What to Include in Your Office Relocation Quote Request

by Stephanie Faris on Wednesday, March 21, 2018 10:30

Moving a business is never easy, whether you're relocating employees, a server room, a data center, or a combination of some or all of the above. But careful planning, along with the choice of the right relocation specialist, can ensure it goes much more smoothly.

One way to kick off the process is through the use of a relocation quote request, often used to get a proposal from a third-party moving service. Here are a few things that can help a moving specialist give you an accurate quote.

A Detailed Timeline

Ideally, you'll already have a move date. Even if you don't, though, you can set a timeline for your move. Use terms like, "Three months before" and "24 hours before" in your request. Highlight when you'll need to get building access for all moving personnel, when you'll need proof of insurance from third-party providers, what preliminary activities you can conduct 24 or 48 hours in advance, and any other associated information. It doesn't have to be the final document. In fact, your chosen service provider may have suggestions based on their own experience that will improve that timeline.

All Equipment to Include

Part of providing a quote involves knowing the full scope of the move. Your relocation specialists will want an estimate of the amount of equipment you want to include. Prior to contacting a moving company, conduct a full inventory of your existing equipment and decide what you'd like to have moved. If you have equipment you'd need discarded before the move, make sure your request includes a plan for this disposal if you want the provider to handle it. Also consider whether you have hard drives that need destruction and make sure you have plans to safely manage that process, as well.

Resources You'll Provide

Your business has an existing set of tools in place, including the employees you have working for you. Make sure in your quote you make it clear what resources you'll bring to the table, including the tasks your own team will handle. This could include pre-wiring or installing racks at the new location or actual removal of certain equipment by your own staff. If you have items like dollies and tools you'll provide, mention those, as well.

Possible Risks

If you don't include it in the quote, make sure you mention early on your concerns about the upcoming move. If you have a server with information that needs to be operational as quickly as possible after the move, bring that to the provider's attention so that they can earmark that item to be moved and connected first. If you're managing a long-distance move, make sure you mention your concerns about equipment transport to any provider you contact so that they can let you know how they handle it.

Although moving can be disruptive, choosing the right partner can make a big difference. It's important to shop around and choose the perfect partner for your move. In addition to providing relocation services, National CWS can handle all of your equipment disposal needs. Contact us for a quote today.