Upgrading your workspace means your small business is growing, and that’s an amazing accomplishment. Whether you need more room for your team, extra space for inventory, or a better location for customers, moving your business to a new location is a big step forward.
The process can feel overwhelming, but it doesn’t have to be. This guide walks you through everything, from creating a budget and choosing the right space to preparing your employees and minimizing disruption during the move.
We’ve also created a printable Office and Business Location Move Checklist to keep you on track. Click the link to download and check off each step along the way.
Signs It’s Time to Upgrade Your Business to a New Location
Before you start randomly searching for “commercial spaces near me,” take time to plan not just where you’re moving, but why. Understanding your reasons will help you choose a location that actually works for your business. Common signs include:
- Crowding: If employees are constantly in each other’s way, your space may be affecting morale, productivity, and safety.
- Lack of storage: Limited room for inventory or supplies often signals it’s time to scale up.
- Inadequate facilities: Too few desks, restrooms, or break areas means your setup may no longer meet your team’s needs.
- Customer inconvenience: Long wait times frustrate customers and can cost you sales. A 2024 consumer survey found that nearly 70% of consumers associate waiting in line with negative emotions.If you don’t have enough room to serve all of them efficiently, that may be a sign you need to expand your space.
- Limited parking or accessibility: If customers or staff can’t easily access your location, they may stop coming. Inaccessible locations can hurt foot traffic and limit your growth.
- Lease renewal vs. relocation: When rent hikes or new terms at renewal don’t align with your growth plans, relocating may offer better long-term value.
- Lack of visibility or professionalism: Outdated or hard-to-find spaces could be holding your business back. A more visible, modern space can boost foot traffic and reflect your brand more accurately.
If one or more of these issues feel familiar to you, it’s time to explore a move. Your reasons will guide what to look for in your next location.
Evaluate Your Business’s Growth Potential
Don’t wait until your space no longer works. Planning ahead gives you time to find and renovate without disrupting operations.
“Don’t forget to order new letterheads, envelopes, return labels, and business cards in advance so they’re ready to use post-move.”
Forecast staffing or sales growth over the next few years, and if your location can’t support that growth, it’s time to look ahead. You can also explore HireAHelper’s corporate relocation services for additional advice.
1. Create a Budget and Financial Plan
Before you start looking for a new space, it’s important to understand all the potential costs involved in relocating. A detailed budget can help you stay on track and avoid unwelcome surprises.
- Leasing or purchasing the new space: Moving to a bigger space means your rent will likely increase. Don’t forget to factor in utilities and services, which may also be higher, and account for transfer fees.
- Moving expenses: These include charges from moving companies, packing supplies (boxes, tape, wrapping materials), insurance, and any short-term storage needs.
- Renovations: Plan for construction materials, labor, new furniture, and upgrades such as shelving, signage, or energy-efficient fixtures based on your layout needs.
- Licenses and permits: You may need to update your licenses and permits or apply for new ones when relocating your business. This can come with administrative fees.
- Hiring experts: Contractors, designers, and legal experts all play a role in getting your space ready. Include those service fees in your projections.
- Potential loss of revenue: If the move temporarily disrupts operations, calculate how much income could be lost and whether remote work or a co-working setup could offset it.
- Build a financial buffer: Unplanned expenses are common during a relocation. Set aside enough working capital to cover at least 60 to 90 days of operating costs in case of delays or disruptions.
Explore Your Options for Securing Financing or Grants
Covering relocation costs out-of-pocket can quickly drain your cash flow. Thankfully, several funding options are available to support your move and expansion.
- US Small Business Administration (SBA): These loans typically can’t be used for rent or direct moving costs, but they may apply to equipment, furniture, or space improvements.
- Business expansion loans: Many lenders offer business expansion loans that you can use toopen a new business location.
- Business line of credit: A credit line can give you access to short-term funds for immediate needs during the move.
- Business grant: Many private companies and government agencies offer grants that don’t need to be repaid. Start by checking your state’s Department of Commerce for available programs.
While these funding opportunities might not cover the entirety of your move and expansion, exploring these options can help protect your cash reserves while supporting your growth.
2. Choose the Right Location
You might feel like you don’t know where to start when it comes to choosing a new location, but keep in mind that no one knows your business better than you. Take things one step at a time, consider what you know to be best for your company, and you’ll surely be able to pick the right spot.
- Zoning: Contact your local zoning office to see what types of business activities are permitted in the neighborhoods and buildings you’re exploring. Make sure you’re allowed to operate in the new space according to local zoning laws before signing the lease.
- Proximity to customers and target market: There’s always a risk of losing some customers when your business moves, but you don’t want to lose them all! Make sure your new location is near where your target customers spend their time.
- Proximity to suppliers: Your suppliers help keep your business running smoothly. Look for locations where you can keep working with all or most of them.
- Accessibility: Consider parking and public transportation options for employees, suppliers, and customers to ensure they can easily access your location. For example, you’ll need ample parking if you own a restaurant. Being in an area with good foot traffic is also important.
- Square footage: Upgrading your space typically means you’re looking for a place that has more square footage than your current location. It should also have enough storage space to meet your needs.
A good way to decrease the stress of searching is to hire a real estate agent. They can help you find a space that checks all the boxes and review the options for a commercial lease.
3. Plan the Layout and Design
A new space is your chance to create a layout that supports both team productivity and customer experience. It’s a fantastic opportunity to really see a vision for your business come to life, so make sure you plan your design with purpose and flexibility.
Workspace
You should always design with future growth in mind. Think about how your team works today and how it might evolve. Ask employees what they like and what gets in their way, and use their feedback to shape a better layout. Also, make sure there’s a dedicated break area where your team can relax during downtime.
Customer-facing areas
If your business interacts directly with customers, plan for reception desks, seating, and showrooms that are warm, well-lit, and easy to navigate. Add sufficient storage to reduce clutter and make the space more functional for both customers and staff.
Plan your layout
Measure existing furniture to see what fits in the new space. Use a simple virtual staging tool like Planner 5D or SmartDraw’s Office Layout Planner to test different layouts before committing to purchases.
Also, consider electrical needs. Map out where equipment and outlets should go so your contractor can plan accordingly. Poor cable management isn’t just messy — it can also create tripping hazards!
Hire professionals
If you’re feeling in over your head with designing your space, contractors and interior designers can help you turn your plans into reality. They may also assist with building permits and coordinate vendors. Make sure that before you hire anyone, you review portfolios, check references, and clarify their process and fees.
4. Comply With Legal and Regulatory Business Laws
Moving your business means more than packing boxes. You’ll also need to stay compliant with all local, state, and federal regulations.
Start by reviewing your current licenses, permits, and registrations. Make a checklist of what needs to be updated or reapplied for in your new location. This may include your zoning license, seller’s permit, or employer registration. If you’re relocating to a different state, check whether your LLC can be transferred or if you’ll need to register a new one.
Zoning and building permits are tied to the physical location of your business. Contact your local zoning board and building department to confirm what’s required. If you’re working with a contractor, they may be able to assist with permit applications.
Also, contact your business insurance provider to update your coverage or confirm whether a new policy is needed at the new address.
Then, notify relevant agencies of your move:
- IRS: File Form 8822-B
- State departments: Visit the websites for your Secretary of State and your state’s revenue and labor departments
- City or county agencies: Reach out to any local office that issued licenses or permits
Missing a legal requirement can lead to fines or delays. Generally, you should consult an attorney to help stay compliant and avoid surprises during the move.
5. Get Your Employees Ready To Move
Relocating your business can cause uncertainty for your team, which is why early and frequent communication is essential. Don’t wait until everything is finalized to let employees know what’s coming. The sooner they’re looped in, the more time they’ll have to ask questions, offer feedback, and prepare.
Once the move is confirmed, explain the timeline, key milestones, and how the change might affect daily operations. Encourage employees to ask questions such as:
- What does the parking situation or nearby public transportation look like?
- How will the new space affect the way we work?
- What will the procedure for the actual move be, and do we have to participate?
- Will there be any downtime when the business is closed? If so, will we be paid?
If you don’t have answers right away, acknowledge their concerns and follow up as soon as you can.
You should also invite team feedback during the planning stages. Employees often have insights that can help shape the layout, workflow, or transition that might not be immediately obvious to you.
Office and Business Location Move Checklist
To help you keep track of everything that comes with moving your business, we’ve created a printable checklist that outlines each step. Download the PDF and use it to stay organized, delegate tasks, and reduce stress for your whole team.
6. Make a Moving Plan
A successful business move begins with a clear, detailed plan. Start organizing at least 3-6 months in advance to allow time for scheduling, communication, and minimizing disruption.
Start by building a comprehensive checklist divided into phases: pre-move tasks, moving day logistics, and post-move setup. Include an emergency contingency plan to handle disruptions like bad weather or contractor delays.
Notifying your landlord early is essential. Review your lease to understand your notice obligations, exit requirements, and any conditions around repairs or space turnover.
Assign roles early. A move coordinator can lead planning and serve as the point person for vendors and internal updates. Have someone inventory equipment and decide what to keep, replace, or donate.
Here are some key items to include in your plan:
- Packing: Box up items securely to prevent damage during transport. Label boxes with the room or area they belong to which making unpacking easier.
- Backup data: Back up all important data to a hard drive or cloud backup system.
- Moving day specifics: Arrange elevator access, loading zones, and any required permissions.
- Utilities and services: Set up your business phone, internet, and security system at both locations to avoid downtime.
- Moving out: Check that nothing is left behind. Return all keys or access cards to the landlord.
Minimize Business Disruption
Even during a move, your goal should be to keep operations running as smoothly as possible. With how much disruption a move causes, that may not seem feasible at all, but you can definitely manage it. Here’s how:
- Schedule around operations. Move on weekends or low-traffic days. If possible, stagger the move to stay partially open. Remote work may help avoid full shutdowns.
- Communicate early and often. Let customers, vendors, and partners know your moving date and any potential service delays. Share updates via email, your website, and social channels.
- Submit a mail forwarding request. This ensures important deliveries or invoices aren’t missed during the transition.
- Update your business address everywhere. That includes your website, Google Business Profile, social media accounts, and any online listings.
- Revise official records. Update your address on business licenses, permits, and insurance policies to avoid compliance issues.
- Verify new requirements. If moving to a new city or state, check for any additional local registrations, tax IDs, or industry-specific rules.
Planning ahead reduces disruption, protects revenue, and helps maintain strong relationships with customers and suppliers.
Consider Hiring Professional Movers
Professional movers have the expertise and equipment to move your items safely and efficiently. Reserve an appointment with them at least a couple of weeks (if not more) before moving day.
7. Leverage Technology for a Smooth Move
Technology can simplify every stage of your move — from task management to inventory tracking and communication. Here are the options, and how to use them all effectively:
Implement Management Software
Start by implementing project management tools like Asana, Monday.com, or ClickUp. These platforms help you assign moving tasks, set deadlines, and keep the entire team aligned. Visibility into what’s been done (and what hasn’t) prevents last-minute surprises.
For inventory, tools like Zoho and Square can help track what you’re moving, what needs replacing, and where everything will go in your new space.
Audit Current Technology and Equipment
A business move is also the perfect time to evaluate your current tech setup. Is your equipment outdated? Are your tools scalable? Upgrading now can save time and headaches later.
Cloud-based software and smart technologies offer a range of benefits that can boost your business even after the move is complete.
- Document management software: It allows employees to securely access important files from anywhere — especially useful if some team members are remote during the transition.
- Cloud-based platforms: These reduce the need for on-site servers and lower maintenance costs, while improving flexibility and long-term scalability.
- Two-factor authentication: It adds a simple but effective layer of protection for sensitive business data.
8. Update Suppliers, Customers, and Marketing Materials
With so much to manage, it’s easy to forget about updating your business address everywhere it appears online. Assign this task to a team member as a Day 1 priority in your new space.
Start with your most visible platforms:
Don’t forget to order new letterheads, envelopes, return labels, and business cards in advance so they’re ready to use post-move. If you have a lobby or external signage, make sure your new address is prominently displayed.
“Contact your local zoning board and building department to confirm what’s required. If you’re working with a contractor, they may be able to assist with permit applications.”
Let customers and partners know about the move with clear communication. Send a brief email announcement, post reminders on social media, and update signage at your old location with directions or timing for the move.
Sign Up for Mail Forwarding
Have the United States Postal Service forward your mail to the new address until your information is updated everywhere. You may still receive mail at your old address for a while.
Pat Yourself on the Back
Moving a business takes planning, flexibility, and a lot of effort, and reaching this milestone reflects that all your hard work has paid off. Whether you’re expanding your team, improving customer experience, or setting the stage for what’s next, this move marks a major step forward. Take a moment to recognize your progress, pat yourself on the back, and thank your employees for helping make it happen.