Office move checklist

Initial setup

• Start a GoogleDrive — to store & share documents, references, and pictures
• Create a Milanote board — free online whiteboard for collaboration (if needed)

Define workspace requirements — with Stakeholders

• Current headcount:
• HR Growth projections (3 years):

Gather rooms and work zones information

• Reception:
• Boardroom:
• Meeting rooms:
• C-suite/director rooms:
• Manager rooms:
• Workstations:
• Breakout areas:
• Phone booths:
• Server room:
• Pantry:
• Locker room:
• Storage room:

Space & cost calculations

• Office space required (sqft)
• Office rent budget S$:
• Renovation budget
• Reinstatement budget
• Add 20% contingency

Property research

• Shortlist buildings with 2-month rent-free periods
• Begin property viewings — understand space efficiency
• Gather D&B firm recommendations with building grade-specific experience

Shortlisting & Commitment

• Commission test-fits for top 2-3 spaces (often free from D&B firms)
• Secure management approval on preferred option
• Negotiate lease terms with legal review
• Sign lease agreement and secure space

Design & Build Firm selection:

• Selected D&B firm
• Building grade-specific experience confirmed
• Senior designers assigned
• Portfolio & track record verified
• Communication style matches organization
• Project management systems defined

Design collaboration

• Layout iterations — expect 4-6 rounds
• Spatial flow optimisation completed
• Brand integration planning finalised
• Acoustic & lighting design approved
• Room configurations confirmed
• Storage & utility planning completed

Commercial negotiations

• Material selections — flooring, ceiling, lighting, furniture
• Line-by-line quotation review completed
• Value engineering sessions — 3 rounds completed
• Payment terms negotiated
• Timeline commitments established

Stakeholder alignment & lock-in

• 3D renders presented to all stakeholders
• Department heads consultations completed
• Senior management presentations — all approvals secured
• Design Lock-in sign-off date:
• Contract confirmation date:
• Final quotation amount:

Permit processing (D&B firm handles)

• SCDF MAA submission
• SCDF approval received (3 weeks)
• Building PTW submission
• PTW approval received (1-2 weeks)
• BCA permits (if required)

Construction begins

• Weekly progress reviews scheduled with D&B manager
• Change request protocol established
• Construction start date

Core Construction & Fit-Out (D&B Firm Coordinates this)

• Demolition and preparation completed
• Partition installation completed
• MEP rough-in completed
• Ceiling and lighting completed
• Flooring completed
• Furniture delivery completed
• IT infrastructure setup completed

Final preparations

• IT migration planning with technology team
• Staff communication plan executed
• Moving company selected:
• Reinstatement contractor selected:

Pre-handover & Move

• Final inspections passed
• Snag/rectification list created and resolved
• Staff orientation completed
• Business operations transition completed
• Moving day:
• Official handover date from D&B firm:

Reinstatement requirements

• All partition walls removed
• Original ceiling grid restored
• Flooring returned to handover condition
• Electrical and M&E work reversed
• Paint colors matched to original

reinstatement management

• Reinstatement contractor quotes obtained (S$20-45 psf)
• Building management approval secured for reinstatement works
• Final inspection passed
• Security deposit returned:

Lease deposit

• Collected?Select one...CollectedIn the process...
• Amount (S$)

Renovation

• Renovation budget (S$)
• Actual amount (S$)

Reinstatement

• Reinstatement budget (S$)
• Actual amount (S$)

Moving company

• Moving budget (S$)
• Actual amount (S$)

Internal Team

• Executive-in-charge
• Project lead
• Operations lead
• HR lead
• IT lead

LEasing Agent

• Name:
• Contact:
• Email:

D&B firm

• Name:
• Contact:
• Email:

Project manager

• Name:
• Contact:
• Email:

Reinstatement contractor

• Name:
• Contact:
• Email:

Moving Company

• Name:
• Contact:
• Email: