Commercial Moving

5 Essential Office Packing and Labeling Tips

Moving your office can be a daunting task, but with the right strategies in place, it can become a manageable endeavor. To ensure a smooth transition, proper labeling is the most important part of the move preparation. The labels tell the moving team what should be moved and the proper placement of each item at your new location.

Whether you’re upsizing, downsizing, or simply relocating, our office move checklist will assist with your business moving process, these tips will help you stay organized and reduce the stress associated with office moves. Let’s dive in and make your next office relocation a breeze.

Packing Tip #1 – Labeling

All items moving must be labeled (i.e. furniture, computers, boxes, chairs, pictures, trash cans, floor mats, etc.). Each office, cubicle/workstation, workroom, and open area will be assigned a unique move number by your mover.  This is to ensure all items are moved according to the floor plan. The move number should be written in the room section of the label (please double-check check you are writing the correct move number based on the color-coded move floor plan).

move labelThe piece section of the label should be used along with the room placards. When moving multiple file cabinets, bookcases, or any other identical furniture items, a specific letter should be assigned to each piece of furniture. For example, 4A, 4B, 4C – This will allow for a set of files to be placed in a specific order.

Packing Tip # 2 – Labeling Pictures and Whiteboards

Pictures and whiteboards should be labeled and left hanging on walls or stacked against the wall. These items will be packed and moved either in picture carts or commercial bins. Small pictures that can fit into a crate should be bubble-wrapped and placed in a crate.

Packing Tip # 3 – Labeling Your Filing Cabinets/Bookcases/Shelving

  • Two (2) drawer metal lateral filing cabinets (aka pedestals) can generally be moved full without emptying the contents.
  • Four (4) or 5 drawer metal lateral filing cabinets may be moved full using the Spider Crane® (if the filing cabinet brand qualifies). Otherwise, we highly recommend you pack the cabinets to avoid damage during the move process.
  • Wood filing cabinets must be emptied before the move.
    If you have a push lock on your furniture but no key, please wrap the tape around the push lock to prevent it from accidentally locking during the move.
  • Storage cabinets must be completely emptied before moving.
  • labeling bookcasesBookcases must be emptied before moving. For bookcases that have removable shelves, please remove and label each shelf, and place them on the floor. Also, label the top of the bookcase and place shelf pegs in a plastic bag.
  • The shelving must be emptied before moving. If the shelving unit needs to be disassembled and reassembled, JK will perform this work unless prior arrangements have been made. Place the clips in a sealed plastic bag or envelope and pack them. Each shelf must be labeled and placed on the floor.

Packing Tip #4 – Packing Crates

Commercial movePlastic, reusable crates are specially designed for commercial relocations to simplify the process and promote a stress-free move. The large stackable containers provide excellent protection for the contents and are easy to pack.

To begin, place the first crate on the 4-wheel dolly provided. After packing the crate, close the lid and place the next crate on top of the first crate. Continue this process until you reach a maximum of 4 crates, as shown in the picture.  Pack all loose and small miscellaneous items (pens, paper clips, etc.) into plastic bags and place the bags inside the crate. Then place one (1) label on the narrow end of the crate.

Packing Tip #5 – Packing Boxes

To help prevent boxes from being crushed, please fill the box. Properly seal the box and place one (1) moving label on the narrow end of the box. DO NOT pack breakable items such as computers, baskets, or pictures in boxes.  Boxes that are already packed should NOT be placed into the crates. Instead, place a label directly on each box for the movers to relocate.

Do you need packing assistance?  Call (703.574.6754) or email us ( – we can get a packing crew scheduled right away to ease your stress.