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Moving Your Business? 10 Tips to Save on Commercial Relocation Costs

Ana Padros - Writer for Top10.com
a group of men standing next to each other in a room
Relocating your business can be a game-changer. A fresh space might bring new energy, a broader client base, or improved logistics. However, the transition doesn’t come without its challenges, and one of the primary concerns is the financial burden it entails.

Many entrepreneurs underestimate the costs and complexities of moving. But here's the silver lining: with careful planning and savvy strategies, you can drastically reduce these costs without compromising on efficiency.

Whether you're shifting a budding startup or an established enterprise, this guide offers ten actionable tips to save significantly on your commercial relocation costs. With the right plan, you can make that move not just smart, but also cost-effective.

1. Start Planning Early

Begin the planning process as soon as possible to avoid any last-minute rush or incurring unexpected expenses that can increase the price of your move. Relocating a company entitles a multitude of tasks, including finding a new location, coordinating logistics, transferring equipment, notifying employees and clients, and determining what moving companies will and won't move.

Starting early gives you more time to plan thoroughly. This reduces the risk of mistakes that can raise relocation costs, such as weekend packing fees, and ensures a smoother move.

This way, you also give yourself time to explore cost-saving options and negotiate better deals with your service providers. You can thoroughly research and negotiate favorable terms, obtain competitive quotes, and allocate sufficient budgetary resources to cover the expenses.

2. Create a Budget

Relocating can be costly. Shyft states that interstate moves begin at $4,100, while in-state moves start at $980. These costs can include lease agreements, moving services, equipment transportation, and potential renovations. It's essential to set a realistic budget based on thorough research.

By budgeting, you can effectively track and manage your expenses. It allows you to predict cash flow by estimating incoming and outgoing funds.

Proper budgeting aids in planning for upcoming costs, managing working capital, and ensuring you have enough money for crucial relocation expenses. Always account for all potential costs, from packing materials to transportation and any unforeseen expenses.

3. Compare quotes

Obtain quotes from several moving companies to compare prices and services. This comparison not only helps you gauge costs but also evaluate service quality, negotiate better deals, and steer clear of scams, ensuring a seamless relocation.

Choose reputable movers with competitive rates. Since rates can vary based on location, season, and distance, it's also wise to check reviews to identify top providers. Negotiating based on your needs can land you the best deal.

By analyzing different quotes, you can discern the most cost-effective and suitable service for your move, allowing you to spot any unusual pricing and make a well-informed choice.

4. Minimize Inventory

Businesses can significantly cut inventory carrying costs by addressing various factors, such as warehousing, storage, insurance, obsolescence, and the risk of damage or theft. One effective strategy is reducing inventory levels prior to a move, which not only minimizes these expenses but also releases financial resources for other needs.

Before the move, streamline your belongings by eliminating unnecessary items, which not only simplifies the moving process but also results in lower transportation expenses.

Moving companies commonly determine their rates based on the weight or volume of items in transit. As per Allied Van Lines, the weight of your household goods stands as the primary factor influencing moving costs and may also lead to a reduction in the required new space.

Relocating inventory to a new destination can entail substantial transportation costs, particularly when dealing with large or bulky items.

5. Optimize Resources

Relocations require careful resource planning, including determining the staffing levels needed during the move, identifying any additional resources or expertise required, and allocating appropriate time and personnel for specific tasks.

A good relocation strategy provides the opportunity to assess resource requirements, make necessary arrangements, and ensure a well-coordinated relocation.

Instead of buying new packing materials, try to use existing supplies you have within your organization. Utilize office supplies like boxes, bubble wrap, and packing paper to save on costs. Additionally, consider recycling or reselling packing materials after the move.

6. Plan the Timing

The demand for moving services is typically higher during peak seasons, such as summer or weekends, when families with children prefer to relocate.

During the off-season, there is generally less competition for moving companies and services, allowing you to negotiate lower rates or take advantage of discounts and promotions. Moving companies also often have more flexibility in their schedules during the off-season.

Schedule your relocation during off-peak periods, if possible. Moving companies may offer lower rates during weekdays or non-peak seasons. Be flexible with your move-in and move-out dates to take advantage of cost savings.

7. Utilize In House Resources

If you have the necessary manpower and equipment, consider handling certain aspects of the move in-house. This could include packing, disassembling furniture, or moving smaller items. However, ensure that your employees have the proper training and safety measures to avoid any accidents or damage.

Relocations can have a significant impact on employees. Encourage your employees to take an active role in the relocation process. Assign them tasks such as packing personal items, labeling boxes, and organizing their workspaces. This not only saves money by avoiding the $60 average fee per hour moving companies charge for packing, but also fosters team spirit.

8. Use Technology to Your Advantage

Leverage technology to conduct virtual meetings, instead of in-person meetings with relocation service providers, real estate agents, or potential vendors. Virtual meetings can eliminate travel expenses and save time for both parties involved.

This also works for interviews and inspections. Meeting virtually can help save on travel and accommodation costs, reducing the need for multiple trips.

Opt for digital documentation and contract management as well. Utilize electronic signatures and cloud-based platforms to streamline paperwork and reduce printing, scanning, and shipping costs.

9. Notify service providers in time

Inform your utility providers, internet service providers, and other service vendors about your move well in advance. This ensures a smooth transition and gives you time to schedule installation in the new location. This will prevent unnecessary charges or disruptions in service.

Some service providers may have policies regarding contract cancellations or early termination fees, like internet and satellite providers.

Service providers often require your new address for billing, service activation, or other administrative purposes; informing them on time will give them enough time to verify the information you provided.

Many times, incentives to hire the service in the new location will be offered, creating more money-saving opportunities.

10. Tax Deductions

Check with a tax professional if your business relocation qualifies for any tax deductions or incentives. Some expenses related to the move may be eligible for tax benefits.

According to the IRS, all necessary business moving expenses within a taxable year are tax deductible, which can help offset relocation costs.

Remember to plan carefully, evaluate all available options, and prioritize cost-saving measures while ensuring the efficiency of your relocation process.

Mastering the move while saving money

Remember, saving money on relocating your business requires careful planning and resourcefulness. Making a smart choice on who to choose to help facilitate the move is a crucial first step.

Consider using a broker like Country Mile. They can bundle your needs by working with different providers. Another great option is a family-run company like Emerald Van Lines, known for their cost-saving strategies.

Each choice has its own benefits, guaranteeing a smooth, timely, and affordable move. Take the time to make an informed decision and maximize your savings on your business relocation.

Ana Padros - Writer for Top10.com
Ana Padros is a relocation expert and real estate specialist based in Chicago. Having lived in multiple locations herself, Ana combines her personal insights with her seven years of industry experience to craft engaging and purposeful content on a range of relocation and real estate topics.