Review Us On Google
Call Us Now
312-CHI-CAGO

100% Customer
Satisfaction

Review Us On Google
Chicago skyline
Chicago High-Rise Office Move Guide

Chicago High-Rise Office Moving Guide: Requirements, Checklist & Planning Tips

Chicago High-Rise Office Moving Guide: Requirements, Checklist & Planning Tips

Moving into a Chicago high-rise office requires more coordination than a typical commercial move. Before moving day, your business may need to reserve a freight elevator, schedule loading dock access, provide a certificate of insurance (COI), obtain building management approval, coordinate security access, verify truck parking, and work within strict move-in hours.

The most important rule is simple: confirm your building's moving requirements before scheduling the final move date. Rules can vary significantly between downtown Chicago office towers, even when the buildings are only a few blocks apart.

Chicago Office Movers regularly handles the logistics involved in commercial relocations, including move management, furniture disassembly and reassembly, IT and server-room relocations, and moves involving union properties.

Chicago High-Rise Office Moving Checklist

Before moving into a Chicago high-rise, confirm these items:

  • Contact building or property management
  • Get the building's move-in requirements in writing
  • Reserve the freight elevator
  • Reserve the loading dock or service entrance
  • Confirm permitted moving dates and hours
  • Obtain the required certificate of insurance
  • Verify truck size and loading restrictions
  • Determine whether parking or curb permits are needed
  • Confirm security and contractor check-in procedures
  • Ask whether union labor is required
  • Measure elevator doors, elevator cabs, hallways and suite entrances
  • Measure oversized office furniture
  • Coordinate furniture disassembly if needed
  • Schedule IT shutdown and restart
  • Confirm floor, wall and elevator protection requirements
  • Create a move-day access plan
  • Give your moving company the building manager's contact information
Key takeaway: Build your moving schedule around the building's access window rather than scheduling the building around the movers.

Why Is Moving Into a Chicago High-Rise Different From a Regular Office Move?

The biggest challenge with a high-rise office move usually isn't transporting the furniture. It's working around everything the building controls.

A suburban office move may allow a moving truck to pull close to an entrance while crews work relatively freely. In a downtown Chicago high-rise, movers may instead have to coordinate around:

  • Shared freight elevators
  • Limited loading dock space
  • Other tenant moves
  • Deliveries and contractors
  • Building security
  • Restricted moving hours
  • Service corridors
  • Elevator weight and size limits
  • Lobby restrictions
  • Floor and wall protection requirements

A loading dock may only accommodate one or two trucks at a time. Security may require the names of every crew member before they arrive. Some properties only permit major moves during evenings or weekends.

Even the route between the loading dock and your office suite can affect the moving plan.

Is Your Chicago Office Building a Union Building?

Some downtown Chicago properties require union labor for certain moving work.

Ask building management about union requirements before selecting or scheduling a moving company. The requirement can affect which crews are permitted to work inside the property and how the move must be scheduled.

Chicago Office Movers is a member of Teamsters Local 705 and can handle relocations in properties where union moving labor is required.

Chicago Union Movers Infographic

Do You Need to Reserve a Freight Elevator for a Chicago Office Move?

In many Chicago high-rise buildings, yes. Tenants are commonly required to reserve a freight elevator for a move, and some properties restrict furniture and moving equipment from passenger elevators. Freight elevators are better suited for office relocations because they typically offer:

  • Larger elevator cabs
  • Wider doors
  • Higher weight capacities
  • Protective padding
  • Access to service corridors
  • Better access to loading areas

Reservations are generally handled through building or property management. A commercial moving company providing move management can often help coordinate the process.

What Should You Ask Before Reserving a Freight Elevator?

Ask building management:

  • How far in advance does the freight elevator need to be reserved?
  • What moving hours are available?
  • Is the elevator dedicated to our move?
  • Will it be shared with other tenants?
  • What are the cab dimensions?
  • What is the elevator's weight capacity?
  • What is the width and height of the elevator door?
  • Is elevator padding required?
  • Who provides the padding?
  • Is floor protection required?
  • What happens if the move exceeds the reserved time?
  • What is the contingency plan if the elevator is unavailable?
Chicago office moving tip: Get the elevator's door-opening dimensions, not just the interior cab measurements. A large conference table may technically fit inside the elevator but still be unable to pass through the door.

How Does Loading Dock Access Work for a Chicago High-Rise Move?

Loading dock access can be one of the biggest logistical constraints during a downtown Chicago office move.

Before scheduling trucks, confirm:

  • Whether the building has a dedicated loading dock
  • Whether dock reservations are required
  • How long a truck can remain in the dock
  • Maximum truck length
  • Maximum vehicle height
  • Dock clearance
  • Whether a liftgate is necessary
  • Loading dock operating hours
  • Whether dock staff must be present
  • Where additional moving trucks can stage

Not every Chicago high-rise has a traditional loading dock. Some buildings use an alley service entrance. Others rely on a designated loading area or another approved access point.

If there is no dedicated loading dock, the move may require a longer carry between the truck and freight elevator, which can affect labor needs, crew size and the amount of time required for the move.

Do You Need a Certificate of Insurance for a Chicago Office Move?

Many commercial office buildings require a moving company to provide a certificate of insurance, commonly called a COI, before movers are permitted to enter the property.

Requirements differ by building, so obtain the exact insurance specifications directly from property management.

A moving-company COI commonly documents coverage such as:

  • General liability
  • Automobile liability
  • Workers' compensation
  • Umbrella or excess liability when required

The building may also require specific parties to be listed as additional insureds.

Who Provides the COI?

The moving company's insurance carrier or broker normally prepares the certificate based on the building's requirements.

When Should You Submit the COI?

Submit it as early as practical after receiving the property's requirements. Some buildings require insurance documentation well before move day.

What Can Go Wrong With a COI?

One of the most common issues is not simply forgetting the certificate. It is submitting a COI with:

  • The wrong legal entity
  • Incorrect additional insured wording
  • Insufficient coverage limits
  • Incorrect property information
  • Expired coverage

Ask building management for its exact requirements and, when available, a sample certificate.

A missing or incorrect COI can delay approval for freight elevator or loading dock access.

What Should You Ask the Building Manager Before an Office Move?

Before finalizing your moving date, ask:

  • What dates and hours are moves permitted?
  • Are weekend moves allowed?
  • Are after-hours moves required?
  • Are there after-hours building fees?
  • Do we need to reserve a freight elevator?
  • How long can we reserve the elevator?
  • Is a certificate of insurance required?
  • What insurance limits are required?
  • Who needs to be listed as an additional insured?
  • Is a loading dock available?
  • How long can a truck remain in the loading dock?
  • Are there restrictions on truck height or length?
  • Are there move-in fees or deposits?
  • Does security need a moving crew list?
  • What identification do movers need?
  • Is floor or wall protection required?
  • Are there restrictions on using the lobby?
  • Is union labor required?
  • Where can moving trucks stage?
  • Who is the building contact on move day?

Also request the move-day contact's direct phone number. If an access issue occurs during an evening or weekend move, a direct building contact can be much more useful than a general property-management number.

What Is a High-Rise Office Move Window?

A move window is the period during which a building permits moving activity. For example, an office tower may allow moves:

  • After regular business hours
  • During designated evening hours
  • On Saturdays
  • On Sundays
  • During specific loading-dock windows

Buildings establish move windows to reduce interference with employees, visitors, deliveries and other tenants.

Are Weekend Office Moves Better?

Not necessarily. Weekend moves can reduce interference with employees, but they may also involve:

  • Additional building fees
  • Reduced building staff
  • Special security arrangements
  • Limited freight elevator availability
  • Different loading dock procedures

The best schedule depends on the building, freight elevator availability, downtown traffic, the size of the relocation and how much business downtime you can tolerate.

Where Can Moving Trucks Park During a Downtown Chicago Office Move?

Do not assume a commercial moving truck can park directly outside your building.

Downtown Chicago curb space can be restricted, metered, signed or otherwise unavailable. Depending on the property, moving trucks may need to use:

  • A loading dock
  • Alley access
  • A service drive
  • An approved loading zone
  • Reserved curb space

Some moves may require permits or other arrangements when public curb space, sidewalks or the public right-of-way are involved.

Because City of Chicago permitting requirements and fees can change, verify current requirements with the appropriate city department, 311, building management or your commercial moving company before move day.

What Security Information Is Needed Before Moving Into a High-Rise?

Properties with controlled access may require moving-company and vehicle information before move day. Be prepared to provide:

  • Moving company name
  • Crew member names
  • Driver information
  • Truck information
  • Moving date
  • Approved moving hours
  • Freight elevator reservation
  • Loading dock reservation
  • Tenant contact information
  • Required insurance documents

On moving day, crews may need to check in with building security, provide identification and use designated service entrances or access cards.

After-hours moves may have additional procedures, so confirm them before the crew arrives.

Measure the Freight Elevator and Furniture Before Moving Day

A desk fitting inside your current office doesn't mean it will fit through the elevator doors at your new building. Before moving day, measure:

  • Freight elevator door
  • Freight elevator cab
  • Suite entrance
  • Building doors
  • Service corridors
  • Hallways
  • Tight corners
  • Stairways

Then measure large office items, including:

  • Conference tables
  • Reception desks
  • Executive desks
  • Large file cabinets
  • Server racks
  • Storage cabinets
  • Modular workstations

If an item cannot pass through the planned route, possible solutions include disassembly, using another access route, temporarily storing the item or replacing it.

Large conference tables and reception desks frequently require special planning because they may originally have been assembled inside the office.

Read our guide to furniture disassembly before an office move

How Should IT Be Coordinated During a High-Rise Office Move?

IT relocation needs to follow the same master schedule as the movers and building.

Computers, servers, network equipment, printers, monitors and phones have to be disconnected, transported and restarted in an order that minimizes business disruption.

A common problem is a mismatch between the IT schedule and building access.

For example, if your IT team cannot shut down critical systems until 6:00 p.m., but the moving company's dock access ends at 8:00 p.m., the available relocation window becomes extremely tight.

Your:

  • Moving company
  • IT provider
  • Building manager
  • Internal move coordinator

should all work from the same timeline.

For larger technology relocations, see our server room and data center relocation services.

Chicago High-Rise Office Move Timeline

2–4 Weeks Before the Move

Contact property management for both buildings and confirm move requirements.

Complete items such as:

  • COI submission
  • Freight elevator reservation
  • Loading dock reservation
  • Moving-hour approval
  • Building fees
  • Union requirements
  • Parking and truck access
  • Security procedures

For larger or more complicated relocations, begin planning earlier.

1 Week Before the Move

Finalize:

  • Moving crew
  • Truck schedule
  • Furniture inventory
  • Office floor plan
  • Employee communication
  • Security list
  • Dock arrangements
  • IT schedule
  • Furniture labels

Label furniture, workstations and boxes according to the new floor plan.

Moving Day

The moving crew should:

  • Check in with building security.
  • Confirm dock or curb access.
  • Install required floor, wall and elevator protection.
  • Confirm the freight elevator.
  • Load and transport office contents.
  • Deliver items according to the floor plan.
  • Reassemble designated furniture.

A company representative should remain available throughout the relocation in case the building or moving crew needs an immediate decision.

After the Move

Complete:

  • Furniture reassembly
  • IT restart
  • Workstation setup
  • Removal of packing materials
  • Damage inspection
  • Old-office walkthrough
  • Final landlord requirements

Common Chicago High-Rise Moving Problems and How to Prevent Them

ProblemHow to Prevent It
Freight elevator wasn't reservedReserve it as soon as the move date is approved and get confirmation in writing.
COI is incorrectObtain the building's exact insurance requirements before requesting the certificate.
Moving truck cannot access the dockConfirm truck length, height, and dock restrictions beforehand.
Furniture doesn't fit in the elevatorMeasure the elevator door and oversized furniture before moving day.
Move is scheduled outside approved hoursVerify permitted moving hours before booking the move.
Security doesn't have the crew listSubmit mover and vehicle information in advance.
Move exceeds the reserved windowBuild crew size and truck scheduling around the available access time.
IT isn't ready when movers arriveCreate one coordinated moving and technology schedule.
Building requires union laborVerify labor requirements before hiring the moving company.

Chicago High-Rise Office Move Requirements

RequirementWhy It MattersWho to Contact
Freight elevatorControls movement between floorsBuilding management
Loading dockDetermines truck accessProperty management
COIMay be required before movers receive accessBuilding + moving company
Move windowDetermines when relocation work can occurBuilding management
SecurityControls vendor and crew accessBuilding security
Parking/loadingDetermines where moving trucks can stopBuilding / applicable city authority
Furniture dimensionsPrevents access problemsMoving company
IT scheduleHelps reduce downtimeIT team + movers
Union requirementsDetermines permitted moving laborProperty management

High-Rise Office Moving in the Loop, River North, West Loop and Downtown Chicago

Office-moving requirements can vary throughout the Loop, River North, West Loop, Fulton Market, Streeterville and other downtown Chicago business districts.

Older office buildings may have smaller freight elevators, narrow service corridors or limited alley access. Newer towers may have detailed vendor procedures, dedicated loading schedules or stricter building-access rules.

Suburban office buildings can present a different set of challenges. Truck access may be easier, but some properties do not have freight elevators or formal loading docks.

There is no universal Chicago high-rise moving policy.

Always confirm the requirements for the specific property you're moving into and the building you're leaving.

Chicago High Rise Movers

Chicago High-Rise Office Moving FAQs

How far in advance should I schedule a Chicago high-rise office move?

For many office relocations, beginning planning approximately four to eight weeks ahead provides time to coordinate building requirements, movers, IT and employees. Larger relocations or buildings with limited moving windows may require significantly more lead time.

Do I need to reserve a freight elevator for an office move?

Many Chicago high-rise buildings require freight elevator reservations. Contact property management as soon as the moving date is being considered.

Do Chicago office buildings require a certificate of insurance?

Many commercial properties require a COI from the moving company, but coverage requirements vary by property. Ask building management for the exact limits and additional insured wording.

Can an office move take place on a weekend?

Often, but the building must allow it. Weekend or after-hours moves can require additional security arrangements, fees or building approval.

Can a moving truck park directly outside a Chicago high-rise?

Not necessarily. Depending on the property, movers may use a loading dock, alley, service entrance or approved curb space. Confirm truck access before move day.

What happens if office furniture doesn't fit in the freight elevator?

The moving company may need to disassemble the furniture, find another approved route, temporarily store it or discuss replacement options. Measuring large items and elevator openings beforehand helps avoid that decision on moving day.

What does building management typically need before an office move?

Requirements vary, but commonly requested information includes the moving date, approved moving window, moving-company information, COI, freight-elevator reservation, dock arrangements, crew information and a tenant contact.

How long does a Chicago high-rise office move take?

The timeline depends on the size of the office, number of floors, elevator availability, loading restrictions, furniture requirements and IT needs. Some smaller or mid-sized relocations can be completed within one approved evening or weekend move window, while larger projects may require multiple phases.

What if the building doesn't have a loading dock?

Movers may use an approved service entrance, alley or other loading location. A longer carry between the truck and building can require additional labor and time.

Can commercial movers work after normal business hours?

Yes. Some downtown buildings actually prefer or require substantial moving activity to occur after normal tenant hours.

Who reserves the freight elevator?

The tenant is generally responsible for complying with building requirements, although a commercial moving company providing move management can help coordinate reservations with property management.

How do I know whether my Chicago office building requires union movers?

Ask the building manager or property-management company directly. Determine labor requirements before hiring and scheduling your movers.

Planning a Move Into or Out of a Chicago High-Rise?

A successful Chicago high-rise office move starts with the building requirements, not the moving truck.

Before finalizing the move date, confirm:

  • Freight elevator access
  • Loading dock access
  • Move-in hours
  • COI requirements
  • Security procedures
  • Truck access
  • Union requirements
  • Building protection requirements
  • Parking or permitting requirements

Once those details are confirmed, your moving company can build a realistic plan around the available building window, including crews, trucks, furniture handling, IT coordination and delivery sequencing.

Chicago Office Movers provides commercial move management, furniture disassembly and reassembly, server and data center relocation and moving services for union properties.

If you're planning an office move into or out of a Chicago high-rise, contact Chicago Office Movers to discuss your building's requirements and create a move plan before moving day. Call 312-244-2246 or request a free office moving proposal. You can also use our commercial moving checklist to start planning your relocation.

Contact Us

  • This field is for validation purposes and should be left unchanged.
  • MM slash DD slash YYYY
How Much Does Business Storage Cost in Chicago

How Much Does Business Storage Cost in Chicago? 2026 Pricing Guide

How Much Does Business Storage Cost in Chicago

If you are budgeting for business storage in Chicago, the honest answer is that “it depends” on what you are storing, for how long, and whether you need climate control or professional handling. This guide breaks down real 2026 pricing across every type of business storage, from self-storage units to warehouse space to document archiving, so you can budget accurately before you commit to a facility or a mover.

Quick Answer: Business Storage Costs in Chicago

Most Chicago businesses pay between 40 and 500 dollars per month for storage, depending heavily on the type. Small self-storage units for supplies or overflow inventory run 40 to 200 dollars per month. Warehouse or pallet storage through a moving company or 3PL typically runs 100 to 450 dollars per month for a standard office's worth of furniture and equipment. Document and records storage is priced per box, usually 22 to 95 cents per box per month. The sections below break down each option in detail.

Self-Storage Units for Business Use

Self-storage is the most common option for businesses storing extra inventory, seasonal supplies, files, or furniture between office moves. Pricing depends almost entirely on unit size and whether the unit is climate-controlled.

Unit SizeTypical Monthly Cost (Standard)Typical Monthly Cost (Climate-Controlled)
5x5$42 to $80$84 and up
10x10$100 to $200$144 to $660
10x20$218 to $484Similar or slightly higher
10x30Around $367Higher, facility dependent
20x30Around $821Around $811

These figures reflect current Chicago-area self-storage listings as of mid 2026. Climate control typically adds about 17 percent to the base rate, which matters more than it sounds like once you are storing electronics, documents, or furniture that can warp or mold in humidity swings.

Climate-Controlled Storage Pricing

Climate control is not a luxury add-on for most business storage needs. Paper records, electronics, wood furniture, and lab or medical equipment can all suffer real damage from Chicago's humid summers and freezing winters. Across all unit sizes, climate-controlled storage in Chicago averages around 106 dollars per month, with the premium over standard storage running roughly 15 to 20 percent. For anything beyond boxes of nonperishable supplies, budgeting for climate control from the start usually costs less than replacing damaged inventory or equipment later.

Commercial Warehouse and Pallet Storage

If your business needs to store pallets, bulk inventory, or large equipment rather than boxed items, warehouse space is priced differently than self-storage. As of late 2025 and into 2026, industrial warehouse rent in the Chicago metro area averages around 6.57 dollars per square foot per year on a triple net (NNN) basis, with a typical range of 5.75 to 11.00 dollars per square foot depending on submarket and building class. Add 1 to 3 dollars per square foot for NNN charges like taxes, insurance, and maintenance when comparing quotes.

If you do not need a full lease and just want short-term pallet storage, third-party logistics (3PL) providers in the Chicago and Midwest region typically charge 1.00 to 1.60 dollars per square foot per month, which is a much better fit for temporary business storage than signing a warehouse lease.

Document and Records Storage Costs

Paper records storage is priced per box rather than by square footage, and it is one of the more affordable business storage categories. Current market rates run roughly 22 to 95 cents per box per month, with large-volume accounts landing at the lower end and small accounts at the higher end. On top of monthly storage, expect a retrieval or delivery fee of around 2 dollars per box plus a trip charge if you need documents pulled and delivered. Businesses with ongoing compliance or lease-related document retention requirements should budget for both the monthly storage fee and occasional retrieval costs, not just the base rate.

Storage During an Office Move (Storage in Transit)

If you are relocating and need somewhere to keep furniture, equipment, or files between your old space and your new one, this is usually priced through your moving company rather than a separate storage facility. Short-term storage in transit typically runs 20 to 50 dollars per day, while longer warehouse storage during a move runs 100 to 450 dollars per month depending on volume. For a typical office's worth of furniture and equipment, expect somewhere in the 100 to 300 dollar per month range. Many movers, including Chicago Office Movers, can also build a complimentary short-term storage window (often 30 days) directly into a moving contract, so it is worth asking about this before pricing out a separate storage unit.

Skip the extra coordination of renting a separate storage unit. Chicago Office Movers provides short and long-term storage services and dedicated paperwork storage directly, built around your move timeline.

What Affects Your Business Storage Cost in Chicago

  • Unit size or square footage needed
  • Climate control (adds roughly 15 to 20 percent to standard rates)
  • Length of storage (short-term daily rates versus monthly warehouse rates)
  • Location within Chicago and the suburbs, since real estate costs vary significantly by neighborhood
  • Access frequency, since 24-hour access and drive-up units typically cost more than standard access
  • Whether you need the storage provider to also handle pickup, packing, and delivery

How to Choose the Right Storage Option

If you are storing boxes, files, or small inventory for a few months, a standard self-storage unit is usually the cheapest option. If you are storing sensitive documents, electronics, or equipment, pay the climate-control premium since replacement costs are almost always higher than the savings. If you are in the middle of an office move, ask your moving company for a bundled storage-in-transit rate before renting a separate unit, since it often saves both money and coordination headaches. For ongoing document retention needs tied to lease or compliance requirements, per-box records storage is typically the most economical route.

Ready to get storage services from Chicago Office Movers? We handle the pickup, the storage, and the delivery back to your new space, all under one contract. Get storage services from Chicago Office Movers or call us to talk through what your business actually needs.

Frequently Asked Questions

How much does business storage cost per month in Chicago?

Most businesses pay between 40 and 500 dollars per month, depending on whether they need a small self-storage unit, warehouse pallet space, or moving-company-provided storage. Document storage is priced separately, per box, usually between 22 and 95 cents per box per month.

Is climate-controlled storage worth the extra cost?

For anything other than nonperishable boxed supplies, yes. Climate control typically adds 15 to 20 percent to the monthly rate but protects electronics, documents, wood furniture, and equipment from Chicago's humidity and temperature swings, which is usually cheaper than replacing damaged items.

Can a moving company store my office furniture during a move?

Yes. Chicago Office Movers offers short and long-term storage in transit, often with a complimentary storage window built into the move for the first 30 days.

How much does it cost to store business documents in Chicago?

Records storage is typically priced per box rather than by square footage, usually 22 to 95 cents per box per month, plus a small retrieval fee of around 2 dollars per box when you need documents delivered.

Get Storage Services from Chicago Office Movers

Chicago Office Movers provides both short and long-term storage and dedicated paperwork storage for businesses across Chicago and the suburbs. Call 312-244-2246 to get storage services from Chicago Office Movers, or fill out our contact form and we will get back to you shortly.

Contact Us

  • This field is for validation purposes and should be left unchanged.
  • MM slash DD slash YYYY
What is FFE in Commercial Moving

What is FF&E in Commercial Moving?

What is FFE in Commercial Moving

FF&E stands for furniture, fixtures, and equipment, the movable items in a commercial space that are not permanently attached to the building. Because these items can be removed without damaging the structure, they are handled, budgeted, and insured separately during an office relocation. Here's how FF&E works and why it matters to any business planning a commercial move.

Relocating to a new office space requires careful consideration of FF&E. The proper management of FF&E is critical to a smooth business transition. It is also an important part of interior design that impacts the aesthetics, functionality, and customer or personnel experience in the new building.

Whether the business operates as a standalone office, a convenience store, or a retail outlet, the furniture, fixtures, and equipment should not be overlooked during a commercial move. In a retail environment, like a boutique or grocery store, the arrangement of FF&E affects the customer's navigational ease and shopping experience. In an office, FF&E arrangements influence employee productivity and satisfaction. In a restaurant, FF&E is optimized for the intended ambiance.

What are examples of FF&E?

Common examples of FF&E include desks, chairs, conference tables, shelving units, lighting fixtures, signage, computers, printers, phone systems, and artwork. Anything a business could pack up and take to a new location without altering the building qualifies.

The furniture component of FF&E includes office desks, chairs, and sofas. The conference tables in the meeting rooms, seating in the reception areas, and bookcases lining the manager offices are also considered FF&E. They lend comfort and define the workspace layout.

Fixtures are items attached to the building's interior that can be removed without structural damage such as track lighting, suspended pendants, signage, whiteboards, and shelving units. Whether a specific fixture stays or goes is often spelled out in the lease, which is why fixtures are factored into lease negotiations well before moving day.

Office equipment is often the highest-value category and includes a range of technologies from computers to printers and copiers. Phone systems, too, are a part of the equipment, and relocating IT equipment requires its own planning to avoid downtime. Manufacturing companies are likely to house industry equipment, such as press machines or injection molding machines.

Paintings and other artwork hung throughout an office are a part of FF&E. Porcelain sculptures lining the office halls, vases in the wall alcoves, rugs, and various decorative objects a company adds to enhance the aesthetics of its building are included as well.

What is not considered FF&E?

Permanent structural elements are not FF&E. These include plumbing systems, built-in cabinetry, and HVAC systems. Consumable items, like paper, food products, and goods intended for quick disposal, are also excluded.

The simplest test: any item that damages the building structure upon removal is not FF&E. A chandelier that unscrews from the ceiling rose is FF&E. A disc light wired into the ceiling is not. Budgeting, insurance, and project scheduling all rely on this distinction, so businesses should inventory their space with this test in mind before requesting moving estimates.

Is It FF&E removal test infographic showing removable office furniture and equipment versus permanent structural elements.

How does FF&E apply to commercial moving?

A successful company relocation requires extensive planning a commercial move several months before the installation, with thoughtful consideration of FF&E built into that timeline. The ideal plan corresponds with the move timeline and objective. Keeping the project on schedule prevents costly delays and avoids unnecessary complications.

The challenges of an FF&E project differ based on the company's industry. An office might face a deadline tied to the start of the lease as well as employee relocation, while a hotel must factor in ways to minimize guest disruptions.

Commercial moving companies anticipate building and elevator access limitations, delivery constraints, and the sequence of installation during the planning phase. Identifying potential issues early, including weather and traffic conditions that could affect transit, keeps the project on schedule and within budget.

Movers utilize vehicles specifically designed to transport furniture and equipment. Their trucks feature air-ride suspensions that minimize the vibrations and shock that would otherwise damage goods. Lift gates help movers safely load and unload, while padding and securement systems prevent damage during transport.

The final phase of FF&E in commercial moving is the installation. Experienced moving crews understand the installation requirements of different furniture types and the techniques specified by various manufacturers. Without a skilled approach, warranties are voided and safety hazards are introduced.

What should relocating businesses seek in an FF&E partner?

An office planning an upcoming relocation should seek an FF&E provider who can meet the project's specific requirements. Review our guide on what to look for in a moving company to determine their level of experience with similar projects, whether they offer storage facilities, and whether they have contingency plans in the event of delays.

Avoid partnering with a commercial mover that cuts costs on important services, such as skilled installation or proper storage. Mistakes like these cause mounting expenses and delays later, especially when businesses must resume operations as quickly as possible at the new location.

Trust Chicago Office Movers with your FF&E relocation

Companies large and small choose Chicago Office Movers for FF&E relocations. Our team has over 150 years of combined moving experience, and as proud members of Teamsters 705, our union movers can handle commercial moves of all sizes, including moves in union-only buildings. We've successfully transported electronics, science lab equipment, antiques, artwork, and IT systems for businesses and institutions across Chicagoland.

Our climate-controlled trucks feature lift gates and air-ride suspensions to protect office furniture and belongings, and corporate customers receive tracking to monitor their items at every stage of the relocation. Short- and long-term storage options are available, along with insurance, service contracts, and professional relocation planning and support. Every member of our crew is licensed, trained, and background checked.

Whether your company is moving locally, long-distance, or internationally, call Chicago Office Movers at (312) 244-2246 for commercial moving services and a free estimate from our Elk Grove Village or Chicago, Illinois, office.


FAQs

What does FF&E stand for?

FF&E stands for furniture, fixtures, and equipment. It refers to the movable items in a commercial space, like desks, lighting, and computers, that can be removed without damaging the building.

Is furniture considered FF&E?

Yes. Furniture is one of the three core categories of FF&E, along with fixtures and equipment. Desks, chairs, conference tables, and reception seating all fall under this category.

What is the difference between FF&E and fixtures?

Fixtures are a subset of FF&E. They're items attached to the building's interior, like lighting or shelving, that can still be removed without structural damage. All fixtures are FF&E, but not all FF&E items are fixtures.

Does FF&E include computers and IT equipment?

Yes. Computers, printers, copiers, and phone systems are classified as office equipment, one of the three FF&E categories, and are typically the highest-value items in a commercial move.

Who is responsible for FF&E during an office move?

Responsibility usually falls to the business relocating, though a commercial moving company handles the packing, transport, and installation. Some fixtures may belong to the landlord depending on lease terms, which is why they're negotiated before move day.

Is FF&E covered by moving insurance?

FF&E can be covered under a commercial mover's insurance and service contracts, but coverage varies by provider. Businesses should confirm valuation coverage for high-value equipment like electronics and lab equipment before the move.

What is the FF&E installation process?

FF&E installation is the final phase of a commercial move, where furniture and equipment are placed and set up according to manufacturer specifications. Skilled installation matters because improper setup can void warranties or create safety hazards.

Contact Us

  • This field is for validation purposes and should be left unchanged.
  • MM slash DD slash YYYY
How to move a filing cabinet safely

How to Move a Heavy File Cabinet

How to move a filing cabinet safely

Anyone who has ever tried to shift a four-drawer steel filing cabinet three feet across an office knows the sinking feeling that comes with it: the thing simply does not move the way furniture is supposed to move. A loaded legal-size cabinet can easily weigh 200 to 300 pounds, and even an empty one is dense enough that "just grab it and go" is how people end up with thrown backs, cracked hardwood, and dented walls. We've moved plenty of these in and out of homes and offices, and the cabinets themselves are rarely the problem. It's almost always the plan, or the lack of one, that causes the damage.

This guide walks through the actual process, drawer by drawer and step by step, along with honest answers to the questions people search for most: whether you need to empty it first, whether it's ever okay to move one while it's full, and what to do if the thing works fine but looks like it belongs in a 1987 tax office.

The Equipment You Need to Move a Filing Cabinet Safely

Here's the equipment you need. It's simple and straightforward, and having it on hand before you start makes the whole move easier. If this cabinet is part of a larger office move, it's worth reading our 10 Office Moving Preparation Tips first, since a lot of the same prep work applies to every heavy item you're relocating.

  • A furniture dolly or hand truck rated for at least 300 to 400 lbs. A standard appliance dolly with a strap works best; a cheap plastic moving dolly will flex or crack under a full steel cabinet.
  • Moving straps or a furniture lifting harness. These redistribute the weight to your legs and shoulders instead of your lower back, and they let two people carry a load that would otherwise take four.
  • Furniture sliders or moving blankets for the base, if you're only shifting the cabinet a short distance across a floor.
    Painter's tape or packing tape to secure drawers shut.
  • A tape measure. Check doorway widths and turns before you commit to a path. Filing cabinets are narrow but tall and unforgiving on corners.
    Cardboard or a runner to protect flooring if you're dragging anything, even briefly.

Step 1: Empty the Cabinet (Do You Have to Empty a Filing Cabinet When Moving?)

Yes. In almost every situation, empty the cabinet before you move it.

Once drawers are loaded, a filing cabinet gets top-heavy fast. The weight sits high, and it shifts forward the second a drawer isn't fully latched. A single packed drawer can weigh 40 to 60 pounds on its own. These cabinets are built to hold that weight while sitting still on a floor, not while tilting on a dolly. Move one fully loaded and a drawer can slide open mid-carry, which throws off the balance instantly. That's how cabinets get dropped, backs get hurt, and stairwells get gouged.

Emptying it also solves the weight problem on its own. A four-drawer legal cabinet can weigh close to 250 pounds full and drop to under 150 pounds empty, sometimes less depending on the steel gauge. That's the difference between two people carrying it by hand and needing a dolly, a ramp, or a moving crew.

There's one exception. If you're sliding the cabinet a few feet across the same flat room and it won't tip or leave that level, lighter drawers can usually stay in place. But the moment stairs, a doorway, a ramp, or a truck are involved, empty it first. Pull the drawers, box up the contents (folders hold up well in bankers boxes), and label each box by drawer. Refiling afterward will take minutes instead of an afternoon.

Filing cabinet weight comparison chart

Step 2: Tape and Secure Every Drawer

Once contents are out, or if you're leaving lighter drawers loaded, tape each drawer shut. Painter's tape works well because it won't strip paint or leave residue. Wrap the tape around the drawer front and onto the cabinet body itself, not just across the drawer face, so it can't work loose under vibration. If the cabinet has a locking bar, engage it; that alone often keeps every drawer secured without needing tape at all.

Step 3: Clear and Measure the Path

Walk the entire route before you lift anything: doorways, hallway turns, stairwell landings, and the truck ramp or lip. Filing cabinets are typically 15 to 20 inches deep and 28 to 36 inches tall for a two-drawer, up to around 52 inches for a four-drawer legal model. That height means it's the top edge that catches doorframes and light fixtures, not the width most people check. Remove doors from hinges if a hallway is tight rather than forcing a turn.

Step 4: Tilt and Load onto the Dolly

With a partner, tilt the cabinet back slightly (one person controlling the top, one guiding the base) and slide the dolly's lip underneath. Center the cabinet on the dolly platform; an off-center load will tip the moment you start pushing. Strap it to the dolly frame if the strap is long enough to wrap around; this matters more on stairs than on flat ground.

Step 5: Move It, Flat Ground First, Stairs Second

On flat ground, one person pushes from behind while the other walks ahead to spot corners and door thresholds. On stairs, this is where a two-person lifting strap earns its cost: one person above, one below, cabinet between you, moving one step at a time with the taller person on the lower end so the load stays close to level. Never try to walk a filing cabinet down stairs solo on a hand truck. The tipping point is too easy to lose control of once gravity takes over.

Step 6: Load into the Truck Standing Up

Filing cabinets should travel upright, never on their back or face. Set it against the truck's front wall alongside other heavy, rigid items (appliances, dressers), and strap it to the wall using the truck's built-in tie points. Don't stack anything heavy on top; the top panel isn't load-bearing the way the frame is.

6 steps to move a filing cabinet infographic

Can You Move a Full Filing Cabinet?

It depends on the cabinet's size and how far it needs to travel. A small, lightly loaded two-drawer cabinet can be walked a short distance on a dolly without emptying it, provided the move stays on one level with no stairs.

A full four- or five-drawer legal cabinet is a different case. Fully loaded, these commonly exceed 300 to 400 pounds, which exceeds what two people should lift or maneuver on stairs, regardless of equipment. There's also a structural concern: drawer slides and cabinet frames are engineered to bear that weight while resting flat on a floor, not while tilting, rolling on a dolly, or riding in a moving truck.

For any full cabinet traveling a meaningful distance, empty it first, or bring in movers with commercial equipment, such as stair-climbing dollies, ramps, and additional crew. If you're weighing whether to hire help, our guide on 11 Things to Look for in a Moving Company covers what separates a reliable crew from one that will damage your furniture or your floors.

Need a Hand With the Actual Move?

Reading the steps is one thing. Carrying 250 pounds of steel down a stairwell on a moving day deadline is another. Chicago Office Movers handles full office relocations across Chicagoland, including filing cabinets, desks, workstations, conference furniture, and general office supplies. Our crews bring the dollies, straps, and hand trucks this guide describes, and they know how to load a truck so nothing shifts on the drive.

Whether you're moving one heavy filing cabinet down a single flight of stairs or relocating an entire office floor, call Chicago Office Movers for a quote and let us handle the heavy lifting. Get a Quote.

Contact Us

  • This field is for validation purposes and should be left unchanged.
  • MM slash DD slash YYYY
Cover image for Chicago Office Movers showing a bright office with moving boxes and the headline “How Hard Is It to Relocate a Business”

How Hard Is It to Relocate a Business?

Cover image for Chicago Office Movers showing a bright office with moving boxes and the headline “How Hard Is It to Relocate a Business”

Relocating a business is harder than most companies expect, and the difficulty rarely comes from the obvious things. The packing, the trucks, the physical move itself, and that part is usually fine. What catches businesses off guard is everything around it: the IT coordination that falls through, the lease timing that creates a two-month overlap, the employees who quietly start looking for other jobs when the commute gets longer.

For a small office of 10 to 15 people moving within the same city, a relocation is demanding but manageable. For a company with 50 or more employees, specialized equipment, or a complicated lease situation, it becomes one of the more involved operational projects a business will take on. How hard it is depends almost entirely on how early you start planning and how clearly the responsibilities are divided before anything gets packed.

The Part That Disrupts Business Most: Operations Going Dark

The single most damaging outcome in any office relocation is downtime, which is the period when your team cannot work because systems are being moved, internet is not yet active, or workstations are still in boxes.

Most businesses underestimate how long this window actually is. They plan for a weekend move and assume everything will be running by Monday morning. What they do not account for is that the internet provider needs 5 to 10 business days of lead time to activate a new line at the new address. Or that the server room cannot be reconnected until the IT vendor comes on-site, which may not be until Tuesday. Or that 15 workstations need to be individually set up and tested before anyone can log in.

Businesses that move without disruption treat the technology activation timeline as the anchor for everything else. They confirm internet provisioning dates first, then schedule the physical move around it. They do not move equipment until they know exactly who is reconnecting it and when. That sequence matters more than almost anything else in the planning process.

IT and Technology: Where Most Moves Break Down

Technology is where most office relocations get into trouble, because the complexity is easy to underestimate and the consequences of getting it wrong are immediate.

Moving desktop computers and monitors is a physical task. Moving a server room, a VoIP phone system, a network switch infrastructure, or industry-specific hardware is a coordinated technical project. These are not the same thing.

Before the move begins, every business should have clear written answers to the following questions. Who is physically transporting the servers, and are those machines under a maintenance or warranty contract that restricts third-party handling? Who is responsible for decommissioning the old network setup and building the new one? What is the confirmed activation date for internet and phone service at the new address? If that date slips, what is the backup plan?

The moving company handles the physical transport. Your IT team or managed service provider handles the technical reconnection. Your telecom and internet vendors handle the line activation. All three need to be confirmed and coordinated before move week, not during it. If you want a structured way to manage this, our IT office move checklist covers each of these coordination points in order.

Lease Timing Creates Pressure That Is Hard to Control

The lease situation at both locations is one of the few parts of an office relocation that is largely outside your control, which is exactly what makes it stressful.

On the old space, you may have a fixed end date with a restoration clause that requires you to return the space to its original condition before handing back the keys. Depending on how the office was built out over the years, that can be a real cost. On the new space, possession dates slip. Construction or prior tenant delays push your move-in date back, and your old lease does not automatically extend to accommodate it.

The result is that many businesses end up paying rent on two locations at once for a month or more. This is common enough that it should be budgeted for from the start, not treated as an unexpected cost when it happens.

The other lease issue that creates problems is underestimating how long the restoration and move-out process takes at the old address. Companies often plan their move-out date right up against the lease end date, leaving no time to handle furniture disposal, patch walls, or deal with anything that comes up. Building in at least two weeks between move-out and lease end date is a reasonable buffer.

Employees Notice How a Relocation Is Handled

Office relocations are watched closely by employees, and how leadership communicates about the move shapes how people feel about the company in ways that outlast the move itself.

The concerns employees have are practical. How does the new location affect the commute? Is parking available and at what cost? Will desk assignments change? What happens to the coffee setup? These feel like small things to leadership and like very real daily concerns to the people who have to live with them.

The mistake companies make is communicating too late or too vaguely. Announcing a move two weeks before it happens, with no detail about the new location or what the transition will look like, creates anxiety. Employees fill the information gap with their own assumptions, and those assumptions are rarely optimistic.

Companies that handle this well start communicating early, share specific information about the new space, and acknowledge openly that there will be an adjustment period. They do not oversell the new office as an exciting upgrade if employees are losing a shorter commute. Honest and specific is always better than enthusiastic and vague. For a practical approach to this, see our guide on how to prepare your employees for an office relocation.

Budget Overruns Are the Rule, Not the Exception

Almost every office relocation costs more than the original estimate. This is not usually because the commercial moving company changes its quote. It is because the first budget rarely captures everything that has a cost.

The categories that most commonly get missed are furniture replacement (pieces that do not fit the new layout or are in worse condition than realized), disposal fees for items left behind, temporary storage if the move-in date and move-out date do not line up, IT installation labor at the new space, signage at the new address, and small-but-real costs like new keys, parking validations, and updated marketing materials with the new address.

A realistic moving budget includes a contingency of 10 to 20 percent above the line-item total. Most businesses that skip the contingency end up spending it anyway; they just do it reactively instead of planned.

Office relocation budget breakdown

What Makes a Business Relocation Harder Than Average

A few specific factors consistently push a relocation from manageable to difficult.

Compressed timelines. Companies that begin planning 60 days or less before the move date are working in a hole from the start. Vendor lead times, internet provisioning, building access coordination, and employee communication all require more runway than that. Twelve to sixteen weeks is a more realistic planning horizon for a mid-size office.

Specialized or regulated equipment. Medical practices, labs, manufacturing companies, and businesses with heavy production equipment are dealing with a different level of complexity than a standard office. Some equipment requires certified riggers. Some has environmental or calibration requirements that affect how and when it can be moved. This needs to be scoped with the moving company well before the move date.

No internal project owner. Relocations that have no single internal point of accountability consistently underperform. When the move is shared across an office manager, an IT coordinator, and a facilities contact with no clear lead, decisions slow down, vendors get mixed signals, and things fall through the gaps. One person needs to own the project timeline and have authority to make calls.

Building constraints at either location. Loading dock hours, freight elevator availability, building management requirements around move times, and parking restrictions for large trucks can significantly affect how the move day runs. These details need to be confirmed with both buildings before the date is locked in. In Chicago specifically, moving trucks parking on city streets during a commercial relocation may require a permit from the city. This is an easy thing to overlook and an expensive problem on move day if it comes up. Our post on permits needed to relocate a business in Chicago covers what is typically required and how to get ahead of it.

What a Well-Run Office Relocation Actually Looks Like

A well-run business relocation looks boring from the outside. The trucks show up, the move happens over the planned window, the team comes in Monday and gets to work. What makes that happen is a significant amount of coordination that was completed in the weeks before move day.

The internet and phone vendors were confirmed six weeks out. The IT team had a written reconnection plan. The building managers at both locations were briefed on the truck access requirements. Employees received a detailed communication timeline with specific answers to the questions they actually care about. The moving company did a proper walkthrough of both spaces before providing a quote, not just a square footage estimate over the phone.

None of that is complicated. But all of it requires starting early enough to do it properly.

Call Chicago Office Movers If You're Moving Your Business

If you are planning an office move in Chicago or the surrounding area and want to understand exactly what the process involves for your specific situation, Chicago Office Movers can walk you through it. We have handled commercial relocations for companies across a range of industries and sizes, and we can give you a realistic picture of what your move requires before you commit to a timeline. Get in touch to schedule a consultation.

Contact Us

  • This field is for validation purposes and should be left unchanged.
  • MM slash DD slash YYYY
Call us (312) 244-2246