10 Hidden Costs of Moving Your Business and How to Avoid Them

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 Things like employee turnover, outdated equipment, rising utility bills, or compliance oversights can quietly drain resources and hurt your bottom line more than you think.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

Relocating a business across state lines is a complex undertaking that demands months of careful planning, extensive paperwork, and proper registration in the new state. For companies unsure of where to start, this step-by-step guide provides a clear path to a smooth and successful move.

This article also serves as a business relocation checklist to help companies stay organized during the process of an interstate business move.

Step 1: Know the Reason Behind the Move

Businesses relocate for a wide variety of reasons. Some companies seek to be closer to a highly skilled talent pool while others choose to move out of expensive cities and into more affordable suburbs. New markets appeal to growing companies and provide access to target customers. Tax incentives impact profit margins and tax rates are determined by location, which is why many Illinois companies move operations to states such as Indiana, Texas, or Florida. Commute times may influence employees’ decisions to stay with the company or seek another that’s in proximity. Businesses frequently move out of areas that have become unsafe or unhealthy.

Step 2: Find a Suitable Location

The success of the business relies in part on its location. The ideal location should be accessible to target customers, resources, and a qualified workforce, all of which impact operational costs and efficiency as well as revenue. A prestigious location markedly influences brand perception. Choose a commercial property that offers a lease with terms that work to support the needs of the business. For example, a business owner may negotiate a short lease for increased flexibility rather than a multi-year lease that provides stability. It is always worthwhile to review state-specific regulations and consult resources such as the SBA’s relocation guidelines when choosing a new home for the company.

Step 3: Create a Budget

Relocating a business to a new state is expensive. Create a budget that outlines the costs associated with the move, such as hiring a commercial moving company. The farther the distance, the higher the price of the move will be, since moving companies may charge by mileage for interstate moves. The average cost of cross-country commercial moves ranges from $10,000 to over $30,000, with size and complexity having a major impact. Businesses often budget five to ten percent of their annual operating costs for a relocation. Charges may also be added for services such as elevator access and long carries, and IT and data cabling can significantly increase the overall expense.

Step 4: Relocate the Business Entity

Incorporated businesses must change their state of formation. The options available to them are dissolving the current LLC in its original state of incorporation and forming a new LLC in the new state, merging the old LLC with an LLC formed in the new state, or filing a foreign qualification. Dissolving the existing business requires closing it in its state of incorporation. If the business neglects to formally close, the state of incorporation deems it still active; as a result, the company owner must continue to pay taxes, state fees, and file annual reports. A merger is a second option, whereby the business owner forms an LLC in the new state and then merges the old LLC into the new company. After the merger, the old LLC no longer exists. It’s important to follow the guidelines, such as filing articles of merger through the new state’s Secretary of State office. When a company plans to relocate but intends to continue doing business in the old state, filing a foreign qualification may be the best choice. This option allows the company owner to retain the old LLC and register it as a foreign LLC in the new state. Approval for these filings usually takes between two and four weeks.

Step 5: Move a Sole Proprietorship

Moving a sole proprietorship, on the other hand, requires a few different steps. Cancel the local business licenses and permits and apply for ones at the new location. Pay any outstanding fees and employment taxes. Close the bank account associated with the old business, if it isn’t worldwide.

If the sole proprietorship has a DBA (doing business as), withdraw the name from the Secretary of State’s office. At the new location, apply for a DBA. Inform the IRS of the relocation so that the updated business address is on file with the Federal Tax ID Number.

Step 6: Provided Updates

Once the new location is secured, it’s time to provide updates to all relevant parties. Notify the employees of the new business office location as well as the timeline for the move. Keep customers updated via social media, notices on the front door or company newsletters.

Update Google Maps and Google My Business as well as marketing materials, such as business cards, brochures, and the corporate website. If necessary, order an interior or exterior business sign to display on the new building or inside the lobby.

Step 7: Schedule the Move

Research several potential commercial movers before settling on the right one. The moving company should have good online ratings, a license, and insurance. Consider a commercial mover with experience in the relevant industry, as they understand their customers’ unique relocation needs. A mover’s availability is usually limited from spring to fall, so try to schedule the move during off-peak seasons, such as the winter months, for better rates and flexibility. The beginning of the week and middle of the month are generally less busy for commercial movers. Many Illinois companies that relocate operations out of state schedule their moves months in advance to ensure the best availability.

Commercial Moving Services from Chicago Office Movers

When your company is relocating to greener pastures, you’ll need a reputable commercial mover to ensure you reach the destination in a timely and efficient manner. Many Illinois businesses relocating to states like Indiana, Texas, and Florida have relied on Chicago Office Movers because of our proven track record with interstate business moves. We offer comprehensive commercial moving services that will take your company from point A to point B as seamlessly as possible. Included in our services is professional help with planning the corporate move, packing and unpacking, as well as short- and long-term storage in our secure facilities.

Our moving crews are available no matter where your new location will be. We provide local, long-distance, and international relocation services. All moving crews are licensed, trained, and background-checked so you can be confident in the secure and confidential handling of business goods. Work with Chicago Office Movers, like countless major area businesses have. Given our industry experience moving everything from fragile IT systems to bulky machinery, we can tackle any move with expertise. Call our Chicago or Elk Grove Village, Illinois, office today at 312-244-2246 to obtain a free estimate.

Frequently Asked Questions

Office relocations require careful planning, especially when moving fragile office items. Whether you’re relocating glass-topped tables, sensitive electronics, or valuable artwork, proper packing is essential for minimizing the risk of damage during the move. Here’s a guide on how to pack delicate office equipment and furniture for a safe and efficient office relocation.

What are Fragile Office Items?

Anything described as fragile can be easily broken or damaged. Offices contain an abundance of fragile goods and equipment. The conference room may contain glass-topped tables, and the management offices may be furnished with glass-topped desks—all of which are extremely fragile.

Today’s offices operate on complex electronic systems. When relocating, it’s necessary to pack up sensitive tech equipment, such as computers, monitors, and printers. Fragile items like these can be damaged by the impact if dropped during the moving process.

Offices with sophisticated designs may need to move marble or stone worktops. These fragile goods should be handled with special care to prevent damage. Similarly, framed artwork and antiques that decorate offices require careful packing to remain in pristine condition.

Packing Fragile Office Items: Step-by-Step Guide

Preparing for a relocation means it’s necessary to pack up the whole office. While employees can pack their own belongings and contribute to packing the rest of the office, it requires time during working hours. Conversely, let professional movers handle the packing to save time.

1. Packing Glass Tables

When opting for DIY packing, disassemble glass tabletops. Remove the legs and dismantle the fragile glass frames. Pack these components separately. When unscrewing the table legs, drop the screws into a sealable plastic bag and tape it to the table so it does not become lost during the move.

Wrap the glass top with packing paper. Secure the paper with tape but be sure to prevent the adhesive from coming into contact with the glass. Next, cover the tabletop with bubble wrap, with the bubbles facing inward. Place the wrapped glass into a specialty telescopic box for maximum protection.

2. Packing Tech Equipment

Sensitive electronics should be packed with care to streamline the reinstallation process at the new office. Before packing, back up all important files to an external hard drive or cloud-based storage to prevent data loss. Also take photos of the setup, which can be invaluable during reassembly.

Disassemble and label cables and cords. Box the devices in the original packaging, when possible, which is designed to provide optimal protection. Wrap the tech in bubble wrap and place them in boxes with cushioning. Pack keyboards and mice in smaller boxes or bags to maintain organization.

Utilize anti-static bubble wrap for packing the electronics. If the original boxes are unavailable, select sturdy, corrugated boxes to pack the equipment. Choose boxes that are slightly larger than the devices to allow room for protective padding, such as packing peanuts.

3. Packing Office Artwork and Antiques

Office artwork and antiques are vulnerable to the bumps and jostles of the moving process. Appraise the valuables prior to packing them, in case they are damaged during the relocation. Avoid wrapping wooden antiques in bubble wrap, since multiple layers can damage the porous wood surface.

Secure fragile parts, such as drawers or doors, but avoid using tape to do so. Cover the antiques with moving blankets, which can keep these parts securely closed. Next, add padding to the outside of the moving blankets. Remove any small pieces and store them carefully.

4.Marble-top Tables

Marble is a heavy material but can be easily damaged during a move. Protect these fragile goods by wrapping them in moving blankets. Ensure the blankets cover the pieces from the top and wrap around the bottom. A wardrobe box can be effectively used to further protect the marble.

Upon purchasing a special carton or crate to house the marble components during the relocation, pack no more than one marble piece inside. Keep the carton or crate upright and never lay it flat while storing or moving it. Clearly mark the carton as fragile.

Tips for Packing Fragile Office Items

When packing fragile office items, bear in mind a few general strategies:

• Use Strong, New Boxes: Always choose new, sturdy boxes designed for office moves. Avoid old, flimsy boxes that can collapse under pressure.
• Separate Items: Avoid packing fragile items together to reduce the risk of breakage. Use bubble wrap and packing paper to cushion each item.
• Label Boxes: Clearly mark all boxes containing fragile items to alert movers. You can also color code the boxes for a better organization.

3 Materials You Can Use To Keep The Office Fragile Items Safe

When preparing for an office relocation, using the right packing materials can make all the difference in keeping your fragile items intact. Whether you're moving high-end tech, delicate décor, or glass furnishings, these three materials are the go-to choices for protecting your office essentials during transport.

Bubble Wrap:

Bubble wrap is a must-have when it comes to safeguarding breakable office items. Its air-filled pockets provide a cushioned barrier that helps absorb shocks and vibrations during loading, transport, and unloading. This makes it especially effective for wrapping fragile objects like monitors, computer towers, glass table tops, and framed artwork.

How to Use It:

• For best results, wrap the item completely with the bubble wrap, ensuring the bubbles face inward to protect the surface.
• Secure the wrap with tape, but avoid taping directly onto the item itself.
• When packing multiple items, stack them carefully and add extra layers of bubble wrap between each item to prevent shifting during the move.

Packing Paper:

Unlike newspaper, which can leave ink stains, packing paper is clean, pliable, and safe for delicate surfaces. It’s ideal for wrapping smaller items, filling in gaps inside boxes, or layering between stacked pieces to prevent scratches. Glassware, ceramics, and decorative office pieces benefit from being individually wrapped in packing paper to avoid direct contact with other items.

How to Use It:

• Roll individual items, such as glassware and small office décor, in several layers of packing paper to ensure they are fully cushioned.
• Use packing paper to fill any empty spaces in boxes, ensuring items don't shift during transport.
• For larger, more fragile items, use the paper as a cushion around the item and layer it with bubble wrap for added protection.

Sturdy Corrugated Boxes:

Using high-quality, corrugated cardboard boxes is essential when transporting fragile office goods. These boxes provide structural strength and help distribute weight evenly, reducing the risk of contents being crushed. Double-walled boxes offer even greater protection for heavier or more delicate items.

How to Use It:

• Choose boxes that are slightly larger than the items you're packing to allow for protective padding, such as bubble wrap or packing paper, around the contents.
• For heavier items, like monitors or printers, use double-walled boxes for extra strength. For fragile items like glass or ceramics, use specialized boxes designed for these goods.
• Label the boxes clearly as "Fragile" to ensure they are handled with care during the move.
• To prevent crushing, pack the heaviest items at the bottom of the box and lighter, more fragile items on top.

Professional Office Movers that can Safely Handle Fragile Items

Safely packing fragile office goods for a move can be accomplished with the right skills and packing supplies. When your team is busy preparing for the relocation, save valuable time by delegating the packing and unpacking to the experienced commercial movers at Chicago Office Movers.

Our moving crews are equipped with sturdy boxes and packing supplies as well as expertise to safely pack your entire office. Whether you are moving precious antiques, sensitive IT servers, or other specialty items, we pack your possessions carefully to prevent the risk of damage during the corporate relocation.

As a part of our expert packing services, we label boxes to ensure proper placement at the new office. You receive a full inventory of all goods packed. The items are packed in boxes and crates guaranteed to protect the contents. Plus, our crews unpack your items at the destination.

Our corporate moving services include additional conveniences, such as short- and long-term storage in our secure facilities. We offer insurance and service contracts. Moving crews are licensed, trained, and background-checked to give customers maximum confidence that their goods are in secure hands.

Whether you plan to move your company locally, long-distance or internationally, choose Chicago Office Movers for safe packing and seamless relocation. Call our Elk Grove Village, Illinois, office today for a free estimate and assign your corporate relocation to Chicagoland’s most trusted office mover.

Frequently Asked Questions