurance has been reviewed. Scope and price can be confirmed in a cost specification, and changes are added via an additional specification.
Frequently asked questions
How early should we book the moving company?
As early as possible, preferably several months in advance for a larger move. Popular dates, such as the turn of the month, get booked early.
Do businesses get a RUT deduction for moving?
No. The RUT deduction only applies to private individuals moving their household goods.
Can we move without closing the business?
Often yes, by moving in the evenings or at weekends, or in stages. Discuss the arrangements with the moving company.
Who is responsible if equipment is damaged?
It depends on the contract and the moving company's terms. Read them carefully and check your own insurance cover before the move.
This information is general and may change. Always check the current rules with the relevant authority, for example Skatteverket, Elsäkerhetsverket or Transportstyrelsen.
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