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Employee Communication Plan for an Office Move

What to announce, roughly when, and through which channel — a sequence that heads off confusion before it costs productivity.

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Short answer: Announce the move 6-8 weeks out, send a logistics update 2-3 weeks out, and a final reminder move week — covering commute, parking, desk assignment, and IT access proactively rather than waiting for questions to trickle in.
Why this is worth planning, not improvising

Confusion costs productivity before the move starts

When employees get caught off guard by an office move, the productivity loss starts before the physical relocation even begins. People end up speculating, checking with coworkers, and stressing over commutes or desk changes rather than focusing on their jobs. Sending a short, clear communication plan early is a low-cost way to stop that, and it doesn't need to be elaborate to work.

Communication timeline
6–8 weeks out
Initial announcement
2–3 weeks out
Logistics update
Move week
Final reminder
Best channel
Live meeting + written recap
What to announce, and roughly when

A three-stage sequence

A first announcement six to eight weeks out should cover the fact of the move, the new location, and the reason, whether that's growth, lease end, or cost — this sets expectations early. Two to three weeks out, send a logistics update covering the actual move date, what employees need to do to prepare their own desks and files, and any changes to commute, parking, or building access. A final reminder the week of the move, with the exact schedule and what to expect on day one at the new space, closes the loop.

Questions employees will actually ask

Answer these before they're asked

The same questions recur in most office moves: commute and parking changes, whether desk assignments are changing, what happens to personal items left at a desk, whether there's a dress-down or work-from-home day during the physical move, and who to contact with questions. Addressing them in the announcement before they trickle in one by one reduces the volume of individual questions during an already busy week.

Choosing the right channel Email works for anything that needs to be referenced later — dates, logistics, FAQs. A team meeting or all-hands works better for the initial announcement, since it allows questions in real time and signals leadership is taking the change seriously. Using both — a live announcement followed by a written recap — covers people who miss one or the other.
A template to adapt

Start from a ready-made FAQ

Our office move announcement employee FAQ template is a ready-to-adapt starting point for the logistics-heavy update, covering the specific questions above in FAQ format.

Frequently asked questions

When should the first move announcement go out?
Six to eight weeks before the move, covering the fact of the move, the new location, and the reason (growth, lease end, cost).
What should the logistics update cover?
Sent 2-3 weeks out: the actual move date, what employees need to do to prepare their own desks and files, and any changes to commute, parking, or building access.
What questions do employees usually ask?
Commute and parking changes, whether desk assignments are changing, what happens to personal items, whether there's a work-from-home day during the move, and who to contact with questions.
Email or a meeting — which is better for the announcement?
Both, ideally: a team meeting or all-hands for the initial announcement (allows real-time questions), followed by a written recap via email for anything people need to reference later.

Sources

Published 2026-09-06. Reviewed against sources current as of that date — see how we rate.