Coordinating Large Office Relocations in Belgium: Step-by-Step Guide

TL;DR:
Large office relocations in Belgium require detailed planning across logistics, compliance, IT, and staff coordination.
The key steps are: audit assets, design floor plans, book permits, pack systematically, transport securely, reinstall efficiently, and recycle waste sustainably.
Record Express provides full project management, night-time execution, and insured handling for complex multi-floor corporate moves.

Related resources:
Office Relocation Logistics Guide ·
Furniture Logistics Challenges ·
Eco-Friendly Last-Mile Delivery

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Why do large office relocations demand a structured process?

Direct answer: Because multiple departments, high-value assets, and compliance layers are involved, relocations must be coordinated like a project — not a simple move.

A large-scale relocation can involve hundreds of employees, IT systems, and regulatory touchpoints.
Poor planning leads to downtime, loss, or compliance breaches.
Record Express manages relocations through standardised workflows and on-site project managers who oversee every stage, from audit to installation.

Core coordination pillars

• Strategic timeline and risk management
• Multi-site logistics and asset inventory
• Regulatory and environmental compliance
• IT and data-handling coordination

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Step 1: Conduct a complete site and asset audit

Direct answer: Inventory all furniture, electronics, and documents. Assign barcodes or QR labels for each item to streamline tracking and unloading at the new site.

Start with a room-by-room audit and categorise by department. Note fragile or high-value assets such as servers, medical devices, or artwork.
Record Express uses digital inventory systems to ensure traceability and prevent loss during large-scale moves.

Category	Example items	Handling notes
IT & Electronics	Servers, monitors, routers	Anti-static wrapping and data logs
Furniture	Desks, chairs, storage cabinets	Disassemble and tag parts
Documents	Contracts, HR files, archives	Secure boxes, sealed custody

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Step 2: Design the move plan and communication flow

Direct answer: Build a centralised communication plan linking management, facility teams, movers, and employees. Use visual floor plans and progress dashboards.

Large office relocations succeed when every participant knows their role and timeline.
Record Express provides a shared dashboard with tasks, permits, and inventory updates.
Each department appoints a “move captain” to coordinate internal communication and sign off completion milestones.

Effective communication tools

• Digital dashboards with live updates
• QR-coded labelling linked to inventory
• Pre-move orientation meetings for staff
• Real-time chat with move supervisors

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Step 3: Secure permits, insurance, and compliance documentation

Direct answer: Apply for city permits, ensure vehicle compliance with LEZ rules, and verify insurance coverage for property and liability.

In Belgium, major cities require parking or temporary occupation permits for moving trucks.
Waste must be processed via licensed recyclers, and insured value must cover all assets transported.
Record Express manages these formalities, ensuring both client and landlord requirements are met.

Document	Responsible party	Typical lead time
Parking / street occupation permit	Local commune	3–5 working days
Insurance certificate	Carrier or logistics partner	1–2 days
Waste disposal manifests	Certified recycler	During or after move

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Step 4: Execute packing, labelling, and phased transport

Direct answer: Pack high-priority departments first, label everything clearly, and schedule phased transport to avoid downtime and congestion.

Flat packing desks and chairs first allows access for IT teardown. Label items by floor, department, and sequence.
Record Express deploys modular crates and reusable materials to speed up loading and reduce waste.

Phased execution pattern

• Phase 1: Common areas and non-critical storage
• Phase 2: IT and technical equipment
• Phase 3: Departmental workstations
• Phase 4: Sensitive archives and clean-up

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Step 5: Reinstallation and verification at the new site

Direct answer: Use checklists and floor plans to reinstall furniture and equipment exactly as mapped. Test IT systems, lighting, and utilities before reopening.

Record Express teams perform final verification with facility managers to confirm layout accuracy.
Each workstation, chair, and device is cross-checked against inventory lists.
Damaged or missing items are logged for immediate follow-up.

Task	Owner	Completion criteria
Desk and chair setup	Moving team	Matches floor plan labels
IT reconnection	Client IT staff	Network tests passed
Waste and cleaning	Logistics partner	Space cleared and certified

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Step 6: Post-move reporting and sustainability tracking

Direct answer: Generate a closing report summarising emissions, waste recycling, and delivery KPIs. This ensures accountability and supports ESG reporting.

Record Express issues a final report including vehicle usage, energy data, and percentage of reused or recycled materials.
Clients use these summaries in internal sustainability disclosures or external ESG submissions.

Post-move metrics

• On-time completion rate
• CO₂ saved per tonne-kilometre
• Percentage of recycled materials
• Employee satisfaction feedback

Need help coordinating a large office relocation?
Talk to Record Express about project management, insured transport, and sustainable move strategies.

FAQ

How long does a large office relocation take?

Most multi-floor corporate moves take 4–8 weeks of planning and 1–3 days of execution, depending on building size and access.

Can you move sensitive IT equipment safely?

Yes. Record Express uses anti-static packing, insured transport, and secure custody documentation for servers and electronics.

Do you handle cross-border relocations?

Yes. We coordinate moves across Belgium, the Netherlands, France, and Luxembourg under unified insurance and compliance frameworks.

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Sources & Further Reading

• Brussels Capital Region – Low Emission Zone
• OVAM – Waste & Recycling Standards
• European Green Deal – Sustainable Transport
• Record Express – Office Relocation Logistics Guide