Office relocation checklist for Mumbai: a timeline from decision to move-in

1. Decide whether to move at all

Compare renewal against relocation on total cost: new rent, fit-out, brokerage, downtime, double rent if there is overlap, and reinstatement at the old premises. Include non-financial reasons such as talent access and the building's condition.

2. Read your exit obligations

Check the lease for notice, lock-in, handback and reinstatement obligations, and the deposit refund terms. These set your earliest and safest exit date.

3. Write the brief and shortlist

Fix headcount, budget, location, specification and timing, then shortlist buildings and compare offers on effective cost.

4. Negotiate and sign

Negotiate rent, escalation, rent-free period, fit-out support, lock-in and exit. Have your lawyer review the lease, and plan registration and stamp duty.

5. Fit-out

Appoint a designer and contractor, obtain the landlord's fit-out approvals, and align the rent-free period with the build programme. Include IT and security cabling in the plan from the start.

6. Prepare the move

Plan the move in phases:

• Appoint a mover and agree a move date that avoids month-end pressure.
• Notify clients, vendors, banks, government registrations and utilities of the new address.
• Update the address on letterheads, websites, business listings and statutory records.
• Commission IT, telephony and connectivity before the first day.

7. Close out the old premises

Complete any reinstatement, hand back the keys and get written confirmation, and chase the deposit refund in line with the lease.