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Office Space

Moving Office - Programme & Checklist

The subject of Dilapidations encompasses decoration, repair, alterations and reinstatement obligations.

Coordinator and/or Supplier

Action Required

Status &
Key Dates

 

Review current lease obligations, expiry date and establish timetable for move. Prepare this in conjunction with excel guide

 

 

Establish if lease inside or outside Landlord and Tenant Act provisions.

See Lease Notes in Property Topics and Guide

 

 

Determine size, geographical and specification criteria, length of lease and budget for space required.

To establish size requirements see Office Space Calculator

 

 

Select and appoint agent to handle search and negotiations on your behalf. Establish terms of appointment and agree reporting and inspections timetable

 

 

Select and appoint Property Solicitor.

 

 

Select and appoint building surveyor to review existing repairing/re-instatement (dilapidation) obligations if appropriate.

See Dilapidations Guide under Property Topics and Guide

 

 

Establish Budgets (your agent can do this) See Financial/Budget Templates

 

 

Make inventory of existing IT and Telecoms equipment and suitability for new premises. Review Voice/Data contracts and appoint contractor

 

 

Review available property report from agent and agree shortlist to inspect

 

 

Inspect shortlist and agree preferred option(s)

 

 

Instruct agent to advise on pros and cons and agree options for agent to further negotiate and clarify terms and budgets.

 

 

Review and appoint fit out/design consultants to review shortlisted options and perhaps prepare a "fit study"

 

 

Select preferred option(s)

 

 

Commence investigations for IT and Phone installation time frames. Establish if existing numbers can be transferred

 

 

Establish furniture requirements in conjunction with fit out company

 

 

Follow progress of agents negotiations of heads of terms and once agreed appoint solicitor to progress legal formalities, instruct fit/out design consultants to prepare fit out designs and budgets.

Establish timescale estimates

 

 

Follow closely progress of legal formalities to ensure each party performing to timetable (your agent should do this too)

 

 

Obtains quotes and references for removal companies and agree likely move dates. Establish archiving requirements and locations

 

 

Ensure repairing obligations for new premises are understood and appoint Building and M&E services surveyor to inspect and report

 

 

Obtain Landlord and if applicable Superior Landlord’s consent for fit out and ensure this is obtain before lease completes.

 

 

Agree fit out and programme for works to commence as close to completion/possession as practicable

 

 

Complete legal formalities for new lease

 

 

Confirm move dates for removals companies

 

 

Implement contracts for phones/IT and confirm dates to IT consultants

 

 

Programme any repairs/re-instatement if applicable for existing premises

 

 

Prepare lists of customers and suppliers to notify new address

 

 

Notify insurance company of new address and ensure cover at existing and new premises and during move

 

 

Notify rating authority of date of vacation (and claim empty rates if applicable) and lease commencement at new premises

 

 

Select and order any new hardware/software

 

 

Identify items to be disposed of and arrange with contractor or local authority

 

 

Ensure all stationary, business cards and company literature is updated with new address including website

 

 

Arrange post and/or phone forwarding if applicable from date of move

 

 

Notify utilities companies of intended move date.

 

 

Ensure adequate access and keys are available on day of move

 

 

Move

 

 

Take meter readings (including photo of reading) on day of move

 

Notes/Additions

 

Contractors/Suppliers – Contact Details

Project coordinator

 

Agent/Chartered Surveyor

 

Solicitor

 

Interior Design & Fit Out Contractor

 

Removals Company

 

IT/Telecoms/Other

 

IMPORTANT DISCLAIMER
*This programme is a sample only and should not be considered as comprehensive and must not be relied upon for any purpose. Professional advice should always be sought on every aspect.

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