When your company announces an office move, the logistics of desks, servers, and filing cabinets tend to take center stage. What often gets overlooked until the last minute is something equally important: the personal items employees have accumulated at their workstations. From framed photos and ergonomic accessories to personal electronics, these belongings require a plan to prevent losses, workplace friction, and delays on moving day.
CRS Moving & Storage has helped New York businesses navigate corporate relocations for over 20 years, completing more than 5,000 office moves across the city. When you work with us, you get a fully coordinated relocation plan that keeps your employees informed and your timeline on track.
What Is the Difference Between Company Property and Employee Personal Items?
The first step in handling employee belongings during a corporate office move is to clearly define the boundary between company property and personal items. Company property refers to anything purchased by the organization, such as:
- Monitors
- Keyboards
- Desk chairs
- Office supplies
Personal items consist of anything an employee has brought from home or purchased specifically for their own use.
This distinction matters for liability and logistics. Commercial movers are responsible for company-owned goods, but employees are generally responsible for transporting their own personal items. Establishing this policy in writing before the move date protects both the company and its staff.
Why Should Employees Pack Their Own Workstations?
Asking staff members to pack their own workstations before moving day is one of the most practical steps a business can take. It reduces labor costs, limits the risk of personal items being misplaced, and ensures each employee knows exactly where their belongings are throughout the process.
Employees should receive clear written notice at least 2 to 3 weeks in advance. That notice should outline what they are responsible for packing, what materials will be provided, and the deadline. Early communication reduces last-minute confusion and helps the move stay on schedule. The U.S. General Services Administration recommends structured communication and planning as essential components of any successful workplace relocation.
How Should Companies Communicate the Plan to Staff?
Clear, timely communication is the backbone of a well-managed office move. Planning an office relocation well in advance gives HR and operations teams time to relay information in stages. A practical communication approach should cover several key areas before moving day. Here is what employees need to know:
- Packing Deadline: The specific date by which personal items must be packed and ready
- Approved Packing Materials: Whether the company will supply boxes, or employees should bring their own
- Labeling Requirements: How to mark boxes with name, department, and destination desk number
- Item Restrictions: Items that cannot be transported by the moving crew, such as liquids or certain valuables
- Drop-Off and Pick-Up Locations: Where boxes will be staged at both the origin and destination
Distributing a one-page checklist alongside your internal announcements ensures every team member has the same information. For more guidance on keeping stakeholders aligned during a transition, see our post on managing client communications during a business move.
What Happens to Unclaimed or Left-Behind Items?
Despite your best efforts, some employees will leave personal items behind. Having a policy for unclaimed belongings in place before the move date prevents confusion and protects the company from disputes. A reasonable approach is to designate a holding period of five to seven business days after the move.
Any items left at the old location should be:
- Collected
- Cataloged
- Stored temporarily
If your company needs short-term commercial storage for overflow items during the transition, a secure storage solution offers a flexible option while final arrangements are sorted out.
Plan Your Corporate Office Move With CRS Moving & Storage
Managing employee personal items during a corporate office move requires the same level of planning as any other relocation. Clear policies, early communication, and defined responsibilities keep the process orderly and help your team feel respected throughout the transition.
CRS Moving & Storage brings over two decades of experience to corporate relocations of every size across New York City. As a GSA contract holder with affiliations including IFMA and CoreNet Global, we complete moves on schedule and within budget. Reach out today through our contact form to schedule a free consultation.