Resources · Office moves

Office move IT checklist: the decisions that keep internet, phones, and 911 on schedule

An office move has a hidden critical path. The lease, the movers, and the furniture all run on dates you control. Internet, phone numbers, and 911 records run on dates set by providers, landlords, and contractors. This guide is organized by decisions and dependencies rather than by calendar, so it works whether you're moving across town or across the country, and whether you have six months or six weeks.

The dependency chain

Most move-day tech failures trace back to one chain:

  1. You can't order internet until you know the address and have landlord access details.
  2. The provider may need a site survey, permits, or a construction build before it can install.
  3. Your IT team can't set up the network until the connection is live.
  4. Your phone numbers can't port until the new phone service is ready, and the port request must match your old bill exactly.
  5. 911 records can't be finished until phones are assigned to the new address.

If step 1 starts late, everything after it slides. That's why technology belongs at the start of move planning, not the end.

Decision 1: What happens to each existing contract?

Build an inventory of every recurring tech service: internet, phones, mobile lines, alarm monitoring, copier and equipment leases, and cloud subscriptions. For each one, record:

  • The contract end date and the notice window for cancelling or not renewing
  • Whether the contract allows relocation to a new address
  • The early-termination terms if it doesn't

Each service then gets one of three labels: move it, replace it, or end it. This list drives everything else, and it often surfaces renewals nobody was tracking.

Decision 2: What can the new building actually support?

Ask the landlord or property manager:

  • Which providers already serve the building, and whether fiber is in place
  • Where outside lines enter (the demarcation point, or "demarc") and who controls access to the telecom room
  • Rules for running new cabling, and approved contractors
  • Whether roof space is available for a fixed-wireless or cellular antenna

Then ask several providers what they can deliver at that exact suite, in writing, with an estimated install timeline.

Decision 3: Main line, backup line, and a stopgap

Order the main connection as soon as the lease is signed. Pick a backup that fails differently, such as a different provider or technology. And decide on a stopgap in case the main line isn't ready on move day. A cellular router for critical systems is a common choice, paired with forwarding the main number to mobile phones.

Decision 4: Keep, upgrade, or replace the phone system?

A move is a natural time to reconsider phones. If you're on an on-site system, compare the cost and effort of moving it against a cloud phone system (UCaaS). Either way, plan number porting early. Porting requests stall when the name, address, or account number doesn't match the current bill. Get a recent bill and a customer service record from your current carrier first, and don't cancel old service until every number has moved.

Decision 5: What still runs on copper?

Alarm panels, fire panels, elevator phones, fax machines, and some card readers still use traditional copper lines (POTS) in many buildings. Label every one. Then ask each system's vendor, and the local fire authority where required, what the new site needs. Fire alarm and elevator lines can have code requirements that limit replacement options.

Decision 6: How will 911 work at the new address?

Federal rules apply to multi-line business phone systems. Kari's Law requires direct 911 dialing with no prefix and a notification to a central location, such as a front desk. RAY BAUM'S Act requires 911 calls to send a dispatchable location, meaning a validated street address plus details such as floor or suite. Update the registered location for every phone and user, test using your provider's approved method, and confirm the details with your provider and counsel.

Move week: a test script

  • Main and backup internet both live; failover tested by unplugging the main line
  • Wi-Fi coverage checked in every room, including conference rooms
  • Inbound and outbound calls, voicemail, auto-attendant, and the main number tested
  • 911 test completed per provider instructions, with the notification confirmed
  • Card payments, printers, cameras, and door access confirmed
  • Alarm, fire, and elevator lines tested with their vendors

After the move: close the loop

Cancel old-site services in writing only after the new ones work and every port is complete, and keep the confirmation numbers. Return leased equipment. Check the first two bills at both addresses for charges that should have stopped. Record the new contract end dates and notice windows so the next renewal doesn't surprise you.

Moving more than one site?

For businesses opening or relocating several locations, repeat the inventory per site and keep one shared tracker for install dates, port dates, and 911 records. Long-distance moves add one more question: whether your local numbers can follow you to a new area. That depends on the provider and the number, so ask before you sign.

Frequently asked questions

What's the most common tech mistake in an office move? Ordering internet too late. Installs can depend on landlord access, permits, or a construction build, so the connection is often the longest lead-time item. Order as soon as the lease is signed.

Should we move our current internet service or switch providers? Check whether your contract allows relocation and what the new building can support. Moving service can avoid early-termination charges, but a move is also a good time to compare options at the new address.

Can we keep our phone numbers if we move to a different city or state? Sometimes. Whether a local number can follow you to a new area depends on the provider and the number. Ask before you sign the new phone contract.

When should we cancel services at the old office? Only after the new services are working and every number has finished porting. Cancel in writing and keep the confirmation.

Who handles 911 setup when a business moves? Your phone provider and IT team usually make the changes, but FCC rules put responsibility on the businesses and people who install, manage, or operate the phone system. Confirm compliance with counsel.

Want a second opinion?

If you'd like help, Telpeak can map your current contracts and renewal dates, ask several providers what they can deliver, and lay the options out side by side. You make the call.

Book your free audit or call (360) 483-1315.

Telpeak is paid by the providers you choose, never by you. Telpeak is vendor-neutral. We work for you, not for the providers we compare.

This guide is general information, not legal or compliance advice. Provider names belong to their owners.