Your business lease just kicked off and construction is already behind schedule. Whether your office is undergoing a full build-out or you're mid-renovation, coordinating your move with active tenant improvement work requires military-precision planning—or you risk paying double rent, losing productivity, and creating safety hazards for your team.
Start with a Realistic Construction Timeline
Before you book movers or lease temporary space, get a detailed schedule from your contractor. Tenant improvement projects typically take 8–16 weeks for small office build-outs (1,000–5,000 sq ft) and 4–6 months for larger renovations involving MEP rough-ins, drywall, and finishes. Ask your contractor for:
- Rough-in completion date (when walls, electrical, and plumbing are ready)
- Drywall and finishes timeline
- Final inspection and certificate of occupancy window
- Realistic buffer for inspections and punch-list items (often 2–4 weeks overrun)
Many contractors pad estimates, but you need honest numbers. Request a weekly progress report so you can adjust your move date without panic.
Plan Your Phased Move Strategy
Moving entirely before construction ends wastes money and exposes equipment to dust and debris. Instead, break your move into phases:
Phase 1: Temporary Storage (Weeks 1–8) Store non-essential furniture, archives, and equipment off-site. A 500 sq ft climate-controlled storage unit costs $100–$250/month and protects items from construction dust. Label everything and keep a digital inventory.
Phase 2: Partial Occupancy (Week 10–12) Once rough-in is complete and HVAC is operational, move essential departments to finished areas (often boardrooms or back offices finish first). This lets you start using parts of the space while construction continues elsewhere.
Phase 3: Final Move (Post-CO) Once you receive the certificate of occupancy and final inspections pass, move remaining furniture and equipment. Schedule this 3–5 business days after CO—not the day of—to allow HVAC and electrical systems to stabilize.
Coordinate with Your Contractor on Safety and Access
Construction sites and moving trucks don't mix well. Establish clear agreements:
- Dedicated move-in day: Schedule your movers during a time when heavy construction equipment isn't operating (usually early morning or after 3 PM).
- Parking and dock access: Confirm whether the building loading dock is available and whether construction will block it. Some builds require you to pay for temporary space rental nearby ($300–$800/month).
- Dust containment: Ask the contractor to seal off active construction zones with plastic barriers and air scrubbers ($1,500–$3,000 for the project). This prevents dust from settling on your new furniture.
- Temporary utilities: Verify that HVAC, water, and electrical are reliable before moving sensitive equipment like servers. A weak HVAC system during move-in can damage electronics.
Budget for Hidden Costs
Most companies underestimate move expenses during TI projects:
- Extended storage rental: $100–$250/month × 3–4 months = $300–$1,000
- Short-term temporary office space: $15–$40/sq ft annually (prorated monthly)
- Moving labor during phased approach: 2–3 separate moves cost 40% more than one move
- Equipment protection (plastic sheeting, corner guards): $200–$500
- Temporary staffing to oversee move logistics: $50–$75/hour × 40–80 hours
Hire a Moving Company Experienced with TI Projects
Standard moving companies won't account for construction hazards or delayed timelines. Look for movers who've handled tenant improvement scenarios—they understand:
- How to protect finished items in dusty environments
- Flexible scheduling when construction runs late
- Partial move logistics and storage coordination
- Liability if items are damaged during active construction
Get quotes from at least three firms and ask for references from other TI projects. Expect to pay $2,500–$8,000 for a small office move with temporary storage and phased logistics.
Mercoly makes it easy to find and compare trusted tenant improvement contractors who can provide realistic timelines and coordinate your move schedule—all in one place.
Frequently Asked Questions
Q: Can I move into a space before the certificate of occupancy is issued? No—occupying a space without CO is illegal and your insurance won't cover damage or injuries. However, you can stage equipment in finished areas during final inspections as long as construction continues in other zones.
Q: How do I protect my equipment during the move if construction is still happening? Use plastic sheeting, seal HVAC vents with temporary filters, and schedule your move for phases when the contractor isn't running dust-generating equipment. Climate-controlled storage for sensitive electronics ($150–$300/month) is worth the cost.
Q: Should I negotiate move costs into my lease? Yes. Many landlords include tenant improvement allowances ($50–$150/sq ft); ask if relocation assistance or moving credits are negotiable, especially if the delay is the contractor's fault.
Start coordinating with your contractor and moving company at least 12 weeks before your target move date.