How To Pack An Office For Moving?

As professional London office movers who handle commercial relocations daily, we’ve created the definitive guide on how to pack an office properly, step by step. Whether you’re a small startup or a multi-floor corporation, this guide will help you pack smart, reduce stress, and keep your business running smoothly.

Packing Tips When Moving Office ( Summary )

• Start planning 4–6 weeks early — inventory everything, assign responsibilities, and create a move timeline.

• Label, colour-code & number all crates to keep departments, IT stations, and documents organised.

• Back up all digital files and secure sensitive data before packing begins.

• Use professional IT packing methods — anti-static materials, cable bags, monitor covers, and server crates.

• Declutter before packing — dispose of outdated files, broken equipment, and surplus furniture.

• Pack office desks smartly — personal items first, documents next, followed by peripherals.

• Handle fragile equipment carefully — wrap monitors, secure printers, and protect multi-function devices.

• Prepare employees — give each team member their own “move checklist” and personal crate.

• Don’t forget common areas — pack kitchens, lounges, storage rooms, and meeting rooms last.

• Use crate hire for efficiency — stronger, stackable, reusable, and better for IT gear.

• Ensure safe transport by leaving walkways clear and sealing crates securely.

• Plan unpacking & setup — rebuild workstations, reconnect IT, restart operations ASAP.

• Hire professional office movers for faster packing, safe handling, and minimal downtime.

Why Does Proper Office Packing Matter?

Businesses often underestimate the complexity of packing an office — until they’re knee-deep in cables, paperwork, and forgotten storage cupboards. Efficient packing matters because it:

✔ Minimises downtime

The faster and more organised you pack, the sooner your team can get back to work.

✔ Prevents IT disasters

Incorrectly packed computers or servers can suffer data loss or damage.

✔ Protects confidential documents

GDPR rules require secure handling of personal data and paper archives.

✔ Reduces the cost of the move

Well-packed equipment takes less time to load — and fewer movers required.

✔ Ensures a smooth unpacking process

A clearly labelled crate system avoids chaos in the new office.

Step 1: Start Planning Your Office Packing Early

Office moves fail when planning starts too late. Packing should begin 4–8 weeks before your relocation — longer for large offices.

Create a packing timeline

Break it into stages:

• Declutter & purge old items

• Pack low-priority areas

• Sort and pack archives

• Coordinate IT packing

• Pack individual desks

• Final packing week

Assign roles

Choose a “move champion” for:

• IT coordination

• Packing supervision

• Crate distribution

• Staff communication

• Inventory checks

Schedule a survey with your London movers

A professional inspection helps determine:

• Required crates or boxes

• IT packing strategy

• Dismantling needs

• Complexity of equipment

• Access & parking challenges

Pro tip:
Do not start packing expensive tech until IT approves a shutdown timetable.

Step 2: Declutter the Office Before You Pack

Office moves are the perfect opportunity to reduce clutter.

Sort items into four groups:

• Keep

• Donate

• Recycle

• Dispose (WEEE-compliant)

Items that often pile up in offices:

• Broken laptops and monitors

• Outdated files

• Old marketing materials

• Duplicate stationery

• Faulty chairs

• Expired samples/stock

• Unused cables

Why decluttering is essential

• Lowers moving costs

• Reduces packing time

• Frees space for a cleaner new layout

• Prevents unnecessary storage costs

Eco-friendly tip:
London office movers (including us) offer furniture donation, recycling programmes, and WEEE disposal — plan this early.

Step 3: Use the Right Packing Materials

Using proper packing materials is the difference between a smooth relocation and a damaged-equipment disaster.

Essential materials for office packing:

📦 Reusable Moving Crates

These plastic crates are standard for London office moves because they are:

• Stackable

• Strong

• Water-resistant

• Ideal for IT and paperwork

• Easier to transport on skates

🧼 Anti-Static Bubble Wrap

Protects:

• Computers

• Monitors

• Telephony equipment

• Servers

• Specialist devices

Regular bubble wrap is not safe for sensitive tech.

📁 Archive Boxes

Designed for:

• Legal documents

• Client files

• Finance records

• HR paperwork

Ensure boxes have lids and can be labelled securely.

🪛 Heavy-Duty Packing Tape

Office equipment is heavier — cheap tape won’t hold.

🔖 Colour-Coded Labels

Colour-coding speeds up unpacking. Create separate colours for:

• Departments

• Floors

• Meeting rooms

• Storage areas

🚀 Cable Ties & Zip Bags

For:

• Keyboards

• Mouse sets

• Loose cables

• Small accessories

Keep EVERY cable with the correct computer.

Step 4: How to Pack Office Desks Properly

Each employee should pack their own workstation — unless you’re using full packing service.

Steps to pack a desk:

• Clear the workspace
  Remove personal items, stationery, mugs, snacks, etc.

• Pack personal belongings separately
  For GDPR & insurance reasons, staff must take personal items home.

• Wrap monitors
  Use anti-static wrap. Insert in crates vertically, never flat.

• Label all IT parts

Each workstation gets a code:
Desk 12 – Monitor A – PC A – Keyboard A – Cable Set A

• Empty drawers
  Do not leave loose items inside — they shift and cause damage.

• Pack desk accessories
  Place in a crate with a matching colour code.

• Seal and label
  Add: employee name / desk number / new location.

Check also: Office relocation planning guide

Step 5: How to Pack IT Equipment Safely

IT systems are the heart of the business. Packing them carelessly risks downtime.

Essential tips from professional IT movers:

✔ Always shut down equipment properly

No forced shutdowns — they can corrupt data.

✔ Photograph workstation setups

Helps with accurate reinstallation.

✔ Use anti-static bags

For:

• Hard drives

• Laptops

• Servers

• Routers

✔ Keep cables organised

Bundle and label them using:

• Zip ties

• Velcro straps

• Zip bags

✔ Pack monitors vertically

Horizontal packing leads to screen cracks.

✔ Use specialised IT crates

With internal padding and reinforced walls.

✔ Let professionals handle servers

Server racks require:

• De-racking

• Labelling

• Anti-static protection

• Secure transport

• Controlled movement

• Correct rack reinstallation

NEVER attempt server relocation without a trained technician.

Step 6: Packing Meeting Rooms, Boards & Common Areas

Meeting rooms often contain heavy, expensive equipment.

Boardrooms

Pack:

• Projectors

• Speaker systems

• Conference phones

• Display screens

• Remote controls

Wrap tables individually to avoid scratches.

Kitchen / Break Areas

Pack separately:

• Kettles

• Toasters

• Microwaves

• Cutlery

• Tea/coffee stock

Ensure all appliances are cleaned before packing.

Storage Rooms

These areas often take the longest. Expect:

• Old files

• Bulky archive boxes

• Oversized stationery containers

• Heavy consumables

Start packing storage rooms early in the process.

Step 7: Packing Office Furniture

Large furniture requires dismantling.

Furniture that usually needs disassembly:

• Desks

• Benching systems

• Modular desks

• Partition walls

• Shelving units

• Boardroom tables

• Reception counters

Pro tips:

✔ Keep all screws in labelled zip bags
✔ Photograph each furniture piece before dismantling
✔ Work from one corner of the office to the other
✔ Protect table tops with padding
✔ Wrap office chairs to prevent fabric damage

You do not need to know how to dismantle the office furniture. If you hire Dan Removals, we will send a fully equipped, skilled team of London office movers who will dismantle and reassemble all furniture for you.

Step 8: Label Everything Correctly

A properly labelled office move packs like magic — and unpacks twice as fast.

What every crate/box should include:

• Department

• Desk number / room name

• Colour code

• Floor level

• Fragile markers (if needed)

• Destination room in new office

Example labelling system:

Blue – Sales Department
Green – Finance
Yellow – HR
Red – IT Department
Purple – Management

This reduces mistakes by 90% and eliminates time-wasting at the new location.

Step 9: Prepare Important Documents & Sensitive Items

Certain items require special handling.

Pack separately:

• Contracts

• HR files

• Legal documents

• Financial records

• Client paperwork

• Keys & access cards

• Password lists (never put in general crates)

Use lockable crates or sealed archive boxes.

Ensure a senior staff member transports these personally or uses a secure courier/mover.

Step 10: Packing Before Move Day — Key Checklist

In the final 72 hours:

✔ Finish packing low-priority areas

Storage rooms, archives, kitchen.

✔ Distribute crates to all staff

Notify everybody about deadlines.

✔ Move all confidential files into supervised packing

Especially for GDPR-sensitive documents.

✔ Prepare IT for shutdown

Coordinate with tech teams.

✔ Pack cables & peripherals together

Avoid mismatched setups.

✔ Confirm parking and access details

Especially in Central London, ULEZ and CCZ zones.

Final Tips for a Smooth Office Packing Experience

• Start early — last-minute packing leads to mistakes

• Use professional crates, not cheap boxes

• Label everything clearly

• Photograph complex setups

• Protect fragile equipment

• Don’t mix departments in one crate

• Let the IT team shut down equipment

• Keep personal items separate

• Work with experienced London office movers

📦 Need Help with Your Office Relocation?

Let our skilled removal men make your next office move smooth and stress-free.

📍 Address: 89 Rugby Avenue, London, HA0 3DP
📞 Call Us: 0203 8118 664 | 07934 512 164
📧 Email: info@danremovals.com
🕒 Hours: Mon–Sat: 9 am–6 pm | Sun: 10 am–5 pm

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