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Retail Leasing Guide
Relocation Checklist

Retail space relocation checklist

A step-by-step guide for retail space relocation.


Preliminary

  • Finalize lease for new location
  • Notify present landlord of termination date
  • Advise staff of date and location of move
  • Engage designer for new location
  • Create a master change-of-address list

Pre-move—General

  • Reserve elevators and loading docks for moving day
  • Bid and award moving contract
  • Bid and award telephone and computer cabling
  • Inventory existing furniture, fixtures and retail stock
  • Code furniture and equipment on a colour-coded floor plan; create new retail display floor plan
  • Audit keys
  • Order any new fixtures, furniture and equipment
  • Order new stationery, bags and collateral
  • File change-of-address forms with post office and forward mail
  • Check your insurance coverage for the move
  • Obtain the Certificate of Occupancy and any other required permits or licenses
  • Advise suppliers (telephone, beverage service, various merchandise distributors) of new address
  • Change locks/access codes on new location as close to moving day as possible to secure access
  • Mail moving notices
    • Banks and financial institutions
    • Clients and customers—specify old and new location hours and opening/closing dates
    • Professional organizations and business vendors
    • Credit accounts and credit cards
    • Insurance companies
    • Accounts receivable and payable
    • Newspaper and magazine subscriptions
    • Telephone company and internet service provider
    • Prospects and special services
  • Hold a meeting at new location three weeks prior to move. Bring in all parties involved (design/construction/mover/cabling company/information technology specialist) to ensure all details are covered and all responsibilities clear
  • Schedule public relations effort, including plans for news releases and a grand opening party or sale
  • Decide on security procedsures for the move
  • Arrange for listing on directory of new building
  • Arrange for post-move cleaning

Pre-move—Internal

  • Organize a “staff moving committee” if appropriate and delegate responsibilities
  • Schedule and prepare agenda for your employee move orientation meeting
  • Finalize new merchandise display plan and identify each location
  • Prepare labels for moving furniture and boxes of stock to new locations
  • Assign move supervisors in each department
  • Develop a master relocation project schedule
  • Schedule and implement a clean-up program (purge files, hold clearance sale, dispose of trash)
  • Schedule staff for unpacking new stock displays, stocking supply cabinets, storerooms, file rooms, and removing tags from all furniture and equipment to ensure your company looks fresh and settled for the grand opening
  • Arrange for disposition of any unsold clearance merchandise if it is not moved with the store
  • Pack contents of all filing cabinets and desks, ensuring everything is properly labeled
  • Arrange for staff to tour new premises a few weeks prior to move
  • Schedule post-move training for security, fire, and life safety procedures at the new facility
  • Distribute access cards and keys for new premises

Moving day

  • Arrange with the building manager to have the air conditioning on during the move
  • Remove computer equipment, point of sale equipment and phone system prior to arrival of movers and commence reinstallation at new site
  • Draft an emergency contact list for vendors such as elevator maintenance, building management, utilities, telecommunications and moving company

Post-move

  • Install and test telephone system
  • Distribute new phone list and map showing the locations of departments
  • Install and test all computers and point of sale machines
  • Do a detailed walk-through of the premises and report any damage to moving company
  • Transfer your insurance to the new location
  • Obtain Certificates of Insurance from your insurance company
  • Confirm termination of old leases
  • Collect parking passes, security cards and keys for the old facility. Confirm the return of any deposits held by the landlord for these items
  • Audit final invoices against contracts
  • Complete and file all warranty information for all new furniture, fixtures and equipment
  • Update fixed asset accounting system for any new furniture and equipment purchased
  • Confirm the change-of-address corrections made

Download the full Retail Leasing Guide

Retail Leasing Guide

This retail leasing guide has been assembled to reflect Colliers International's knowledge of the retail leasing process....

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