Office Moving Costs Explained: A Complete Cost Breakdown
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
| Office Size | Estimated Cost |
|---|---|
| Small office (1–10 employees) | $1,000–$5,000 |
| Medium office (20–50 employees) | $5,000–$15,000 |
| Large office (100+ employees) | $20,000–$30,000+ |
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.
Director of Marketing & Development
Office: (847) 621-5176
Cell: (312) 497-3203
At Chicago Office Movers, Kari-Ann is our Director of Marketing & Development. As the master of visibility, she is responsible for all things Branding and Marketing related. Kari-Ann comes to us with experiences in Marketing for a multi-brand and multi-location company, the service industry, non profit marketing event planning and fundraising, and retail management. She is the Chair of the Board for the Schaumburg Business Association 2021 & 2022, a member of the Elk Grove Village Chamber Board of Directors, and past chair and top fundraiser for the Northwest Suburban Walk To End Alzheimer’s.
Kari-Ann received her Bachelor of Business Administration in Marketing from Western Michigan University. She is Master Certified in Constant Contact Email Marketing and has held numerous social media training classes.
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