The right removal company must be able to handle your office equipment, schedule and practical requirements. When comparing providers, you should therefore consider their experience, resources, responsibilities and pricing. Here is what to check before booking a removal company for your office relocation.
Choose a removal company with relevant experience
Consider how closely the company’s previous assignments match your relocation. An office with many workstations, sensitive technical equipment or extensive archives has different requirements from a smaller move involving mainly furniture.
Ask the removal company to describe a comparable assignment and find out:
- How many workstations did the relocation involve?
- How were technical equipment, documents and fragile items handled?
- How was the work planned to minimise disruption to business operations?
- Who was responsible for project management and coordination?
You should also ask for a reference from a similar assignment. Ask the reference customer how well the schedule, communication and execution were managed.
Check the company’s operating licence and insurance cover
Make sure that the company carrying out the transport holds the required operating licence. You can search using the company’s Swedish corporate identity number in the Swedish Transport Agency’s online service.
You should also request information about the removal company’s insurance cover. Ask what the insurance covers, which exclusions apply and whether particularly valuable or sensitive equipment requires additional insurance.
Ask which contractual terms the company uses. Kontor 2003 is a set of standard terms for office relocations that regulates matters including liability, damage and delays when incorporated into the contract. Ask the removal company to explain which limits of liability apply to your particular assignment.
Request quotations that can be compared
Provide every removal company with the same information. This will make it easier to compare both the price and scope of each quotation.
Include:
- The collection and delivery addresses and moving date.
- The size of the premises and number of workstations, together with an estimate of the amount of furniture and equipment. Photographs and an inventory list are also useful.
- Access conditions at both premises, such as lifts, stairs and loading facilities.
- The services required, such as packing, furniture assembly, unpacking or storage.
- Any heavy, fragile or sensitive equipment requiring special handling.
Then compare what is actually included in each quotation. A quotation with a lower total price may, for example, exclude packaging materials or furniture assembly that another provider includes.
Ask for clear information about:
- Whether the price is fixed or based on the time spent.
- Whether VAT is included or added separately.
- Whether evening or weekend work affects the price.
- Whether any additional fees or services may be charged.
- How changes to the scope or circumstances would affect the price.
Decide who is responsible for each task
Document the division of responsibilities between your organisation, the removal company and any IT provider involved. Do not assume that every task is included simply because the removal company offers it as a service.
In particular, decide who will:
- Pack, label and protect the items being moved.
- Disassemble and reassemble furniture.
- Disconnect, install and test technical equipment.
- Handle sensitive documents.
- Receive the delivery and check that everything has been placed correctly.
If you require move-out cleaning or assistance with the disposal of furniture and other assets, these services should also be included in the order.
Make sure the resources match your schedule
Ask the removal company to explain how the assignment will be staffed and which vehicles and equipment will be required. Confirm that the necessary resources are available on your chosen moving date.
You should also ask who your main point of contact will be, whether subcontractors will be used and who will coordinate the work if anything changes. If certain workstations or functions must become operational first, this should be clearly stated in the relocation plan.
Put the agreement in writing
Before making a booking, you should have a written contract specifying the scope, price, schedule, responsibilities and applicable terms. Check what applies in the event of changes, cancellation or delays, and how any damage must be reported.
Choose a removal company that can clearly explain how the assignment will be carried out and what you are paying for. Would you like to know more about the services that may be included? Read about OCT’s company relocation services.
