This article is brought to you by Business Moving Group, a national leader in commercial relocation and office decommissioning. We help companies avoid costly penalties and navigate smooth lease surrenders with end-to-end support.
When it’s time to move out of your office space, your responsibilities don’t end with packing boxes. Most commercial leases require tenants to return the space to its original condition—or risk financial penalties. This office decommissioning checklist is designed to help you meet lease obligations, stay organized, and move forward without delays or disputes.
1. Review Lease Requirements and Terms
Start by carefully reviewing your lease agreement. Most leases require the space to be restored to its original “broom-swept” condition, which may include:
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Repainting walls to their original color
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Removing installed fixtures, signage, or wall partitions
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Replacing damaged ceiling tiles or carpet tiles
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Patching and painting over wall anchors or shelving
Pro Tip: Schedule a walkthrough with your property manager 60–90 days before move-out and get decommissioning expectations in writing.
2. Inventory, Sort, and Evaluate Furniture
Decommissioning is the ideal time to audit your office furniture and equipment:
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Create a detailed furniture and asset list
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Decide what to move, sell, donate, or recycle
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Engage with furniture liquidators or donation partners to reduce costs
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Label each item clearly for movers and disposal crews
This step helps reduce moving costs and ensures efficient setup at your new location.
3. Secure and Dispose of Sensitive Data
Properly handling sensitive information—both physical and digital—is non-negotiable:
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Shred physical documents that contain personal or financial data
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Wipe and destroy hard drives and backup devices
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Use certified data destruction vendors for compliance with HIPAA, GDPR, and other regulations
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Keep records of destruction to avoid future liability
4. Recycle or Responsibly Dispose of Electronics
Outdated or unused electronics should be removed safely and legally:
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Create a list of all electronic assets (desktops, monitors, printers, etc.)
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Identify items for reuse, recycling, or certified disposal
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Use licensed e-waste recyclers to ensure compliance with local and federal environmental laws
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Remove batteries and toner cartridges for proper handling
5. Label All Boxes, Assets, and Equipment
Accurate labeling is essential for organization and reinstallation:
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Use color-coded labels for each department or destination
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Include descriptions like “Finance – Filing Cabinet – Keep”
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Label cables and hardware that correspond with specific devices
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Create a master list or QR-coded inventory for reference
This reduces confusion, streamlines the move, and protects your assets.
6. Remove All Personal and Company Property
Before turning in the keys, do a final sweep of the entire space:
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Clear desks, breakrooms, and storage closets
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Remove personal items, plants, artwork, and signage
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Take down wall-mounted TVs, whiteboards, and branding materials
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Dispose of expired kitchen items and office supplies responsibly
7. Perform Cleaning and Minor Repairs
A clean and restored office avoids deductions from your security deposit:
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Deep clean floors, windows, restrooms, and breakrooms
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Patch and repaint nail holes or scuff marks
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Replace burned-out bulbs and damaged ceiling tiles
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Consider hiring a commercial cleaning company with move-out experience
Some office movers—like Business Moving Group—can include these services as part of a decommissioning package.
Final Thoughts: Don’t Leave Decommissioning to Chance
Decommissioning an office is more than just moving out—it’s a legal, financial, and operational process that requires planning and follow-through. From secure data handling to restoring the office to lease standards, every step matters.
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