Office relocation planning proposal: Free template
Customize this free office relocation planning proposal with Cobrief
Open this free office relocation planning proposal in Cobrief and start editing it instantly using AI. You can adjust the tone, structure, and content based on your client’s team size, timeline, and logistics needs. You can also use AI to review your draft — clarify gaps, flag vague steps, and strengthen communication before sending.
Once you're done, send, download, or save the proposal in one click — no formatting or setup required.
This template is fully customizable and built for real-world use — ideal for businesses moving offices locally or nationally, consolidating locations, or expanding into new spaces. Whether you're offering project management, vendor coordination, or end-to-end move execution, this proposal helps you communicate your value clearly.
What is an office relocation planning proposal?
An office relocation planning proposal outlines how you’ll manage the transition of a business from one location to another — covering logistics, vendor coordination, space planning, risk management, and communication.
This type of proposal is used by workplace consultants, operations leads, facilities managers, and relocation specialists. It focuses on minimizing downtime, staying on budget, and ensuring a smooth transition with minimal disruption to business operations.
Unlike a basic moving service quote, this proposal offers strategic planning, coordination, and risk mitigation tailored to each phase of the move.
Why use Cobrief to edit your proposal
- Edit the full proposal instantly: Open, tailor, and finalize in minutes — no formatting required.
- Use AI to align scope with needs: Adjust for team size, building type, tech systems, or compliance needs.
- Run an AI-powered review: Catch vague steps, incomplete scope, or missing timelines before sending.
- Apply suggestions in one click: Accept all edits or customize section-by-section.
- Save, send, or download: Export a ready-to-send proposal instantly.
When to use this proposal
- When managing an upcoming office relocation project on behalf of a client
- When responding to a business consolidating or expanding its workspace footprint
- When offering relocation services as part of broader workplace or facilities consulting
- When helping leadership develop a risk-managed plan to avoid business disruption
- When supporting HR or IT teams during cross-functional moves
What to include in an office relocation planning proposal
- Project overview: Explain the purpose and goal of the move — such as enabling hybrid work, consolidating offices, or scaling into a new space. Tailor this to the client’s strategy and timeline.
- Scope of work: List all services included — such as move planning, vendor sourcing, space layout coordination, IT relocation, risk mitigation, employee communication, and move-day execution. Clarify what’s included and what’s optional.
- Timeline: Provide a clear project schedule — from discovery and planning through move-out, setup, and final walkthrough. Include key milestones like lease transitions, tech downtime windows, and team onboarding.
- Deliverables: Specify what the client will receive — a move plan, timeline, vendor matrix, checklist library, communications guide, and post-move review. Include custom documentation as needed.
- Pricing: Outline your pricing model — flat fee, per square foot, or milestone-based. Clarify what’s included and note if vendors (e.g., movers, installers, cleaners) are billed separately.
- Call to action / next steps: End with a clear prompt — approve the proposal, book a walkthrough, or submit key dates. Make the next step easy to act on.
How to write an effective office relocation planning proposal
- Emphasize continuity: Highlight how you reduce disruption to daily operations.
- Tailor based on space and team: A 20-person startup move looks different than a multi-floor enterprise move — adjust accordingly.
- Include vendor coordination: Make it clear whether you’re managing quotes, scheduling, or just advising.
- Use checklists and visuals: Help clients see structure in what feels like a chaotic process.
- Keep it accessible: Avoid jargon — speak in terms of teams, timing, costs, and comfort.
- Close with clarity: Finish with a confident CTA that keeps momentum moving.
Frequently asked questions (FAQs)
What services are included in office relocation planning?
Services may include vendor management, logistics planning, employee communications, move-day coordination, IT transfer, floor planning, compliance checks, and post-move support. You can customize the scope per client.
Can this proposal be used for small or large moves?
Yes — this proposal works for both small team relocations and enterprise-level moves. Just adjust scope and pricing accordingly.
Can I include IT infrastructure or tech move planning?
Absolutely. You can include server moves, equipment setups, telecom coordination, and vendor communication.
Does this include physical moving services?
It can — either through coordination with external vendors or bundled if your firm provides moving labor. Just clarify who handles what.
Is this proposal a binding agreement?
No — this outlines your services and pricing. A formal contract or statement of work should follow if the proposal is approved.
This article contains general legal information and does not contain legal advice. Cobrief is not a law firm or a substitute for an attorney or law firm. The law is complex and changes often. For legal advice, please ask a lawyer.