Office Relocation: Moving for Serviced and Leased

Office relocation often marks a big moment for a business. Your team is evolving, your needs are shifting, and your current workspace no longer feels like the right fit. A move can brighten your culture, open up fresh opportunities, and create a space where everyone feels ready to thrive.

Whether you're planning an office relocation London project, moving across the UK, or upgrading to a new city altogether, the right office can give your team the space, flexibility and energy they need. And when you’ve got a solid office relocation plan in place, the whole process becomes a lot less stressful.

This guide brings together everything you need — from creating a checklist for office relocation to understanding timelines, costs, legal steps, and the very real differences between serviced and leased office moves. Because the two routes aren’t interchangeable. They’re different journeys entirely, and your approach should reflect that.

Let’s make your office move feel manageable, empowering and genuinely exciting for your team.

What is office relocation?

Office relocation is the process of moving your team from one workspace to another. That could involve upgrading to a larger office, downsizing to match your new working patterns, shifting to a different part of the city, or switching to a workspace that matches your culture better.

But the way relocation works depends entirely on the kind of workspace you choose.

Serviced office relocation

This is the simplest path. Serviced offices are plug-and-play spaces with furniture, internet, meeting rooms and amenities already set up. The relocation timeline is short, the admin is minimal, and the risk is low. You sign an agreement, turn the key, and get to work.

Teams often choose serviced offices when they want:

A quick move
Predictable monthly costs
A short-term or flexible licence
Minimal planning or fit out

Leased office relocation

This route is more detailed and needs more planning. You sign a longer lease, design a bespoke layout, and manage contractors. There are legal steps, way leaves, licences to alter (sometimes), and a much clearer need for office relocation project management.

Businesses choose leased offices when they want:

Full control over their layout
Their own branding
Long-term stability
A private, bespoke space

Under 5,000 sq ft, relocations are often quicker because many landlords now provide fitted spaces. Over 5,000 sq ft, planning needs grow and timelines lengthen — especially if you're taking an unfitted space.

Related read: How Much Office Space Do I Need?

Why businesses relocate their office

Teams move for all kinds of reasons, and each one affects your office relocation plan slightly differently.

Growth: You need more room to welcome new hires and keep your team comfortable.
Better location: Whether it’s moving closer to transport links or shifting into a brighter, more vibrant area, the right address makes a difference.
Hybrid working: If your team no longer needs rows of desks, you may want collaboration areas instead.
Amenities: Better meeting rooms, showers, cycle storage, or breakout areas can boost wellbeing.
Cost: Rising rent or service charges can accelerate a move.
Culture shift: A fresh environment supports a fresh start.

Whatever your reason, a proactive relocation helps your team feel supported, rather than swept along by a fast decision.

How to manage an office relocation

The biggest factor that determines how your relocation unfolds is whether you're moving into a serviced or leased office. Let’s break them down.

Managing a serviced office move

Serviced office relocations are fast, flexible and straightforward. Most teams can move in weeks — sometimes even days — because everything is already designed, installed and ready.

Here’s what the process usually involves:

Define your needs: Think about headcount, location, access needs, meeting room expectations, and hybrid working patterns. Serviced offices give you flexibility, but you still want a space that feels right from day one.
Arrange viewings: Because spaces are already fitted, what you see is what you’ll walk into. This makes choosing simpler.
Review the licence: Serviced agreements are usually 12 months, rolling, or flexible. There’s minimal legal review.
Plan your move: You may only need an afternoon to move equipment, laptops and personal items. Some teams move with a few crates and a courier.
Welcome your team: Serviced buildings often provide their own office relocation welcome pack — which is a lovely touch for helping your team settle in.

This route is ideal for early-stage startups, fast-moving teams, and anyone who needs a seamless transition without the complexity of leases or fit outs.

Managing a leased office relocation

Leased relocations need more time, structure, and clear project management. Here’s where your office relocation timeline becomes essential.

The steps below give you a realistic roadmap, based directly on how the UK leased office market works today.

1. Start early

This one decision shapes everything.

Fitted space: Minimum of 6 months
Unfitted (especially over 5,000 sq ft): 9 months or more
Under 5,000 sq ft: Often quicker because landlords pre-fit many spaces
Over 5,000 sq ft: Longer timelines and more bespoke needs

Rushing weakens your negotiation power. A longer search gives you leverage in rent discussions and incentives.

2. Initial requirements

Before the search even begins, you’ll need:

Early KYC (Know Your Customer) checks
Clarity on appetite for alterations
A clear understanding of your team’s needs

This is also when you work out your ideal location, total sq ft, office type and budget.

3. Search and negotiation

This is your moment to find suitable spaces, compare options and negotiate key terms.

Longer searches mean more choice and stronger outcomes. Shorter searches can squeeze your leverage, because landlords know you’re tight on time.

4. Heads of Terms

Once you choose a space, the agent drafts Heads of Terms.

Typical timescales:

Fastest: 1 week
Typical: 1–6 weeks
Complex or bespoke deals: longer

5. Legal stage

This is the most unpredictable part of a leased relocation.

Typical timeframe: 2–3 months
Fastest deals: 3 weeks
Slower deals: 6–12 months

Your timeline depends on the landlord, their solicitors, the building’s history, and the type of alterations you’re planning.

6. Fit out

Fit out timing depends on how much work you want to complete:

Minor works: 6 weeks
Full Category A–B fit out: around 3 months

Fit out contractors should be appointed during Heads of Terms, because their specification is needed for the licence to alter.

7. Technical dependencies you should know about

These often catch teams off guard — and they can slow down your relocation if you don’t plan ahead.

HVAC

Moving HVAC units is expensive — roughly £25,000 per meeting room.

If you’re planning bespoke layouts, expect longer timelines.

Partition walls usually don’t require a licence to alter, which helps keep things simple.

Way leave agreements

This is the big one most businesses don’t know they need. A way leave is the permission for internet providers to install fibre.

If the building doesn’t already have the provider you use, a way leave can take up to 2 months. Always begin this as soon as you go under offer.

Licences to alter

If you're making structural changes, you’ll need this before you can begin fit out.

Your contractor’s full specification will be required.

Your checklist for office relocation

Here’s a clear, team-friendly list to help you stay on track. It applies to both serviced and leased relocations, with a few extras noted where relevant.

Define your goals for the move
Confirm headcount and hybrid working patterns
Set a realistic budget
Review office relocation costs early
Decide serviced vs leased
Create a clear office relocation plan
Build your office relocation timeline
Complete early KYC (Know Your Customer)
Begin the search
Arrange viewings
Compare shortlisted spaces
Review contract or Heads of Terms
Begin legal and compliance steps (leased)
Appoint fit out partners (leased)
Start way leave process (leased)
Order IT equipment and furniture
Book removal services
Create your office relocation welcome pack
Prepare internal communications
Announce the relocation
Move team equipment and personal items
Test technology before your go-live date
Celebrate your first coffee in the new space!

Office relocation costs: What to expect

Costs depend heavily on whether you're choosing serviced or leased space — and how bespoke your new office will be.

Serviced office costs

These are clear and predictable:

Monthly licence: Around £500–£1,000 per desk in London; £300–£600 nationwide.
Meeting room fees: If not included; around £20–£70 per hour depending on size and building.
Upgrades such as private phone booths or extra storage: Around £40–£100 per locker per month depending on provider.

There are no legal fees, no fit out bills and no surprise costs.

Leased office costs

These vary more and are spread across several stages:

Legal fees: Around £5,000–£15,000+ for standard leases; complex deals or large spaces can reach £20,000–£40,000.
Rental deposit: Typically 3–6 months’ rent, sometimes higher for new businesses.
Dilapidations on your old space (if applicable): £10–£40 per sq ft, depending on the landlord’s requirements.
Fit out: Basic refresh (£40–£70 per sq ft), mid-range office fit out (£80–£120 per sq ft), fully bespoke Category B (£120–£180+ per sq ft).
Way leaves: Often free to the tenant (providers absorb the cost), but the landlord may charge £500–£2,000 in admin/legal fees.
Furniture: £500–£1,500 per desk setup, including chair, monitor, storage.
Removals: £1,000–£5,000 for small office relocations; £10,000–£50,000+ for larger multi-floor moves.
HVAC changes: Moving HVAC units can cost £25,000 per meeting room.
IT setup and cabling: Cabling and patching can cost £50–£120 per port; a full network setup: £3,000–£20,000+.

Understanding these early helps you set a budget that supports your team and avoids last-minute pressure.

How to announce your office relocation

Announcing your move is a chance to reassure, excite and guide your team through the change.

Great communication sets the tone. It helps everyone feel included and gives people time to prepare.

Here’s a friendly structure that works well:

Start with the “why”: People want to understand the reasons behind the move. Be clear and positive.
Share the new address and timeline: Include move dates, access details, and when the new office opens.
Explain what will change: That might be commuting time, layout, meeting room access, quiet areas or locker arrangements.
Highlight improvements: Show the team how the new office supports them — better amenities, more space, nicer breakout areas, natural light, or simpler commuting.
Offer clear next steps: This could involve packing guidance, locker arrangements or how to collect new passes.
Provide a Q&A channel: A dedicated Slack channel or meeting helps people feel heard and supported.
Put together an office relocation pack: An office relocation welcome pack (digital or physical) can make your team feel instantly at home. Small touches like coffee tokens, local lunch recommendations, and a quick-start guide to the building go a long way.

What is the purpose of office relocation?

Every relocation supports a bigger goal. When teams choose a new space, they’re usually looking to:

Support a growing team
Strengthen company culture
Improve wellbeing and comfort
Reduce costs or improve financial predictability
Move closer to transport hubs
Create a hybrid-friendly layout
Boost productivity
Offer better amenities
Refresh their brand or working environment

At its core, an office relocation gives your team the environment they need to do their best work. And when the space feels thoughtful, welcoming and practical, the whole team feels the benefit.

The best way to approach your office relocation

Office relocation is a meaningful moment for any business. Whether you’re taking the simplicity of a serviced office or the bespoke control of a leased office, your move can support your team in ways that ripple through productivity, culture and wellbeing.

And when your office relocation plan is clear — with a realistic timeline, transparent costs and a supportive approach — your team feels ready and confident. You move as one, not in a scramble.

If you'd like help finding your next space, comparing options or building a seamless relocation plan, Tally Workspace is here to do the legwork for you. Together, we’ll find a space where your team feels welcome from day one.