5 Do’s and Don’ts of Working with Commercial Moving Companies

Relocating a business is a complex process that requires careful planning and coordination to avoid disruptions. Partnering with experienced commercial moving companies is essential, but success depends on more than just hiring the right team. Knowing the key do’s and don’ts helps businesses protect assets, stay on schedule, and ensure a smooth transition. 

Here are five essential practices to follow—and mistakes to avoid—when working with commercial moving companies.

Table of Contents

Key Takeaways

Thorough research helps businesses select the right commercial moving companies by evaluating experience, services, and customer feedback.

Early planning and clear communication with commercial moving companies prevent last-minute disruptions.

Reviewing moving contracts carefully helps businesses avoid hidden fees and misunderstandings that could impact relocation success.

Involving employees in the relocation process fosters a smoother transition and boosts morale through clear guidance.

Choosing a moving company with proper licensing, insurance, and tailored services ensures an efficient commercial move.

5 Do’s When Working with Commercial Moving Companies

1. Do Conduct Thorough Research

Choosing the right partner for a commercial move is crucial to ensuring a smooth and efficient transition. With the U.S. moving services industry valued at $23.2 billion in 2023, choosing a reliable commercial moving company requires more careful evaluation than ever. 

How to Research Commercial Moving Companies Effectively

  • Check Credentials and Certifications: Verifying that a moving company holds proper licenses and industry certifications ensures compliance with legal and safety standards. Trusted commercial moving companies should be registered with organizations like the Federal Motor Carrier Safety Administration (FMCSA) or have certifications from industry associations.
  • Read Customer Reviews and Testimonials: Online reviews provide valuable insights into the experiences of other businesses that have worked with the moving company. Look for consistent feedback about reliability, professionalism, and problem-solving capabilities to determine if the company aligns with specific moving needs.
  • Compare Services and Pricing: Not all commercial moving companies offer the same level of service, so it’s important to compare what’s included in each quote. Evaluating costs alongside the scope of services—such as packing, storage, and equipment handling—ensures businesses get the best value without compromising quality.

2. Do Plan and Communicate Early

Working with commercial moving companies requires setting clear expectations and timelines to avoid disruptions. Early coordination helps businesses stay organized and reduces the risk of last-minute surprises.

How to Plan and Communicate with Moving Companies Effectively

  • Develop a Detailed Timeline: Creating a step-by-step moving timeline ensures every stage of the relocation is accounted for, from packing to final setup. Collaborating with commercial moving companies early allows businesses to align schedules and address potential challenges before they arise.
  • Hold Regular Coordination Meetings: Scheduling consistent check-ins with the moving company helps keep everyone on the same page. These meetings provide opportunities to discuss updates, clarify responsibilities, and make adjustments as needed to stay on track.
  • Identify Key Contact Points: Assigning specific employees to communicate with commercial moving companies helps streamline the process and reduces confusion. A designated point of contact can relay important details, answer questions, and ensure nothing is overlooked during the move.

3. Do Ensure Proper Valuation Coverage

Moving valuable business assets comes with risks, making adequate valuation coverage essential. Partnering with reputable commercial moving companies means understanding available coverage options and preventing financial losses in case of damage or unexpected issues.

How to Secure the Right Coverage for a Business Move

  • Understand Coverage Options: Different commercial moving companies offer various plans, such as full-value protection or released-value coverage. If unsure, contact movers like Commercial Movers By Best to confirm coverage terms and conditions. 
  • Document Equipment and Inventory: Keeping a detailed record of all items being moved, including photos and condition reports, provides proof in case of claims. This documentation makes it easier to file a claim if any damages occur during the move.
  • Ask About Liability Policies: Clarifying the moving company’s liability policies ensures businesses know their rights if something goes wrong. Understanding what the moving company covers versus what needs additional coverage can prevent disputes and unexpected costs.

4. Do Assign a Relocation Coordinator

A well-organized move requires a dedicated person to oversee logistics and communication. Appointing a relocation coordinator ensures that all moving-related tasks are handled efficiently. 

How to Appoint and Utilize a Relocation Coordinator Effectively

  • Choose Someone with Organizational Skills: Selecting a team member with strong project management abilities ensures smooth coordination. The coordinator should be detail-oriented and capable of handling multiple responsibilities at once.
  • Monitor Progress and Address Issues: The coordinator should track the move’s progress to ensure deadlines are met and problems are resolved quickly. Regular updates to management can help identify potential issues before they escalate.

5. Do Create an Inventory Checklist

Keeping track of all items during a business move is crucial for efficiency and accountability. A detailed inventory checklist helps businesses stay organized and ensures that nothing is lost or misplaced. 

How to Develop and Use an Effective Inventory Checklist

  • Categorize Items by Department: Grouping items by department or function makes it easier to locate them after the move. This allows commercial moving companies to unload and place items in the right areas faster.
  • Use Digital Inventory Tools: Leveraging inventory tracking tools such as Sortly, Asset Panda, or Excel spreadsheets, improves accuracy and reduces manual errors. Digital tools can streamline the moving process and provide real-time tracking of business assets.
  • Label Everything Clearly: Proper labeling with color codes, barcodes, or numbering systems ensures quick identification of items. Labels should include destination information so that commercial moving companies can place them correctly during delivery.

5 Don’ts When Working with Commercial Moving Companies

1. Don’t Ignore the Contract Details

Overlooking contract details can lead to unexpected costs, service limitations, or legal complications during a move. Many businesses assume that general promises are enough, but written agreements with commercial moving companies contain crucial terms that impact the entire relocation process. 

How to Carefully Review Moving Contracts

  • Identify Hidden Fees and Extra Charges: Some commercial moving companies include additional charges for services such as packing materials, long carry distances, or delays. Reviewing the fine print helps businesses budget accurately and avoid surprise expenses.
  • Clarify Service Inclusions and Exclusions: Contracts outline what services are covered, such as furniture disassembly, packing, or storage, and what is not. Understanding these terms ensures businesses know what tasks they need to handle themselves to prevent last-minute confusion.
  • Verify Timeline and Delivery Windows: Ensure the contract specifies the expected moving schedule, including pickup and delivery dates. Clear timelines help businesses coordinate operations and minimize downtime during the transition.
  • Include a Dispute Resolution Clause: A well-documented contract should specify how disputes will be handled, whether through mediation, arbitration, or legal action. This provides a structured process for resolving conflicts efficiently.

2. Don’t Underestimate the Scope of the Move

Many businesses assume that moving office equipment and supplies is straightforward, but underestimating factors like logistics, time constraints, and specialized handling can create significant challenges. Proper planning with commercial moving companies ensures that all aspects of the move are accounted for to avoid unexpected obstacles.

How to Accurately Assess the Scope of a Commercial Move

  • Conduct a Pre-Move Walkthrough: Walking through the entire facility with the moving team helps identify large, fragile, or specialized equipment that requires extra care. This allows commercial moving companies to provide more accurate timelines and resource estimates.
  • Factor in Downtime and Productivity Losses: Moving can disrupt normal business operations, so it’s important to consider how long different departments will be affected. Planning for staggered relocations or temporary work solutions can help minimize lost productivity.
  • Account for Special Equipment and Installations: Certain items, such as IT infrastructure, machinery, or custom furniture, may require professional disassembly and reinstallation. Informing commercial moving companies about these needs in advance ensures they bring the right tools and expertise to handle them.

3. Don’t Rely Solely on Verbal Agreements

Trusting informal promises without written confirmation can lead to misunderstandings and unmet expectations. Some businesses believe verbal assurances from commercial moving companies are sufficient, but without documented agreements, important details can be misinterpreted or forgotten. 

How to Ensure Agreements Are Properly Documented

  • Document Any Changes in Writing: If adjustments to the original plan are necessary, they should be confirmed in writing to avoid confusion later. Email confirmations or contract addendums provide a clear record of agreed-upon changes.
  • Keep a Copy of All Correspondence: Maintaining organized records of emails, contracts, and quotes helps track what was discussed and agreed upon. Having documentation readily available ensures businesses can refer back to it if issues arise during the move.

4. Don’t Overlook Packing Requirements

Assuming that packing is a simple task can result in damaged equipment, misplaced items, or delays. Working closely with commercial moving companies to understand packing requirements can prevent costly mistakes.

How to Prepare for Packing Effectively

  • Use the Right Packing Materials: Fragile items, electronics, and office furniture require specialized materials such as bubble wrap, custom crates, and reinforced boxes. Using improper materials can lead to damage during transport.
  • Separate Essential Items for Quick Access: Important documents, tools, and equipment needed immediately after the move should be packed separately and labeled as “priority.” This ensures critical items are easily accessible without unpacking everything at once.

5. Don’t Disregard Employee Involvement

Employees play a crucial part in preparing their workspaces and ensuring a smooth transition. Involving them in coordination with commercial moving companies helps streamline the process and boosts morale.

How to Engage Employees During a Commercial Move

  • Provide Clear Moving Instructions: Employees should be given step-by-step guidelines on packing their workstations and securing personal belongings. Clear instructions help prevent confusion and ensure consistency across departments.
  • Assign Departmental Move Leaders: Designating representatives within each department to liaise with commercial moving companies ensures better coordination and quicker problem resolution. These leaders can address concerns and keep their teams informed throughout the move.
  • Offer Incentives for Participation: Encourage employee engagement by offering small incentives, such as gift cards or team lunches, for those who actively assist in the moving process. Recognizing their efforts can boost morale and cooperation.

How to Select the Best Commercial Moving Company

Choosing the right moving partner in White Plains, NY, is crucial for a smooth business relocation. As of 2025, there are about 16,851 moving companies operating in the US. With so many options available, it’s important to carefully evaluate options to find a provider that meets specific business needs. 

1. Evaluate Industry Experience

Experienced office movers specialize in managing the complex logistics involved in commercial relocations. Businesses should look for commercial moving companies with a proven track record in their specific industry, whether it’s office moves, warehouse relocations, or specialized equipment transport. Experience often translates into smoother execution, reduced downtime, and better handling of valuable assets.

2. Assess Service Offerings

Not all commercial moving companies provide the same range of services, so it’s important to choose one that aligns with the business’s specific needs. Some companies like Commercial Movers By Best offer full-service solutions, including packing, storage, and equipment installation, while others focus solely on transportation. Evaluating the available services ensures businesses get the support they need without having to coordinate with multiple vendors.

3. Request Detailed Estimates

A reputable moving company should provide a clear and itemized estimate based on a thorough assessment of the business’s relocation needs. Businesses should be wary of vague quotes or unusually low prices, as they may indicate hidden fees or subpar service. Comparing estimates from multiple commercial moving companies helps identify fair pricing and avoid unexpected costs during the move.

4. Read Client Reviews and Testimonials

Customer feedback offers valuable insights into the reliability and professionalism of a moving company. Businesses should research online reviews and ask for client references to gauge how well commercial moving companies handle communication, timeliness, and problem-solving. Positive testimonials and a strong reputation can provide confidence in the company’s ability to deliver a smooth moving experience.

How to Help Employees Get Ready for an Office Relocation

Preparing employees for an office relocation is essential to ensure a smooth transition and maintain productivity. Collaborating with commercial moving companies while keeping employees involved reduces stress and creates a positive moving experience.

1. Communicate the Moving Plan Clearly

Providing employees with a clear and detailed moving plan helps set expectations and reduces uncertainty. Sharing important dates, timelines, and key responsibilities allows staff to prepare their workspaces and adjust their schedules accordingly. Regular updates about the progress and next steps keep everyone informed and aligned with the moving process.

2. Address Employee Concerns Proactively

Relocation can bring up concerns about workspace changes, commuting adjustments, and workflow disruptions. Encouraging open discussions and addressing employee questions early can help alleviate anxieties and provide reassurance. Keeping communication channels open with HR and commercial moving companies ensures that concerns are managed effectively.

3. Celebrate the Move and Boost Morale

An office relocation is an opportunity to build excitement and boost team morale. Organizing a small farewell event for the old office and a welcoming activity at the new location can create a positive atmosphere. Recognizing employee cooperation and efforts throughout the process helps foster a sense of teamwork and appreciation.

Frequently Asked Questions (FAQs)

What should businesses do if their moving timeline changes unexpectedly?

Unexpected timeline changes can happen due to various factors such as lease delays, construction issues, or operational adjustments. Businesses should immediately inform their chosen commercial moving companies to explore rescheduling options and avoid potential penalties. Many moving companies offer flexible scheduling solutions, but advance notice increases the likelihood of accommodating changes. Having a contingency plan in place also ensures minimal disruption and allows businesses to adjust their relocation strategy smoothly.

How can businesses ensure data security during an office relocation?

Protecting sensitive data is a critical concern during a move, especially when handling confidential information and IT equipment. Businesses should work with commercial moving companies that have experience in securely transporting electronic devices. Implementing additional security measures such as encrypting files, using locked containers, and having a backup of essential data minimizes the risk of breaches. 

Are there specific regulations businesses should be aware of when moving to a new location?

Yes, businesses must comply with local regulations, building codes, and lease agreements when relocating to a new space. Some areas may require permits for moving trucks, loading dock reservations, or specific safety measures during the move. Reputable commercial moving companies are often familiar with regional regulations and can provide guidance to ensure compliance. It’s important for businesses to review their new location’s requirements to avoid fines or delays in setting up operations.

What are the best ways to minimize environmental impact during an office move?

Businesses can take several steps to make their office relocation more environmentally friendly. Using eco-friendly packing materials, such as reusable crates and biodegradable packing supplies, reduces waste. Donating excess office supplies and minimizing printed materials can further contribute to a sustainable move.

How can businesses keep customers informed during an office relocation?

Maintaining clear communication with customers throughout the moving process is essential to avoid confusion and service disruptions. Businesses should update their website, social media channels, and email newsletters with the new address and any temporary service changes. Working closely with commercial moving companies to ensure minimal downtime helps maintain customer confidence. Providing a dedicated point of contact for customer inquiries during the transition can also improve transparency and trust.

Ready to Move with Confidence in White Plains, NY? 

When it’s time to relocate a business, trust Commercial Movers by Best to handle every detail with professionalism and care. Serving White Plains, NY, our experienced team specializes in efficient, organized commercial moves that minimize downtime and keep operations running smoothly. With a reputation for reliability and exceptional service, Commercial Movers by Best ensures a seamless transition to your new space, so your business can stay focused on what matters most.

Contact us today for a consultation!