Preparing for a commercial move can be a complicated task, and most businesses assign a project manager to spearhead this endeavor. From researching online office moving guides to contacting commercial movers in Dallas, Texas, it’s important to be thorough in your planning.



Commonly Missed Factors That Impact Moving Costs

As you sort out how to calculate office moving costs, be mindful of the hidden costs that are often overlooked during the planning process. Preparing for a move is more than finding a high-quality moving company and packing up–it can include fees related to leases, legal agreements, and buildout costs.

Here are the most common aspects of commercial moving that are often overlooked by project managers and in-house relocation specialists:

Lease Agreements

Before you even begin searching for a new commercial office space for your business, review the terms and conditions of your existing lease agreement. The average commercial lease agreement length in Texas is between three and ten years, so if you recently signed this lease agreement and need to expand already, review the terms for breaking your lease prematurely.

Certain agreements may allow subletting in lieu of fees for breaking the lease before the agreement has reached its maturity. This may be able to help you stick to your budget, but not all lease agreements will allow for subletting. If you sublet your space without authorization from the property manager or owner of your current commercial space, you may incur additional penalties.

Additionally, as you browse for new office spaces, review the terms and conditions of the lease for the new space. This will help you assess whether or not this space will meet the long-term goals for your business.


Vendor Adjustments

Just like with residential moves, commercial moves require a transfer of services or canceling services and starting them with a new provider. Be sure to contact your vendors and service providers to let them know about this upcoming change and make the appropriate accommodations.

You should also remember to contact and update:

  • Security services
  • Internet and utility services
  • Mail and delivery services
  • Texas’ Secretary of State offices and Department of Revenue offices
  • City and county offices


For the last two on this list, you will likely need to amend your organizing documents and notify them of your new business address for important documentation and mailing. 


The Hidden Costs of Moving

Most commercial moving services in Dallas charge by the hour and at the end of the move. Even with a thorough moving estimate and meticulous planning, accidents and unexpected bumps in the road can occur. 

With hourly moving services, these incidents can create opportunities for costly hidden or unexpected fees. Are your movers caught in a traffic jam? Do your movers need to repack certain items the day of the move? In the end, your company is the one that foots the bill.

Instead, opt for a full service, flat-rate moving company like North Dallas Moving and Storage. With NDMS, our specialists thoughtfully prepare your estimate and quote, encompassing all of your needs and anticipating those unexpected surprises. The best part? You pay a flat rate upfront, so you’ll know exactly what you’re paying for!


Specialty Items

Certain office equipment requires specialty moving services. Large appliances like copiers, servers, computers, and other equipment must be both moved and packed with care. These items tend to be priced at a different rate for moving than standard boxes and office furniture.

When getting your moving estimate, be sure to mention any and all items that require specialty services. This allows you to anticipate the expected cost in advance as well as to plan when to move which items to keep your business operational during the moving process.


Buildout Costs

Most office moves require some renovations to make the space suit the demands of your business’s daily operations. Sometimes, it’s as straightforward as sorting out signage changes and new carpeting, while other times, it can be more complicated, such as involving plumbing and HVAC.

Verify that your new landlord has provided you with a tenant improvement (TI) allowance on the lease before making any new changes. A TI allowance is money that is given to you to support these costs, but typically, the money given doesn’t cover the full project cost.

Keep in mind that a TI allowance may only be used to cover the hard and soft costs of a project, such as permits, framing, doors, etc. Costs relating to fixtures, equipment, data cabling, and the like are not typically covered by the TI allowance.

Ready to prepare for your big move? Contact NDMS today to start your customized move plan and get your free, no-hidden-fee quote!


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