Top 10 Questions to Ask Before Hiring an Office Moving Company
Hiring the right office moving company can make the difference between a smooth, efficient move and a chaotic disruption that throws your operations off for days—or even weeks. Office relocations are far more complex than residential moves. There’s IT infrastructure to protect, confidential documents to handle securely, carefully timed shutdowns to coordinate, and multiple departments depending on everything happening without a hitch.
Before you choose a mover, you need to make sure they’re genuinely equipped to handle the scale, sensitivity, and timing your business requires. Here are the top 10 essential questions to ask before you sign any contract.
1. Do You Specialize in Office or Commercial Moves?
This is the first—and most important—question. Commercial moving is its own world. It requires:
knowledge of business layouts
experience with large equipment
secure handling of confidential materials
IT infrastructure awareness
the ability to work around business hours
A residential mover may be excellent at moving sofas and appliances, but that doesn’t translate into protecting servers, moving cubicles, or coordinating with building management.
Look for a mover with proven commercial experience, documented processes, and ideally, case studies or client references.
2. What Insurance Coverage Do You Provide?
Things can go wrong. Even with a great moving company, there’s always risk—especially when moving expensive office furniture or sensitive equipment.
Ask specifically:
What type of insurance do you carry?
Does it cover IT equipment and electronics?
Are employees and subcontractors covered by WSIB or equivalent?
What happens if something is lost or damaged?
The company should be able to provide proof of insurance and explain the difference between basic coverage and full valuation protection.
If they dodge the insurance question, consider it a red flag.
3. Can You Provide a Detailed, Written Quote?
A professional office mover will always offer a transparent, itemized estimate. Your quote should include:
cost of labour
number of movers
equipment required
truck or transportation fees
packing and unpacking fees
IT handling or specialty equipment fees
any potential additional charges
If the quote is vague, overly simple, or verbally delivered, you risk unexpected costs later—something no business wants during a time-sensitive relocation.
4. Do You Offer After-Hours or Weekend Moves?
One of the biggest priorities during an office move is minimizing downtime. Many businesses choose to move:
after business hours
overnight
on weekends
in phases to avoid disruption
Ask the moving company if they offer flexible scheduling and whether there are extra fees for evening or weekend work. The best commercial movers will work around your schedule—not the other way around.
5. How Will You Protect Our IT Equipment and Sensitive Data?
Servers, computers, hard drives, and networking systems are the beating heart of your office. If something gets lost, damaged, or unplugged incorrectly, your business could experience costly outages.
Ask the mover:
Are your team members trained to handle IT equipment?
Do you provide specialized packing for electronics?
Will you work with our IT department to coordinate shutdown and setup?
What is your process for ensuring confidential documents remain secure?
Not every moving company understands the fragility—or sensitivity—of modern business infrastructure. Choose one that does.
6. What Is Your Process for Office Moves From Start to Finish?
Every experienced office mover should be able to walk you through their standard workflow. This often includes:
An in-office assessment
Space planning and labelling system
Department-by-department packing coordination
Move-day schedule
Transportation plan
Unloading, placement, and setup procedures
Post-move support or troubleshooting
If their process sounds chaotic or incomplete, that’s a sign the actual move might be too.
7. Do You Provide Packing Services and Supplies?
Packing an office requires more than cardboard boxes. You may need:
plastic bins
file carts
rolling crates
bubble wrap for electronics
anti-static packaging
labels and colour-coded systems
furniture disassembly
A full-service office mover can provide all of this, plus professional packers who know how to pack for both protection and efficiency.
If you want your employees to keep working up to move day, outsourcing packing is often the smart move.
8. Have You Worked With Buildings Like Ours?
Office towers and commercial complexes often have:
freight elevators
loading dock restrictions
strict move-in times
insurance requirements
long walking distances
parking limitations
Ask if the mover has experience with your type of building (downtown office tower, suburban plaza, industrial warehouse, etc.).
Even better—ask if they’ll handle coordination with building management on your behalf. Seasoned movers know how to navigate complex building policies without slowing your schedule.
9. Who Will Be Our On-Site Supervisor?
A successful office move needs:
leadership
communication
real-time decision-making
You’ll want to know who your direct point of contact is on moving day. This should be:
a senior crew leader
an experienced move manager
someone who has overseen commercial moves before
They should be able to answer questions, coordinate with your internal Move Coordinator, solve problems as they arise, and keep the project moving smoothly.
If the company can’t identify this person ahead of time, it may signal inexperience or disorganization.
10. What Happens If the Move Takes Longer Than Expected?
Delays happen—elevators break, weather interferes, or unexpected challenges pop up. Before hiring a mover, clarify:
Do you charge overtime?
What are the hourly rates?
How do you adjust timelines?
What qualifies as an “extra cost”?
The goal is to avoid surprises on your invoice. A reputable mover will be upfront and transparent about all potential scenarios.
Final Thoughts
Hiring the right office moving company is not just about getting from one location to another. It’s about protecting your business continuity, minimizing downtime, and ensuring your employees and clients are supported throughout the process.
Asking the right questions helps you separate experienced commercial movers from general movers who may not be prepared for the complexity of an office relocation.
When a mover can confidently answer all 10 questions with clarity, transparency, and real expertise—you know you’re in good hands.
