Guides · Building rules

Freight Elevator & Building Rules for Office Moves

The rules that come from the building, not the mover — and why every mover in that building has to follow the same ones.

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Short answer: Freight elevator hours, loading dock policy, COI requirements, and move-day notice periods are set by building management, not the mover — confirm all four directly with property management before locking in a move date.

Building rules exist independent of your mover

Every mover in the building follows the same rules

The rules that control your office move usually originate with the building, not the mover. Property management decides freight elevator hours, loading dock policy, insurance requirements, and frequently the notice period required for move day. Every moving company in that building follows the same set of rules. It doesn't matter who they are or how polished their internal process might be.

Building requirements to confirm

Freight elevator

Advance reservation, often hourly blocks

COI

$1–$2M general liability + additional insured

Loading dock

Shared, full unload/reload cycle

Notice period

Often 48–72 hours written notice

The interior of a large freight elevator with open metal doors — Building rules exist independent of the mover you choose

Freight elevator scheduling

Check this before the date is locked in

A building with a dedicated freight elevator will almost always demand a reservation, usually booked in hourly blocks. Management often limits access to set windows, such as early morning, evening, or weekend hours, when passenger traffic is low. Lead times differ by property, ranging from a few days to several weeks at larger buildings — check this as soon as you start weighing a move date, not after it's locked in.

Certificate of Insurance requirements

Get the exact wording from property management

Almost every multi-tenant commercial building requires a COI from the mover before allowing access. The standard ask is $1 to $2 million in general liability coverage, with the building listed as an additional insured. Because requirements differ from one property to another, request the exact limits and endorsement wording directly from property management — don't assume a mover's standard COI will pass muster everywhere. Our COI guide has the complete details.

Loading dock and access rules In most commercial buildings, the loading dock is a shared resource. A dock reservation covers a fixed window, and you need to budget time for the full unload-and-reload cycle, not merely one truck's turnaround. Some buildings also cap truck size or demand advance notice of vehicle dimensions, especially older buildings never designed for large modern moving trucks.

Move-day notice and building staff

Confirm staffing requirements early

Many properties require advance written notice before a move, in some cases 48 to 72 hours, in others even longer. They may also insist that building engineering or security staff be on hand, sometimes billing the tenant for that coverage. Nail down this requirement early — otherwise you risk a frantic effort to secure staff during the same week as your move. If a move spans two different properties, don't expect their rules to align: get written confirmation of requirements from each property management office rather than treating them as interchangeable.

Getting rules confirmed, and what to do when they're not honored

Written confirmation, not a verbal understanding

A phone call confirming building requirements is a starting point, not a substitute for written confirmation. Email the property manager summarizing what was discussed — insurance limits, elevator hours, notice period — and ask for confirmation in writing. This creates a record if a dispute arises later about what was actually required or agreed to.

Some aspects, like the exact freight elevator window offered, may have flexibility depending on the building's schedule. Core requirements like insurance minimums and notice periods are typically fixed policy rather than something negotiated per tenant — asking about scheduling flexibility is reasonable, asking to waive an insurance requirement generally isn't going to succeed.

If the building is unresponsive or doesn't follow its own rules Building management can be slow to answer one email, especially at larger commercial properties — follow up through the tenant's own lease contact rather than relying solely on the building's general contact, and build in extra lead time for this specific risk. If a building fails to honor its stated policy on notice or reservation, the tenant's recourse generally runs through their own lease agreement and property management relationship rather than through the moving company. Document any discrepancy in writing as it happens.

An industrial freight elevator control panel with a keyhole switch — Building access runs on the landlord's schedule

Frequently asked questions

Who sets the rules for an office move — the mover or the building?

The building. Property management decides freight elevator hours, loading dock policy, insurance requirements, and move-day notice periods, and every mover working in that building has to comply.

How far in advance should freight elevator time be booked?

Anywhere from a few days to several weeks depending on the building — check this as soon as you start weighing a move date, not after it's locked in.

What if the loading dock reservation runs long?

Budget time for the full unload-and-reload cycle, not just one truck's turnaround, and have a backup plan if another tenant's delivery delays your slot.

Do both buildings need to be checked in a move between two properties?

Yes — one building's freight elevator policy or COI requirement can differ significantly from the other's. Get written confirmation from both property management offices.

Are building rules negotiable?

Scheduling details like the exact elevator window may have some flexibility. Core requirements like insurance minimums and notice periods are typically fixed policy rather than something negotiated per tenant.

What if the building manager is unresponsive?

Follow up through the tenant's own lease contact or property management company rather than only the building's general contact, and build extra lead time into the schedule for this specific risk.

What if a building doesn't honor its own stated rules?

Recourse generally runs through the tenant's own lease agreement and property management relationship, not through the moving company, since the mover has no independent standing with the building. Document any discrepancy in writing as it happens.

Should building requirements be confirmed in writing?

Yes — a phone call is a starting point, not a substitute. Email the property manager summarizing what was discussed and ask for confirmation in writing, creating a record in case of a later dispute.

Sources

Vouch — Commercial Lease Insurance Requirements

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