Office cleanout checklist for moving, downsizing or closing

Short answer: start six to eight weeks out. Read your lease's surrender clause, list everything in the office, decide what moves, sells, donates, recycles or goes, deal with data on every device, then book one hauling day a few days before you hand back the keys.

6–8 weeks before move-out

• Read the lease. Find the surrender clause. Many leases require "broom clean" condition and charge for anything left behind, including cabling and signage.
• Pick a lead. One person owns the cleanout and makes the calls.
• Walk every room and closet and make an inventory: furniture, electronics, files, break room, storage, signage.
• Tag every item: move, sell, donate, recycle or haul. Colored stickers work well.
• Check the building rules. Ask about loading dock times, freight elevator bookings and whether vendors need a certificate of insurance.

3–4 weeks before

• List what you're selling. Office chairs, standing desks and monitors sell fastest. Give buyers a pickup deadline.
• Line up donations. Charities often want photos first and may not take worn or large items like cubicles.
• Plan your records. Decide which paper records you need to keep, scan or shred.
• Book the hauler. Send photos for a quote and pick a date three to five days before the lease ends. That leaves room for a second trip if it's needed.

1–2 weeks before

• Wipe or pull every drive: computers, laptops, copiers and printers with hard drives, phones and servers. Our electronics and data guide covers the details.
• Return leased equipment like copiers, water coolers and postage meters. The vendor usually picks these up, not a hauler.
• Cancel or move services: internet, phones, alarm, cleaning, shredding and waste contracts.
• Empty the fridge and break room. Food and liquids should be gone before hauling day.

Hauling day

• Group everything that's leaving in one or two rooms if you can. It speeds loading.
• Mark items that stay (landlord-owned fixtures, anything that's moving) with tape that says keep.
• Have someone on site to answer questions and do a final walk-through with the crew.
• Take photos of each empty room for your lease file.

After the cleanout

• Do a final sweep and remove nails, tape, and anything taped to walls.
• Hand back keys and badges, and get the landlord's walk-through in writing.
• File donation receipts with your bookkeeper.

Common items and where they go

Need a hand?

PickUp Haulers clears offices across Pflugerville, Round Rock, Cedar Park and Austin. We donate and recycle first. Text photos to (512) 861-7732 for a price, or see what an office cleanout costs.