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Essential packing and moving supply list for businesses

Whether your business is relocating across town or opening offices in a new city, having the right tools and storage solutions can simplify the move. The foundation of a successful move is a moving supply list. You don’t want to be left making a last-minute run for packing tape, moving boxes or bubble wrap, or stuffing delicate office equipment in large boxes. Storage solutions for businesses can ensure that the move goes smoothly and that all your equipment arrives in one piece.

The importance of a moving supply list 

If you jump in without making a list, it’s easy to forget something critical like packing tape or the correct box sizes. To avoid wasting time on a deadline trying to gather last-minute supplies, plan ahead with a list of everything you might need for the move.

You can probably get at least some high-quality boxes at the local grocery store or liquor store. You may need to supplement these with additional storage solutions specifically for businesses, but reusing boxes will save costs and the environment.

Making a comprehensive moving supplies list will help save money and time during the process. It’s worth noting any delicate or valuable items at this stage, as it may be worth having them custom-packed. Consider artwork, valuable breakables like custom lamps and large office equipment, like laser printers, in this category. 

Start with moving boxes and packing tape 

The beginning of any moving supply list will include packing tape, boxes and bubble wrap. You’ll need boxes of different sizes to accommodate different items. Generally, heavier items should be packed in smaller boxes. If your business has many books or manuals, for example, you’ll need extra small boxes to pack them. On the other hand, if you’ve got a lounge that has bean bags or extra-large pillows, some extra-large boxes can accommodate light, bulky items.

You’ll need three to four types of tape: packing, masking, duct and painter’s tape. The packing tape is for sealing boxes, and masking tape is to label them. Duct tape helps when reinforcing large or heavy boxes. The painter’s tape is for wall touch-ups or to help hang artwork in your new office space. 

Here are the most common types of packing boxes and what they’re used for:

  • Small moving box: 16⅜” x 12⅝” x 12⅝”  

Books, printer paper, glass and other heavy items 

  • Medium moving box: 18⅛” x 18″ x 16″ 

Medium-weight or bulky items including printers, binders and office materials  

  • Large moving box: 18″ x 18″ x 24″

Light items like pillows, blankets, clothing and anything made of plastic 

  • Extra-large moving box: 24″ x 18″ x 24″

Extra-large or bulky items that won’t fit in a smaller box, like furniture cushions

Where can you get moving boxes?  

There are several options for free or low-cost moving boxes, even for non-standard items. Consider the following possibilities:

  • Local grocery stores. Fruit and vegetable boxes are often double or triple strength, which makes them ideal for packing heavy or delicate items. Let them know you’re moving and ask them to set aside some standard and extra-strong boxes for your move. You can also try fruit and vegetable wholesalers or produce stores. 
  • Local liquor stores. Like grocery stores, liquor stores often have high-quality, reinforced cardboard boxes, which may include dividers useful for packing glassware and other small, fragile pieces. Ask when they’ll be unpacking their next deliveries to get the best choice of boxes.  
  • Bulk box purchases. If you don’t have the time or patience to approach local retailers for free boxes, you can also purchase them. U-Haul, UPS, Amazon, Staples, Lowes, Home Depot, subscription box fulfillment companies and others have individual boxes for sale. Ask about a bulk or volume discount.  By planning enough in advance, you may be able to take advantage of special discounts to score greater savings. 

How many boxes do you need? 

How many moving boxes your company needs depends on your square footage, number of employees and business type. If your accounting and business are mostly done on computers, you may have very little to pack other than desks and furniture. But if you keep records on paper of all client information, store designs, routes or other information or have an extensive library, you’ll need more boxes. 

A general rule of thumb is 10 small, eight medium and five large moving boxes per room. That means if your office includes three individual offices plus a central kitchen/break room area, you’ll need at least 40 small, 32 medium and 20 large moving boxes. 

It’s worth assessing what’s in each room, making an estimate of boxes needed and adding 10% to 15%. Remember that you don’t want to overfill boxes or they’ll be more difficult to stack and you risk breaking things. 

Don’t forget protective packaging

Protecting your office equipment in transit will save both money and time in the long run. For packing, consider bubble wrap, shrink wrap, old newspapers, magazine pages or old clothes. Be sure to thoroughly wrap anything delicate or breakable.  

In addition to securely packing everything, be sure to get insurance, both for shipping and storage. Insurance is generally inexpensive and will protect valuable equipment and provide peace of mind. If you choose to store some office items, insurance will protect you and your assets from anything that could go wrong — from a fire to a leak, and anything in between.

5 points to keep in mind

When you’re moving and packing, it can feel like there are so many things to keep track of. To help you avoid missing something important, take the following into account:

  • Weather. Extreme temperatures or moisture can warp or destroy items. Keep in mind which items, such as computers or artwork, are temperature-sensitive and pack and ship accordingly. 
  • Fragility. Fragile items require extra attention in packing, transport and unpacking. Allow extra time and space to adequately prepare fragile items.
  • Safety. Packing and lifting heavy boxes could throw your back out. Plan for professionals to move heavy or delicate items and protect your team from injury throughout the move. 
  • Value. High-value items should be insured individually. This can include art, trademarked or proprietary intellectual property, and computers or equipment essential to the business.  
  • Time. Packing and moving almost always takes much longer than anticipated. If you’re on a deadline, hire enough help or allow additional time to safely prepare and move everything. Consider the best relocation and moving companies to help. 

Do you need storage or a bigger space? 

Before you start packing, there’s one important question businesses need to ask themselves: is it worth it to move, or do you simply need a storage solution? Sometimes, businesses need extra space not for people, but for things like extra furniture or past client files that need to be securely stored.

If what you need is additional storage, many facilities offer secure, temperature-controlled solutions for businesses of all sizes. You can rent spaces from 25 square feet to 400 square feet at a fraction of the cost of additional office space. These storage solutions can help you expand your business without leaving the current location.

Storage can also offer ideal growth solutions for online or home-based businesses looking to expand. You don’t need to fill that extra bedroom with merchandise. Instead, consider a storage solution to streamline business operations. A virtual office with extra storage space can be the solution to grow your business. 

Summary of an effective moving supply list

A moving supply list will include the basics like packing tape, moving boxes and bubble wrap.  Beyond that, taking a deeper look into your expansion needs and potential storage solutions could save you valuable time and even prevent a move. Some businesses ship with Etsy to further expand growth opportunities. Whichever path you choose, planning will save time, money and problems down the road. .

FAQ

What should you pack first when moving?

Most people pack decor and books first. In general, you should pack what you don’t use in day-to-day business operations in an initial step.

What will movers not pack?

Movers won’t pack items that are potentially dangerous or explosive. This includes gasoline, oxygen bottles, lighter fluid, matches, propane cylinders and fireworks. It may also include paint and paint thinners and nail polish remover. 

What is the hardest room to pack?

The most challenging room to pack is usually the one that’s accumulated the most clutter. Doing some “spring cleaning” in the lead-up to a move is a smart way to get organized and potentially reduce moving costs.

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