Moving offices sounds like a single event, but it is really a chain of decisions, approvals, and lead times. Some parts are in your control, like how quickly you pick a space. Others depend on landlords, lawyers, builders, and internet providers.
So, how long does it take to move offices in real life? For many UK teams, the honest answer is: anywhere from a couple of weeks to several months. The range is big because "moving" can mean anything from taking a ready-to-go flexible workspace to building a fully branded HQ from a blank floorplate.
This guide gives you a step-by-step timeline, plus the key factors that tend to speed things up or slow them down. If you want a second checklist-style view alongside this article, the Flexioffices guide to moving offices can help you spot the practical tasks teams often miss. The aim here is not perfection, it is helping you plan with fewer surprises, less downtime, and a move date you can actually hit.
Key takeaways
People often plan around the move day itself, but the calendar pressure usually comes earlier. That pressure shows up when you are booking surveys, agreeing on lease terms, and locking in building works. Getting the order right makes everything calmer.
If you want a simple rule of thumb, treat your office move like a project with three "gates": picking the space, signing the paperwork, and making the space usable. Miss any one of those, and the whole plan slips. These takeaways keep those gates in view.
- Serviced offices can be the fastest, while leased space with works takes the longest
- Legal sign-off and landlord approvals can add weeks if you wait to start
- IT connectivity lead times can be the hidden blocker if ordered too late
- A clear brief and one owner for decisions usually shortens the move
After those headline points, it helps to put some realistic time ranges on the table. When someone asks about timing, they usually mean, "How soon can we work normally in the new place?" That includes desks, meeting rooms, Wi-Fi, phones, and access control.
You also need to allow for overlap time. Many businesses keep the old office for a few weeks while they fit out the new one, test the IT, and handle snagging issues. It costs more, but it reduces risk and protects productivity.
How long does it take to move offices in the UK? A realistic range
Before we map the step-by-step timeline, it is worth setting expectations. Different workspace models come with very different amounts of work. A ready-to-use office can compress months of setup into days.
A good way to think about timing is to match the timeline to the type of space you are taking. If you are still comparing models, the Flexioffices overview of office types is a useful place to see how serviced, managed, and other options differ. Once you know which model fits, predicting the schedule becomes easier.
One more useful point: a move date is not the same as a "working normally" date. If you have client meetings, secure data, or heavy meeting room use, you will want time to test and stabilise before you declare the move finished.
The three common timelines: serviced, managed, leased + fit-out
Here is a practical range that reflects what most UK teams experience. The biggest driver is how much the space needs to change before it is usable. The second-largest driver is how many external parties need to approve something.
If you are aiming for a quick move, choosing a workspace that includes more essentials can make a big difference. When you take a space that is "work ready", you cut down on suppliers, scheduling, and the number of things that can slip.
Typical ranges:
- Serviced office: roughly 1 to 4 weeks end-to-end
- Managed office: roughly 6 to 12 weeks, depending on how much you tailor
- Traditional lease + tenant fit-out: roughly 3 to 9 months for many teams
These ranges are not promises, they are planning anchors. A small team can still take months if they need heavy work, and a large team can move quickly if they choose a fitted space with minimal changes.
The point is to start by choosing a timeline that matches your space type, not by choosing a move date and hoping everything else will bend around it.
A quick note on Cat A vs Cat B fit-out scope
Fit-out jargon matters because it affects time and budget. Cat A is often a more basic finish provided by the landlord, while Cat B is the tenant-led work that makes a space feel like your office. If you want a plain-English definition, Morgan Lovell's explanation of Cat A and Cat B fit-out sets out the difference clearly.
Why this matters is simple: Cat B usually means more design, more trades, more approvals, and more decisions. More decisions equal more time, especially if you do not have a single person who can say "yes" quickly.
A step-by-step timeline for moving offices
Most office moves follow the same pattern, even if the calendar length changes. You plan, pick a space, sign, make it workable, then move people over. The delays tend to happen when these stages overlap messily or when you leave a long-lead item too late.
The timeline below is written like a checklist you can run through in order. You will not do everything in a neat sequence, but you will nearly always need every stage in some form. If you are moving within London, starting with a location shortlist helps, and the Flexioffices London office space page can be a quick way to see what is available across different areas.
Start earlier than you think you need to. If you finish early, you can negotiate better and plan overlap properly. If you start late, you end up paying for rushed decisions.
Stage 1: Early planning & budgeting (often 2 to 4 weeks)
This stage is about clarity, not admin. Set the reason for moving, the size you really need, and what "success" looks like for the next 18 to 36 months. If you skip this, you will waste time later arguing about basics during legal and fit-out.
Budgeting should include both obvious and hidden costs: overlap rent, professional fees, dilapidations risk, fit-out, furniture, and IT. If you are leaving a leased space, it is smart to seek early advice on dilapidations, as the RICS guide to dilapidations in England and Wales explains how claims often arise near lease end.
Finally, assign roles. You need one decision-maker for space selection, one for budget, and one for IT. If one person can cover two roles, even better.
Stage 2: Finding a space & shortlisting (often 2 to 6 weeks)
This is where speed is won or lost. The fastest moves happen when the brief is tight: location, desk count, meeting space, hybrid pattern, and non-negotiables like access hours or security. If you are leaning towards a quick move, the Flexioffices serviced office space option can reduce the number of things you need to organise.
Viewings can be done quickly, but decision-making often drags. If several stakeholders need to agree, schedule a fixed decision meeting for the same week as the viewings. This stops "one more viewing" loops that can eat a month.
As you shortlist, check what is included. A space that looks cheaper can become slower and more expensive if you must organise everything yourself.
Stage 3: Heads of terms, due diligence & surveys (often 1 to 3 weeks)
Once you have chosen a preferred space, you normally move into heads of terms. This is where you agree on the commercial shape: length, break clauses, rent-free periods, fit-out contributions, and key dates. You are trying to remove big surprises before the lawyers get deep into drafting.
Due diligence also involves confirming that the building can actually support your plan. That might include surveys, capacity checks, and questions about landlord approvals. If you discover issues late, you lose weeks.
Treat this stage like a mini-risk review. What could block the move date, and who owns each risk? Write it down, assign an owner, and add dates to the actions.
Stage 4: Legal sign-off, landlord approvals & dates (often 2 to 8 weeks)
Legal can be quick or painfully slow. It depends on the lease type, how standard the paperwork is, and how fast both sides respond. Your aim is to reduce "open loops", such as missing information, slow replies, or last-minute changes.
Landlord approvals matter here too. Even if you love the space, you may need formal consent for alterations, signage, cabling, or work out of hours. If building rules are strict, expect extra back-and-forth.
If your works trigger compliance steps, build that into your dates. The GOV.UK guidance on building regulations approval is a good starting point for understanding when approvals may apply.
Stage 5: Fit-out design, approvals & build (often 6 to 16+ weeks)
Fit-out is the biggest variable. A light refresh can be quick. A full Cat B fit-out with meeting rooms, acoustic upgrades, AV, and a custom reception takes longer because design and procurement sit before construction.
Start with a workplace design that matches how your team works. If you are hybrid, you might need fewer desks and better meeting rooms. If you are client-facing, you might prioritise reception and brand feel.
Then come approvals and scheduling. Your contractor needs access, your landlord may need sign-off, and certain works require specialist trades. The British Council for Offices BCO Guide to Fit-Out is a helpful reminder that fit-out is not just build time, it includes planning, design, procurement, and handover.
Finally, allow snagging time. People often forget this and plan a move-in the day after practical completion, which can be rough on staff.
Stage 6: IT, telecoms & security setup (often 4 to 12+ weeks)
IT is the quiet blocker. Even when the office looks finished, you cannot work properly without stable connectivity, security, and devices configured. If you are taking a tailored space, the Flexioffices managed office model can still leave you in control of some IT choices, which makes early planning important.
Order connectivity early, especially if you need leased lines or upgrades. Ofcom notes in its Openreach Monitoring Report (Sept 2025) that minimum performance standards cover regulated products including ethernet leased lines.
Also plan the internal network: switches, Wi-Fi access points, meeting room AV, printing, and access control. If you are changing phone systems, schedule number porting carefully.
Stage 7: Move week, snagging & stabilising (often 1 to 2 weeks)
The move itself can be done over a weekend. The stabilising period is what takes time. Expect a week or two of small fixes: adjusting the meeting room kit, resolving Wi-Fi dead spots, and dealing with missing furniture parts.
Protect productivity by planning a "day one" minimum standard: desks, chairs, working internet, and a reliable way to take calls. Everything else can improve after the team is settled.
The factors that speed things up or slow things down
Two office moves can look similar on paper and still finish months apart. The difference is usually not effort, but constraints. Team size affects complexity, lease terms affect approvals, and fit-out scope affects the number of dependencies.
It is also common for delays to come from normal things: a key stakeholder is travelling, a landlord has a fixed approvals meeting once a month, or a specialist contractor is booked out. None of these are dramatic, but they shift the calendar. The goal is to spot them early.
These are the big factors that most often change how long it takes to move offices:
- Size of team: more people means more kit, more change management, and often more meeting space
- Lease terms and negotiation points: break clauses, repairs, and incentives can add legal cycles
- Landlord timelines: consent for works, building rules, and access hours can stretch the schedule
- Fit-out scope: moving from "refresh" to "rebuild" adds design, procurement, and approvals time
- IT lead times: circuits, access control, and AV can lag behind the build if not ordered early
- Exit obligations: reinstatement and repairs can affect overlap and cash flow
If you want a quick diagnostic, ask: "What is the longest lead item in our plan?" Then work backwards from that date, not from your ideal move-in day.
When you have that long-lead item, you can also decide what you are willing to trade for speed. For example, taking a fitted space may cost more per month, but it might save you months of work and reduce risk.
How to shorten your office move timeline without chaos
Speed is not about rushing everything. It is about removing rework. Rework happens when you start design before you have agreed on the brief, when you wait for legal before ordering connectivity, or when five people can veto a decision with no deadline.
The biggest time-saver is often a clear project rhythm. Weekly decision meetings, a single tracker, and owners for each workstream will beat heroic last-minute efforts every time. Good structure protects your team's time and reduces stress.
These practical habits often shorten the timeline:
- Write a one-page brief and lock it before viewings, so you do not keep changing direction
- Run legal, fit-out design, and IT planning in parallel instead of waiting for perfect sign-off
- Ask the landlord about approvals on day one, including cabling routes and out-of-hours access
- Order connectivity early even if you are still finalising furniture layouts
- Limit decision-makers to one person accountable for final calls
- Plan overlap so snagging and IT testing do not happen with the whole team watching
After you apply these, you usually get a calmer move, not just a faster one. Staff feel the difference when the new office works properly on day one, and that matters for morale.
If you are trying to keep disruption low, choosing a space that is closer to move-in ready can be the simplest form of risk control. When you want to sanity-check costs early, the Flexioffices office space calculator can help you compare options before committing to a long-term fit-out plan.
Conclusion
So, how long does it take to move offices? In the UK, it can take 1 to 4 weeks for a serviced office or several months for a leased space with a full fit-out. The best plans treat the move like a project, not a date in a diary.
If you start early, run key workstreams in parallel, and order long-lead items like connectivity sooner than feels necessary, you will usually protect your move date. If you want hands-on help building a plan around your dates, a quick chat via the Flexioffices contact page can be a simple next step.
FAQs
What is the fastest way to move offices?
The fastest route is usually to take a move-in-ready space with minimal changes, then keep decisions tight. In real terms, that often means choosing a space where furniture, meeting rooms, and day-to-day facilities are already in place.
When should we start looking for a new office?
If you are signing a lease and doing any meaningful fit-out, starting six months ahead is rarely wasted time. Even if you move faster, early planning gives you leverage and reduces panic when legal or approvals take longer than expected.
How long does legal take on a commercial office?
Legal can take a couple of weeks for straightforward terms, but it often runs 4 to 8 weeks if there are negotiated clauses, landlord approvals, or complex responsibilities. Build it into the plan, and do not leave IT ordering until legal is "done".
How long does office IT setup take?
Basic setup can be quick, but connectivity and telecoms can be the blocker if there is new infrastructure work. The safest approach is to confirm lead times early and schedule testing before staff arrive.
