Office Relocation

The True Cost of a Move (Beyond the Boxes)

The “moving company” budget accounts for only a fraction of the total cost. Here are the expenses to anticipate to avoid unpleasant surprises:

The visible costs:

The professional moving company (expect €80 to €150 per workstation for a move within Paris). Renovation work at the new site (partitioning, wiring, painting): €200 to €800 per square meter depending on the level of finish. New furniture if necessary.

Costs often underestimated:

The double-rent period: between the time you sign the new lease and the time you vacate the old one. On average, companies bear 2 to 4 months of double rent. Restoration of the old premises, required by most commercial leases: painting, flooring, dismantling of custom fixtures. Average budget: €100 to €300/sq. ft.

Hidden costs:

Productivity loss during the transition (1 to 2 weeks of operational disruption) and turnover related to the change of location: some employees may not follow if the new site significantly lengthens their commute. The cost of the remaining months of rent at the old site if you cannot find a solution for your vacant space.

Overall order of magnitude: for an SME with 50 employees moving within Paris, the total budget (move + fit-out + double rent + discounts. The cost of the remaining months of the lease at the old location if you are unable to find a solution for your vacant spaces.

Overall order of magnitude: for an SME with 50 employees moving within Paris, the total budget (moving + fit-out + double rent + restoration) ranges from €150,000 to €400,000.

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Typical timeline: plan 9 to 12 months in advance

12 to 9 months before move-in: audit and strategy

Analyze your current occupancy. How many workstations are actually in use? What is your average occupancy rate? This data determines the space you actually need: often 20 to 30% less than what you currently occupy. Define your budget, geographic criteria, and technical requirements (IT, storage, client reception).

9 to 6 months out: search and negotiation

Begin your search. Compare your options: standard lease (3/6/9-year terms), serviced office (turnkey, short-term commitment), sublease. Visit at least 5 to 8 sites before making a decision. Negotiate the terms: rent-free period, renovation support, and flexible exit terms.

6 to 3 months prior: Operational preparation

Notify your current landlord within the lease notice period (generally 6 months before the three-year anniversary date). Begin fit-out work on the new site. Plan the IT transition (telephony, servers, network access). Start internal communication: involve teams early on to foster buy-in.

3 months to 0 months before the move: execution

Select a moving company (request at least 3 quotes). Organize sorting and decluttering: a move is the perfect opportunity to streamline furniture and archives. Schedule the move for a weekend or a long weekend to minimize operational disruption. Prepare a welcome kit for the new location: office floor plan, practical guide, useful contacts.

M+1: Post-move follow-up

Gather feedback from teams after 2 to 3 weeks. Adjust the layout if necessary (acoustics, lighting, traffic flow). And above all: actively manage the fate of your old offices.

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Mistake #1: Forgetting the old office

This is the trap that most companies fall into. All energy is focused on the new site, and the old one is “forgotten”, except that it continues to cost money every month.

Options for your old premises:

Early termination: possible at each three-year lease anniversary (3/6/9 years), with 6 months’ notice. Outside of these windows, early termination requires the payment of a penalty often equal to the remaining rent until the next due date.

Subleasing: Legally regulated, this requires the landlord’s written consent (who may refuse or impose conditions). The process is lengthy and involves significant administrative procedures.

Service provision through an operator: A third party converts your vacant spaces into managed office spaces and makes them available to other companies. Unlike subleasing, this model does not require the landlord’s authorization. It is a service provision, not a lease transfer. This is the model Sora relies on to help companies generate revenue from their vacant spaces, rather than letting them weigh on the balance sheet.

Simply returning the space: you hand over the keys and pay the remaining rent. This is the most expensive solution and should only be considered as a last resort.

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5 pitfalls to avoid when moving

1. Under-sizing the new office to “save money.” Allow for a 10–15% growth margin, especially if you’re hiring. Moving due to overcrowding 18 months later costs much more.
2. Neglecting the exit inspection. Have it done by an independent expert. Disputes over restoration are common and can amount to tens of thousands of euros.
3. Forgetting IT in the schedule. Transferring phone lines, servers, and the internet connection takes time. Plan for an overlap of at least two weeks between the two sites.
4. Failing to involve employees. A forced move without consultation generates resistance. Organize tours of the new site, gather layout preferences, and communicate regularly about the schedule.
5. Waiting until the last minute to handle the old lease. The earlier you plan, the more options you have. A space operator like Sora can begin marketing your space several months before your actual move-out.