Businesses relocate their offices for many reasons, including expanding operations, moving closer to talent, or upgrading to a more functional workspace. One of the most important steps in office relocation planning is creating a realistic moving budget. Understanding office moving costs upfront helps businesses avoid surprises and ensures a smooth transition with minimal disruption.

Before budgeting begins, many companies also need to understand local regulations tied to commercial relocations. For example, What Permits Are Needed to Relocate a Business in Chicago is an important consideration for businesses moving within the city, as permits and compliance requirements can affect both timelines and costs.

How much does it cost to move an office?

On average, office moving costs range from $1,000 for small local moves to $30,000 or more for large or long-distance office relocations. The total cost depends on factors such as office size, distance, furniture and equipment, IT infrastructure, labor, storage, and business downtime.

Creating an office moving budget serves as a financial roadmap, helping businesses control costs and prioritize spending where it matters most. For example, many companies allocate a larger portion of their budget to IT relocation to protect systems and reduce downtime.

A well-planned budget also highlights hidden expenses, such as permits, repairs, insurance, and lost productivity. Many of these are often overlooked until late in the process. To better prepare, businesses may benefit from reviewing 10 Hidden Costs of Moving Your Business and How to Avoid Them, which outlines common surprise expenses and how to plan around them.

With financial clarity, business owners can compare multiple office moving quotes, select the best value, and set aside a contingency fund for unexpected costs without derailing the relocation.

What Factors Affect the Cost to Move an Office?

Several variables influence the cost of an office relocation. While pricing varies by situation, businesses can generally expect the following cost ranges.

Office Moving Cost Overview

1. Office Size

The smaller the office, the more affordable the moving costs. An office with a staff of 10 costs less to move than an office with desks, equipment, and supplies supporting a team of 200. A 1,000-square-foot office costs $750 to $4,000 to move while a 10,000-square-foot-office costs upwards of $30,000.

2. Equipment and Workstations

The number of sensitive or bulky equipment also affects the cost of the move. Heavy printers or servers require additional labor, expertise, time, and space on the moving truck, which raises the costs. Labor costs may be charged on an hourly basis ($50 to $150) or as a flat fee.

3. IT Equipment

Companies may want to invest more in data cabling or transferring IT infrastructure to protect their technology and minimize downtime. Hiring an IT team to relocate and set up the technology is an added expense, averaging $500 to $10,000, depending on the complexity of the setup.

4. Relocation Distance

Moving to a nearby town is substantially less expensive than relocating to a new state. A move under 100 miles may cost on average $1,000 to $5,000. But a long-distance relocation of 2,000 miles or more significantly increases the average cost to $7,000 to $30,000 or more.

In some cases, businesses are forced to relocate quickly due to lease changes or unexpected circumstances. If timing becomes a challenge, reviewing guidance on a last-minute office move in Chicago can help companies understand what to expect when planning time is limited.

5. Furniture Disassembly and Assembly

Large conference tables, desks, and other office furniture may need to be disassembled prior to relocating and assembled at the destination. Office movers are available to handle this task; however, it comes with a cost of $200 to $2,000, depending on the size and type of furniture.

6. Moving Insurance

Moving insurance is an added expense but invaluable for companies relocating heavy or sensitive equipment, which comes with high risks. Full-value protection, for instance, covers an item’s full value in the event of loss or damage. Basic released-value liability coverage is about $0.60 per pound.

7. Storage

Temporary storage becomes necessary when the new office isn’t ready, such as due to ongoing renovations. Storage fees depend on space requirements and length of storage. On average, companies can expect to spend $100 to $400 per month to rent a storage unit.

8. Permits and Fees

Some cities, like Chicago, require a permit to reserve street space for moving trucks. A Temporary Moving Truck Parking Permit is especially needed when the truck is over 16 feet and blocks traffic. Companies pay on average $100 to $500 for permits and related fees.

9. Office Downtime

A hidden expense of an office relocation is company downtime, when employees may be distracted by unpacking or the IT system has not been connected. Service interruptions can lead to financial losses, which vary widely depending on the number of employees and hourly revenue.

How to Minimize Office Moving Costs

Businesses can reduce office relocation costs with early planning and strategic decisions. Ideally, office moves should be planned six months in advance to allow time for vendor selection, budgeting, and coordination.

Decluttering before the move helps eliminate unnecessary expenses. Selling, recycling, or donating unused furniture and equipment reduces packing time and truck space.

Scheduling the move during off-peak seasons, such as fall or winter, often results in lower rates compared to the busy summer moving season.

Employees can pack non-critical items to save money, but technical tasks like IT relocation should always be handled by professionals. While IT services add cost, they prevent costly downtime and data risks.

Professional Office Moving From Chicago Office Movers

Comparing multiple commercial moving quotes helps businesses find the best value. Experience, licensing, and customer reviews are just as important as price.

Chicago Office Movers is a trusted local commercial moving company with extensive experience handling office relocations of all sizes. Our teams specialize in moving office furniture, sensitive electronics, laboratories, and specialty equipment.

We are licensed to relocate scientific and technical equipment and trained to properly pack, transport, store, and reinstall workstations, computers, and machinery. Secure storage options are available for companies needing temporary space during transitions.

Every mover is licensed, background-checked, and professionally trained to ensure confidentiality and care. Whether relocating to a nearby suburb or across the globe, Chicago Office Movers provides reliable commercial moving services for businesses of all sizes.

Contact our Elk Grove Village or Chicago, Illinois, office today for a free office moving estimate.

When moving your business to another location in Chicago there are important legal permits you must follow before you can fully operate in your new space. Many business owners focus on the physical move and overlook the approvals required by the city. This is where delays, fines, and unwanted complications usually happen. Chicago has specific rules for business licensing, zoning, renovations, signage, and even parking for moving trucks. If these steps are not handled correctly you can end up with a new office you cannot legally open.

This guide explains the permits most Chicago businesses need during relocation and shows you how to navigate them in a practical, stress-free way.

Update Your Business License For The New Address

In Chicago your business license is tied directly to the location listed on it. When you move you cannot simply change your mailing address. You must apply for a new license at the new address and wait for approval.

This step triggers a zoning review. The city checks whether your type of business is allowed in that district and whether the building use matches your activity. If you open without completing this requirement the city can require you to pause operations.

The smartest approach is to begin the license update as soon as you sign the lease so it does not delay your opening.

Zoning Approval To Confirm Your Business Is Allowed There

Every relocation in Chicago must pass zoning review. Zoning determines whether your business is allowed in that area and whether the building can legally support your activity.

For example a storefront used for retail may not automatically qualify for a medical office a daycare a call center or any activity with high foot traffic or different safety requirements. If zoning does not match your business license will not be issued.

This is why zoning should always be checked before signing a lease. It gives you confidence that your business can operate legally at the new address.

Building Permits For Renovations And Space Improvements

Most businesses need to update or modify their new space. In Chicago interior changes often require a building permit even if the work seems minor.

Permits may be needed for

• Building or removing walls
• Electrical upgrades or new lighting
• Plumbing changes or new sinks
• HVAC adjustments or ventilation systems
• Accessibility improvements
• Fire alarm sprinkler or egress upgrades

If this work is done without permits the city can stop construction and delay your move. Before planning any improvements talk with your contractor to identify which permits are required and how long the approval process usually takes.

Certificate Of Occupancy For Certain Commercial Spaces

Some relocations require a Certificate of Occupancy. This document confirms that your interior space is safe meets current building codes and is approved for your exact business use.

It is often needed for new construction recently renovated spaces or larger commercial units. Without this certificate you may not be allowed to occupy the space even if everything looks finished.

Always ask your landlord or building manager if a Certificate of Occupancy is needed and whether it has already been issued.

Permits For Moving Truck Parking And Street Use

Chicago carefully regulates curb space. If your movers will park on a public street you may need a temporary parking permit. This protects your trucks from parking violations and ensures you have the space needed for loading and unloading.

This is especially important in busy neighborhoods and downtown areas where curb space fills quickly. Many professional moving companies help secure these permits but you should always confirm it.

Public Way Use Permits For Signage And Exterior Features

Business owners who install signs or awnings that extend over the sidewalk may need a Public Way Use permit. Chicago reviews these features to ensure they are safely installed and do not block pedestrian flow.

Projecting signs illuminated signs and branded awnings often fall under this requirement. Confirm with your signage company whether they handle this permit or if it is your responsibility.

Industry Specific Permits

Some industries require additional approvals when moving. Examples include food service healthcare offices salons childcare centers manufacturing spaces and businesses that store chemicals or hazardous materials.

Review your current licenses and determine which ones require an update at the new address.

Update Your Address With The State Of Illinois

In addition to city permits you must update your address with the State of Illinois. This includes state tax registration and any required business filings. Keeping your state information current prevents issues with tax reporting insurance and compliance reviews

A Simple Timeline To Keep Your Chicago Move On Track

• Two to four months before the move: Check zoning for the new address and start the business license update. Begin planning any renovations that need building permits.
• One to two months before the move: Submit building permits signage permits and confirm whether a Certificate of Occupancy is required. Begin scheduling contractors and city inspections.
• Two to three weeks before the move: Apply for moving truck parking permits and coordinate elevator and dock access with both buildings.
• Move week: All permits should be complete so you can focus entirely on the move itself.

Where Chicago Businesses Can Go For Permit Help

Chicago has several departments that handle permits for business moves. Many owners are surprised to learn that permitting is spread across multiple city offices, each handling a different part of the relocation. Knowing the exact place to go makes the process much easier.

Here are the main places business owners in Chicago typically visit or contact when managing relocation permits.

Chicago Business Affairs and Consumer Protection

Location: Daley Center, 121 N LaSalle Street, Room 800

This office handles business licenses for the entire city. If you need to update your business license for a new address or confirm what type of license your operation needs, this is the place to start. Their staff can explain the documents you must submit, what fees apply, and how long the process usually takes.

Chicago Department of Planning and Development

Zoning Division Office: City Hall, 121 N LaSalle Street, Room 900

The zoning division confirms whether your business type is allowed at your new address. Many business owners go here before signing a lease because zoning restrictions can stop a relocation before it starts. They can review the property address and give clarity on whether your business classification fits the district.

Chicago Department of Buildings

Location: 121 N LaSalle Street, Room 900 and 1000

If your new space needs any interior work such as electrical upgrades, plumbing changes, or layout modifications, the Department of Buildings handles those permits. They can tell you whether your build out requires a standard building permit, an easy permit, or inspections before opening.

Chicago Department of Transportation

Public Way Permits: 2 N LaSalle Street

If your move involves reserving parking for trucks, blocking curb space, or using part of the public way during the move, CDOT issues the necessary permits. Businesses often visit or contact this office before move day to avoid parking tickets or delays.

State of Illinois Business Services

Location: 69 W Washington Street, Chicago

This is where you update your state-level business filings, including business registration, corporate address changes, and tax information. Even if your relocation is within the city, your state records must still match your new location.

Chicago Department of Public Health or Other Industry Agencies

Locations vary by service

Industries such as food service, healthcare, cosmetology, childcare, and industrial operations may need additional inspections or permits. These agencies confirm that the new location meets the specific standards your industry requires.

Examples

• Restaurants often contact the Chicago Department of Public Health
• Medical offices may need clearance related to life safety and patient care standards
• Daycares may require full building safety reviews
• Fabrication or lab spaces may need environmental clearances

Make Your Business Relocation Easier With Chicago Office Movers

Permits are one of the most stressful parts of relocating a business in Chicago. They affect your construction timeline your opening date your ability to access the building and even whether you can legally operate. Managing these requirements while running a business can feel overwhelming.

Chicago Office Movers specializes in commercial relocations throughout the Chicago area and understands how building rules city permits and move day requirements work together. Our team helps you coordinate access loading needs and timing so your move stays on schedule and your business transitions smoothly.

If you want a relocation partner who understands the real details that matter in Chicago we are ready to help.

Contact Chicago Office Movers to plan a smooth organized and efficient move to your new Chicago location. Submit a request online.

More Guides To Help You Plan A Smooth Chicago Business Move

If you want to go deeper into planning a move or choosing the right space here are helpful guides you can read next.

How to Plan a Last Minute Office Move in Chicago
Perfect for companies with tight timelines that still want an organized move.

Hidden Costs of Moving Your Business and How to Avoid Them
A helpful breakdown of expenses business owners often forget to budget for.

11 Key Factors to Consider When Choosing an Office Space
A must read guide that explains what really matters when selecting your next workspace.

These articles give you more insight into budgeting timelines building requirements and choosing the right space for your team.

Renovating an office brings valuable benefits to both employees and the company, but it also raises practical questions, especially about where to keep furniture, equipment, and other office items during the process. The most efficient and secure solution is to use a climate controlled storage facility provided by a professional office moving company.

At Chicago Office Movers, we regularly support Chicago area businesses during both phased and full office renovations. We see firsthand how smart storage decisions can protect assets, keep projects on schedule, and minimize downtime for staff.

Quick answer: how businesses use storage during office renovations

During an office renovation, businesses typically move furniture, equipment, files, and other assets into a secure, climate controlled storage facility. They create an inventory, pack and label items, and use a commercial mover to transport everything offsite so contractors have a clear, safe work area. When renovations are complete, the mover delivers the items back, places them according to the new floor plan, and can assist with reassembly and setup. Flexible storage terms allow companies to keep items in storage for as long as the project requires, whether that is a few weeks or many months.

Why do businesses renovate?

Businesses are attracted by the numerous reasons to renovate. Modernizing the space or optimizing the existing layout gives staff a morale boost. A contemporary workspace that enhances collaboration, removes hazards, or creates a healthier environment can significantly increase employee productivity.

Clients and partners are also impressed by a space that reflects the company brand and supports modern operations. A renovated office is efficient, better suited for future growth, and more compatible with today’s technology. Long term operational expenses, such as those related to HVAC systems and lighting, may also be reduced by renovating the office.

If you are planning a refresh, you can explore creative branding ideas for office interiors in our blog on creative branding ideas for office interiors.

How long do office renovations take?

While the advantages of renovating the workplace are clear, the process takes time. Minor renovations, such as painting the walls or adding new furniture, often require one to two months. Mid level renovations, such as adding new flooring, can take anywhere from two to four months.

Major renovations with significant design changes typically require at least four months and may last up to a year. Structural changes and new plumbing or electrical systems are examples of full buildouts that need the maximum length of time to complete.

Major renovation projects naturally take longer than minor updates, but several additional factors can affect the timeline. Supply chain delays may slow the arrival of construction materials, and unexpected plumbing or electrical issues can cause further setbacks. Labor availability also plays a significant role in determining how quickly the work can be completed.

How do businesses use storage solutions?

The role of dependable storage is critical during renovations, whether they last two months or a year. A storage facility gives businesses a temporary, organized space to store office goods securely. Company assets are protected offsite, and the renovation crew can work more efficiently in a clear, uncluttered environment.

A climate controlled storage unit helps protect sensitive electronic equipment from moisture, light, and extreme temperatures, which can reduce the risk of damage or data loss. When documents and records are involved, it is also important to follow best practices for privacy and compliance, which we cover in our guide on how to handle sensitive documents during a move.

Climate controlled storage can also help prevent mold on wood and paper items. Surveillance cameras, alarms, and access controls inside the storage facility safeguard business assets from theft, damage, and vandalism.

Because renovations often take several months and can stretch even longer when unexpected delays arise, the flexibility of storage facility contracts becomes a major advantage. Businesses can choose short or long term storage options, renting units for days, weeks, or months as needed, with the ability to extend the rental period at any time.

In some cases, companies renovate in phases rather than all at once. For example, a downtown Chicago office may update one floor or department at a time. Storage allows the business to move only the furniture and equipment from the active phase offsite, keep hallways and work areas clear for trades, and then bring items back in stages as each phase is completed.

What steps do businesses take to secure storage units?

1. Create an inventory list

Before hauling office equipment and furniture to a storage facility, businesses should take an inventory of their goods. Creating a detailed list of each item and its condition helps track what is in storage and what will return to the office. It is also useful to note which items should be given priority for reinstallation once renovations are complete.

2. Pack the office goods

Protect company equipment from damage by packing it securely before sending it to storage. Common packing materials include bubble wrap, moving blankets, sturdy boxes, and crates. Label boxes or packages clearly by department, function, or location to make it easier to locate items later and prevent misplacement.

3. Transport the office items

Once equipment is packed and labeled, an office moving company transports it to the storage facility. It is important to choose a mover with specific experience relocating office goods. A dedicated commercial moving truck is built with internal protections, such as padding and tie down points, to minimize damage during transport.

How do companies ensure a smooth return of goods?

After the renovations are complete, the office mover transports the items back to the workplace. When renovations lead to updated floor plans, the moving crews position desks, chairs, and equipment in their new locations, which supports an immediate return of staff productivity.

Moving companies provide several additional services to reduce downtime. They can adjust placements based on management direction, help reconfigure the space during final setup, reassemble furniture, and reconnect electronics in coordination with in house IT teams or vendors. Efficient, organized coordination by the moving crew allows companies to resume daily operations quickly and with less disruption.

How do companies choose an office mover?

Partnering with the right commercial moving company helps ensure that office equipment remains protected, disruptions are minimized, and timelines stay aligned with the renovation teams. A qualified mover that understands logistics, building rules, and tight schedules is key to a smooth process. Companies should look for an office mover that is licensed and insured to protect business assets. The ideal moving company offers storage options with adequate space to house the company items during renovations and provides reasonable access to those goods, such as weekdays, weekends, or after hours as needed. Checking the mover’s track record is essential. Businesses are encouraged to ask for examples of past office renovation projects and references. A strong feedback history gives confidence that the moving company can handle complex logistics, communicate clearly, and coordinate with contractors and building management throughout the renovation and relocation process.

Storage solutions from Chicago Office Movers

When planning a renovation, Chicago area businesses can rely on Chicago Office Movers for comprehensive storage solutions. We accommodate companies of all sizes and industries, securely storing computers, IT equipment, documents, furniture, machinery, and even delicate artwork.

Our 60,000 square foot storage facility is climate controlled so temperature sensitive items are stored without risk of damage from environmental conditions. The facility is highly secure, with multiple layers of protection, to give companies added peace of mind. Our storage costs are structured to be affordable and flexible for businesses with different budgets and project timelines.

Businesses trust our comprehensive storage solutions and relocation expertise. Our union movers specialize in the safe, secure, and confidential handling of office assets. Using a detailed inventory and tracking system, we carefully pack and transport your equipment, furniture, documents, and other items to our storage facility and keep them organized for a smooth return.

Working with a commercial mover experienced in renovation support helps create a seamless process from start to finish. That is why many Chicago area businesses turn to Chicago Office Movers. We manage every phase of your move, reduce stress on your team, and coordinate closely with your renovation schedule. Our crews are also available to assist with unpacking and final placement once renovations are complete.

No matter the complexity of your moving or storage needs, Chicago Office Movers provides dedicated crews, expert logistics, and tailored storage services.

Fill out our online form to reserve a storage unit or contact our Chicago or Elk Grove Village locations to learn more.

If your business is facing a sudden office move in Chicago, you are probably feeling a mix of urgency and stress. That is completely normal. With the right planning and the right team, even a last minute relocation can happen smoothly without disrupting your work or client relationships. In this post, we will walk you through how to book and complete a last minute office move in Chicago, highlight common challenges you might face in the Loop or West Loop and provide a timeline and checklist to make the process manageable.

Why Last Minute Moves Happen

From our experience working with Chicago businesses, there are several common reasons for sudden moves. Unexpected lease issues can force companies to leave earlier than planned. Building emergencies such as HVAC failures, water leaks or other structural problems may make the space unusable. Rapid business changes such as mergers, acquisitions, or sudden growth often create the need for a larger or smaller footprint. New hybrid work policies may prompt a move to a more efficient office. Sometimes a prime location opens up and businesses want to seize the opportunity immediately.

Whatever the reason, when time is limited, you need a partner who understands the unique challenges of Chicago. High rise elevators, loading dock rules, curbside permits, and traffic can all impact your move. If any of these are overlooked, the cost in time and money can quickly rise.

For additional strategies to make a rushed move smoother, check out our guide on 5 Last-Minute Office Moving Tips.

Step One: Book Your Moving Team Immediately

The first thing you should do is secure a licensed and insured commercial mover that specializes in office relocations in Chicago. Not all moving companies handle high-rise buildings or commercial IT equipment, so it is important to confirm that your mover has experience with these challenges.

When evaluating movers, consider these points:

• Can they provide full service including packing, loading, transporting, and unpacking?
• Are they experienced with servers, computers, and other technology?
• Can they secure freight elevators and loading docks quickly? Availability in Chicago can be limited, especially in Loop high-rises.
• Do they handle permits and parking requirements for moving trucks?
• Are evening or weekend moves available, and are there extra charges?

When speaking with moving companies, ask:

• What is your earliest availability for our move?
• Are you certified to move in high-rise buildings in Chicago?
• Can you manage IT and server relocation?
• Will you handle permits and dock reservations?
• Are there additional fees for after hours or weekend moves?

If the mover hesitates on any of these points, keep looking. In Chicago, familiarity with local building rules is crucial for a smooth last-minute move.

Step Two: Build a Timeline

Even when time is short, having a structured timeline ensures nothing is missed.

For a 30-day move:

• Week one: Hire movers, finalize new office layout, define move days, assign internal team.
• Week two: Pack non-essential items, update vendors, confirm building logistics such as elevators and permits.
• Week three: Back up IT, label workstations, finalize furniture arrangements.
• Week four: Move week. Unload, set up workstations, test technology, and settle in.

For a seven-day move:

• Day one: Confirm mover, notify staff, finalize office layout.
• Days two to three: Pack essential items, back up IT.
• Days four to five: Move and unload.
• Days six to seven: Set up workstations, test phones and internet, resume operations.

For a 48-hour move:

• Hour zero: Confirm mover, reserve elevators and docks.
• Next 24 hours: Pack critical items, disconnect technology.
• Final 24 hours: Move, set up urgent teams, reconnect IT, and resume operations.

Assign one person as move coordinator and one as IT lead. Department heads should manage packing and labeling for their teams to keep everything organized.

Step Three: Overcome Chicago Challenges

There are specific challenges that Chicago businesses face during a last minute move.

Elevator and loading dock scheduling can be restrictive. Many buildings only allow freight elevator use outside of business hours or on weekends. Truck clearance can also be an issue.

Permits and parking for moving trucks may be required downtown. Make sure your mover is familiar with local regulations and can handle this.

Technology downtime is a major concern. Large company office moves can cost thousands per minute of downtime if not managed carefully. Make sure computers, servers, and phones are part of your move plan from day one.

Consider furniture and office layout carefully. Place departments that generate revenue or serve clients first. If you are moving to a smaller office because of hybrid work, plan desk and conference room arrangements in advance.

Traffic in Chicago can also cause delays. Schedule your trucks for early morning, late evening, or weekends to avoid rush hour.

Step Four: Checklist

Here is a practical checklist for your team:

Pre Move Tasks

• Hire a licensed and insured commercial mover with experience in Chicago
• Reserve elevators and loading docks at old and new office
• Secure certificates of insurance if required
• Assign move coordinator, IT lead, and department leads
• Communicate move details to staff
• Inventory all technology, furniture, and equipment
• Label workstations and equipment
• Decide what furniture to move, donate, or recycle
• Back up IT and schedule internet and phone setup
• Confirm truck clearance and parking permits
• Update vendors, clients, USPS, and online listings

Move Day Tasks

• Confirm plan with movers
• Shut down IT, pack equipment, and move critical items first
• Load trucks in a planned sequence
• Unload and set up key workstations at new office
• Test technology and network
• Conduct final walkthrough of old office and return keys
• Post Move Tasks
• Check all workstations and equipment
• Notify clients and vendors of the new address
• Confirm mail forwarding and utilities
• Review budget and expenses
• Conduct internal debrief
• Close out old lease obligations

Pricing and Budget

For a small office under two thousand square feet, budget around three to ten thousand dollars depending on complexity. A mid sized office between five thousand and ten thousand square feet typically costs ten to thirty five thousand dollars. Large corporate floors or high rise buildings with heavy IT infrastructure can cost twenty five thousand or more. Remember that overtime and after hours can add to costs. Downtime costs are also important to consider.

For insights on hidden costs that often catch businesses off guard, read our article on Hidden Costs of Moving a Business.

Contact Chicago Office Movers For a Last Minute Office Move in Chicago and Suburbs

If your business is racing against the clock for a last-minute move, you don’t need just any moving company—you need Chicago Office Movers, the city’s number one office relocation experts. We know Chicago’s streets, buildings, and logistics better than anyone. From securing freight elevators in the Loop to navigating downtown permits, we handle the details so your team doesn’t miss a beat.

Every move is different, and we treat it that way. Whether it’s relocating tech-heavy workstations, delicate furniture, or coordinating a multi-floor high-rise move, we plan, pack, and execute with precision. Your office stays running, your deadlines stay intact, and your stress disappears.

Call Chicago Office Movers today at 312-244-2246 and see why businesses across Chicago trust us to make even the toughest moves feel effortless. Your office is moving—let’s make it seamless.

Running a business means juggling dozens of costs every day. Rent, salaries, marketing—these are the obvious ones. But what about the expenses that quietly slip under your radar? The ones that slowly chip away at profits without anyone noticing? For small businesses and startups, these hidden costs can make a real difference. Things like employee turnover, outdated equipment, rising utility bills, or compliance oversights can quietly drain resources and hurt your bottom line more than you think.

In this guide, we will uncover the hidden costs that most businesses overlook, and provide practical strategies to manage them.

1. Employee Downtime

Every hour your staff isn’t working during a move can result in lost revenue. According to the U.S. Bureau of Labor Statistics, the average office worker generates roughly $40–$50 per hour in economic output. Multiply that by a team of 20 or 50 employees, and even a single day of unplanned downtime can cost thousands of dollars.

How you can avoid this? Plan your move in phases to minimize disruption. Set up temporary workstations or allow flexible remote work where possible. Coordinate with your IT and operations teams so critical systems are ready before employees return to full capacity. Even small adjustments, like staggering departments’ move-in schedules, can protect productivity and maintain revenue flow.

2. IT and Technology Setup

Moving servers, computers, and telecommunications systems isn’t just physical labor. Mismanaged IT relocations can lead to data loss, equipment damage, and delays. Research shows that technology downtime can cost businesses 2–5% of annual revenue during a transition.

How to Manage IT Transition?

Involve your IT team early in the planning. Conduct a full inventory of all hardware and software, back up all data, and pre-configure systems in the new office when possible. Consider temporary cloud solutions or virtual desktop setups to keep employees connected. A carefully orchestrated IT plan prevents frustration and ensures work can continue seamlessly.

3. Temporary Storage

Sometimes the new office isn’t ready for all equipment or furniture. Temporary storage might seem minor, but over a few weeks, fees can add up. IBISWorld reports that short-term storage can easily account for 5–10% of a moving budget.

Prioritize moving only essential items first and ensure storage is used efficiently. Label and track items carefully, so nothing gets misplaced. Coordinating your move-in with the completion of office renovations or installations helps reduce storage time and avoids unnecessary costs.

4. Office Decommissioning and Cleaning

Leaving your old office space in poor condition can result in security deposit disputes or extra charges. Cleaning, minor repairs, and professional services may all be required to meet landlord expectations.

Inspect your current office thoroughly before moving day. Document the condition with photos, schedule necessary repairs, and plan cleaning services in advance. This proactive approach protects deposits, avoids disputes, and ensures a smooth handover.

5. Permits, Access Fees, and Logistics

Moving into urban buildings often involves elevator reservations, loading dock scheduling, parking permits, and other logistical hurdles. Without proper planning, these small fees can add hundreds or even thousands of dollars to your budget.

Communicate early with building management to confirm all regulations and associated costs. Reserve elevators, loading areas, or parking spots ahead of time. A detailed logistics plan ensures the moving crew can operate efficiently without encountering costly last-minute restrictions.

6. Employee Relocation and Travel Costs

If staff must temporarily relocate or travel for the move, expenses for relocation allowances, temporary housing, and travel can be significant. Even a single week of hotel stays for a small team can exceed $5,000.

Be transparent with employees about relocation policies. Provide guidance and support, such as temporary accommodations or flexible work arrangements. For some teams, hybrid schedules or remote work during the transition can reduce both costs and employee stress.

You can also follow our guide on how to prepare your employees for an office relocation to make the transition smoother.

7. Utility Activation and Office Setup

New office locations often require deposits or setup fees for electricity, internet, phone lines, and HVAC systems. Overlooking these steps can result in delays or unplanned charges, which can disrupt your business operations.

Schedule all service activations well ahead of the move. Confirm account details, arrange installation times, and test systems before employees return. Ensuring these basics are in place avoids frustration and prevents downtime.

8. Insurance Adjustments

Your current insurance may not cover losses during a corporate move, especially for high-value equipment or temporary storage.

Consult your provider before moving. Confirm which risks are covered, and consider supplemental policies if needed. A proactive review ensures your assets are protected throughout the transition and reduces financial exposure.

9. Furniture and Equipment Replacement

Not all furniture or technology fits the new office layout. Adjustments, renovations, or outright replacements can create unplanned costs. IBISWorld estimates that 3–7% of moving budgets can go to unexpected equipment or furniture replacements.

Take accurate measurements of your new space and audit current furniture and technology. Identify which items can be reused, refurbished, or rearranged. By planning the office layout ahead of time, you can avoid last-minute purchases and keep your move on budget.

10. Updating Branding and Communication

Changing addresses affects everything from your website and email signatures to signage, stationery, and legal registrations. Neglecting these updates can disrupt communication and affect your brand image.

Create a comprehensive checklist of all materials and channels that need updating. Assign responsibility to specific team members and start early to ensure your brand and contact information are accurate from day one.

It’s also essential to properly handle sensitive documents during a move to maintain confidentiality and ensure smooth operations

Simplify Your Office Move and Decommissioning with Experts You Can Trust

A corporate move comes with many hidden costs, but with careful planning, these can be minimized or avoided. Hiring experienced movers who understand corporate relocation can save time, money, and headaches.

Chicago Office Movers specializes in moving businesses of all sizes and industries. Our team handles everything from planning to packing to setup, ensuring your relocation is smooth and stress-free. Whether you run a small office or a large corporate facility, we make sure your move is efficient and your business stays on track.

We also handle office decommissioning, including cleaning, minor repairs, and organizing the handover of your old space, so you don’t have to worry about a thing.

No matter the size of your business or the complexity of your move, we make sure your operations stay on track and your team can focus on what matters most. Call Chicago Office Movers today at 312-244-2246 and let us take care of your office move and decommissioning from start to finish.

Frequently Asked Questions