Office relocation, twelve weeks in order

An office move is a project with a fixed end date and forty small deadlines in front of it. Most of them are boring and one of them, the registered address change, has a legal clock. This is the sequence we run with business customers, from the first landlord conversation to the week after the new sign goes up.

Updated September 2026

Twelve to eight weeks out

1. Read both leases as documents, not summaries. In the old one: the notice period, the reinstatement clause (strip out the fit-out, repaint, or hand back as is), the deposit terms, the hours for moving out. In the new one: the handover date and what "handed over" means, the fit-out period and whether rent runs during it, the building's rules on moving, working hours for contractors, and the fire safety approval for your fit-out.
2. Name one owner for the move and one for the paperwork. They are different jobs. Give the paperwork owner this list and the ten-day clock.
3. Set the move date and, separately, the date you stop paying for the old space. If they are not the same day, decide now what holds the furniture and archives in between: a storage plan with both-ways collection is the standard answer, and it is cheaper than a week of overlap on two leases.
4. Order the telecoms. Fibre to a new office address can take weeks; order it now, with the date you need it live, and get the order number.
5. Inventory what you own. Desks, chairs, cabinets, servers, printers, the kitchen. Decide for each: move, store, sell, dispose. Furniture that is not coming with you is easier to sell now than in the last week.

Eight to four weeks out

1. Book the move. For a door-to-door move on a weekend, a commercial mover; for a gap or a phased move, storage with collection on the last day and delivery when the fit-out is signed off. Ask for the crew to label and catalogue by department; it is what makes the unpack fast.
2. Plan the seating chart for the new office and number every desk. Every box, chair and monitor gets that number. Unpacking by number is a morning; unpacking by memory is a week.
3. Prepare the archives. Boxes that must be kept (accounting records, contracts, HR files) are indexed by box code with a list of contents, and go into storage under the company's name with VAT invoicing; boxes past their retention date are shredded, not moved.
4. IT plan: what is powered down when, who backs up what, how the network comes up at the new site, and the order in which servers, phones and printers are reconnected. Put the internet order number on the plan.
5. Building management, both ends: lift bookings, deposits, protective sheeting, contractor passes, out-of-hours access. Get the slots confirmed in writing.
6. Tell customers and suppliers the date and the new address, and tell them where deliveries should go during the move week.

The paperwork with a clock

• Business registration. A change of head office address must be registered with the business registration office within ten days of the change under the Law on Enterprises. File it the week you move, not the month after; the new certificate is what every other update asks for.
• Tax. Notify the managing tax office of the new address; a move across districts or provinces transfers the tax file to a new office and takes longer, so start it early. Update the e-invoice registration so invoices issued after the move print the new address.
• Company seal, if it carries the address: order a new one.
• Bank: update the address on every account and on the signatory records.
• Social insurance: if the district changes, the company's social insurance file moves to the new district office.
• Foreign staff: work permits and residence cards quote the employer's address; check with your immigration agent which documents need amending.
• Licences that name the premises: food and beverage, retail, education, fire safety. Each has its own procedure for a change of address.
• Contracts, letterheads, website, Google listing, signage: the visible address, updated on move day.

The last two weeks

1. Confirm the crew, the vehicle, the lift slots and the pass list at both buildings.
2. Pack personal desks on the last afternoon: one box per person, numbered with the new desk number, locked drawers emptied.
3. Label monitors, keyboards and cables per desk number; photograph each desk's cable layout before it is unplugged.
4. Back up everything, then back it up again to a drive that travels with a person, not the truck.
5. Walk the old office with the landlord: meters, keys, cards, condition against the reinstatement clause, and a written deposit return date.

Move day and the week after

• Central districts bar trucks from main streets at peak hours; commercial moves in Districts 1 and 3 run at the weekend or from mid-morning.
• One person at each end with the seating chart. Items go to their desk number the first time.
• IT comes up in the planned order; the internet order number is on speed dial.
• The registration change is filed inside ten days. The e-invoice and bank updates follow the new certificate.
• Anything stored comes back on request: a department's cabinets when their floor is ready, an archive box when finance asks.

Storage during an office move

Business plans run under the company's name with VAT invoices, PO references and a team login so more than one person can request items. A small office fits Large at 4,900,000 VND a month; archives usually take a standard-section plan of their own. Collection is priced by plan size, both ways from 5,100,000 VND, and includes dismantling, wrapping and reassembly of desks and cabinets. We have moved and stored for corporate and B2B customers as well as households, and the paperwork is the part they notice: an inventory by box code, an invoice that the accounts team accepts, and one contact who answers.

Frequently asked