Once you have decided to change offices and find new premises, you must complete some administrative formalities, including terminating your commercial lease. You can end your commercial lease every 3 years from its signature, without particular reason. The lease may, however, include a contrary clause if:
- the lease has a duration of more than 9 years;
- the premises were built for a single use;
- The premises have exclusive use as an office or storage space.
If you terminate the lease at the end of three years (3 years), send a registered letter with acknowledgment of receipt to the owner or give notice by bailiff. At the end of the lease or during a tacitly extended lease, you can only give notice using a bailiff. The notice period is 6 months before the initial term of the lease or before the end of three years. Plan for renovation work on the premises you are leaving. Concerning the new premises, you must sign a new lease and have your new office insured.
Moving your office: what formalities?
- Have your internet subscription transferred: contact after-sales service between 3 months and 3 weeks before the move. The Internet is now essential, you must ensure that access is possible as soon as you move in.
- Forward your mail: you can subscribe to the national definitive forwarding service with I Removals Birmingham. The duration of the contract can be 12 months, renewable once, or 24 months, non-renewable. A forwarding solution also exists for companies setting up abroad.
- Cancel the insurance contract for the premises you are leaving at least 2 weeks before the move.
- Cancel or transfer energy subscriptions: electricity, gas, etc. 2 weeks before the office movers. You can transfer your existing contract or sign a new contract.
- Take out new contracts for your future premises.
- Transfer your business bank accounts to a branch closer to your new location.
- Inform third parties and organizations of your change of address: banks, taxes, insurance companies, customers, suppliers, etc.
- Don’t forget to include the new address in your documents: quotes, invoices, business cards, sales brochures, email signatures, etc.
Office moving: how to organize packing and transport?
- A few weeks before moving your office, take an inventory of your equipment (computers, monitors, scanners, printers, telephones, etc.) and your furniture (desks, cabinets, armchairs, etc.). There is no point in transferring obsolete or out-of-service items to your new premises. Order new furniture and equipment and organize the evacuation of the items you want to get rid of to a recycling centre. You can also donate certain equipment that is still usable to associations.
- Most of the time you can pack your papers (invoices, quotes, studies, etc.) in specific boxes for archives.
- IT equipment requires careful preparation and transport, if possible in its original box. It is preferable that the disconnection of the devices and the reactivation of the park be carried out by experts.
- A good practice, which applies to most of your employees’ moves: prepare labels with the employee’s name, the destination office and possibly the contents. You will then save time when distributing the boxes.
- Equipment such as photocopiers require special handling, as they can exceed 100 kg. Entrust their preparation and transport to professionals and do not try to handle them on the stairs alone.
- Some furniture such as desks can be dismantled by simply separating the table legs, saving space in the truck. Other items such as cabinets, modules and armchairs can be transported as is.
Why call on professionals for the transfer of your office?
It is important to ensure that changing offices does not delay your activity. To ensure that your office move goes quickly and smoothly, it is essential to call on professionals. Moving companies have teams of movers accustomed to this type of operation. It is risky to ask your employees to carry heavy loads. On the one hand, it is not within their remit, on the other hand, they are not accustomed to it and risk injury.
- Professionals come to your premises to assess the volume to be a furniture mover and the necessary logistical resources. They then send you a quote.
- They know the packing and handling techniques to move your IT equipment and office furniture safely.
- They have all the necessary equipment for a professional move: specific straps, different models of boxes, furniture lifts, trolleys and hand trucks, padded moving trucks, etc.
- They offer you a full range of additional services, such as installing your equipment, reassembling your furniture in your new office or cleaning the premises.
- A moving company can also offer you storage solutions if you don’t have the space to move everything into your new premises.
Contact moving companies several months in advance. After comparing the offers, choose a service provider. Internally, designate a “removal manager” who will be the relay between employees and management during the operation.
Are you planning to move your office to a new location? I Removals Birmingham can help you carry out your project, from transport to installation of your furniture. Check out our offers and contact us now to receive a quote and benefit from the advice of our professionals.
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