An operations manager is moving a 40-person office to a new building across town. She contacts removal companies with a short message: "We're relocating our office next month, can you help?" Each company replies with questions. How many desks? What IT equipment? Is there a lift at both ends? Can you move over a weekend? Two weeks pass before she has comparable quotes.
Office relocations are projects, not just moves. Capturing the details at the start saves weeks.
Step 1: separate office moves from house moves
Office moves need different details and often a different team. Make sure your website and intake distinguish between domestic and commercial moves. Structured intake for commercial work is covered in commercial construction enquiries need structured intake.
Step 2: capture the essentials
For an office move, capture the current and new addresses, the number of staff and workstations, IT and specialist equipment such as servers, printers and screens, furniture to be moved or disposed of, access at both sites including lifts, parking and loading bays, preferred dates and whether out-of-hours moves are needed, and a project contact.
Step 3: ask about IT
IT equipment is often the most sensitive part of an office move. Asking whether the business has its own IT team, or needs the removal company to coordinate with an IT provider, helps plan.
Step 4: ask about timing
Many businesses want to move at a weekend or overnight to minimise disruption. Knowing the preferred window lets the company plan staffing. Date uncertainty is covered in moving date questions tied to completion day.
Step 5: capture it in conversation
SpideyChat for moving companies can ask these questions at any hour and capture relocation details for the commercial team. The capture options are described on the forms page.
Operations manager: We're relocating our office next month. Can you help? Assistant: Yes, the commercial removals page explains how office moves are handled. So the team can plan and quote, could you share both addresses, roughly how many workstations there are, whether there are servers or other IT equipment, and whether you'd like to move over a weekend?
Step 6: offer a survey
Most office moves need a site survey. Offering one early, with a time, moves the project forward.
Step 7: provide a plan, not just a price
Office buyers want to know how the move will work: sequencing, labelling, IT disconnection and reconnection, and how disruption will be minimised. A short plan alongside the quote builds confidence. International relocations are covered in international moves and the questions that come first.
Step 8: coordinate on the day
A named contact on moving day, and clear communication with the client's project lead, keeps things on track. Trades offices face similar coordination challenges, as described in AI employee for trades offices.
Furniture disposal and new furniture
Office moves often involve disposing of old furniture and receiving new. Asking whether the client needs clearance, recycling or coordination with furniture suppliers helps the removal company offer a complete service. Many businesses would rather deal with one company than several.
Staff communication
Staff need to know what to pack, how to label it and when to stop working at the old site. Offering a simple guide for staff makes the move smoother and shows the company has done it before.
Setting it up
Add a commercial removals page and set the assistant to capture office move details. The guides to installing the widget and training your bot explain how.