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Service First - Move Handbook: After the Move

· Basic Rules
· Office Cleanup
· Hazards and Impacts
· Preparing for the Move
· Move Schedule
· Staging
· During the Move
· After the Move

For most people in the office, the job is finished. All they have to do is unpack and decorate.

For the move coordinator, however, the hardest part of the move is still to come...the details:

  1. Old office clean out and closeout: You didn't move everything. There are piles of garbage that have to be cleaned up...and your old landlord is probably steaming because you moved out, because the movers caused damage, and because you left a mess. Make arrangements to take care of the garbage.
  2. Fixing items broken during the move: Your move contractor is insured and a definitive list of damaged and lost items needs to be made. If either building owner has claims, have them deal directly with the moving contractor.
  3. Last Inspection: If you are moving out of leased space then the Contracting Officer's Representative (COR) should perform and or participate in the "last inspection" by touring all parts of the vacated leased space. The COR should prepare a report for the Leasing Contracting Officer (CO). The purpose is to document the condition of the space at the time of moving out and to help establish responsibility for any damages. This report also helps to protect the government against false claims for damages.
    • The Lessor or his/her authorized representative should participate in the inspection.
    • Look for damage which was caused by the government, or its agent (moving company) such as gouges in the walls, holes in doors, or rips in carpet.
    • Do not be concerned with "normal wear and tear" such as furniture indentations in the carpet, worn carpet areas in high traffic areas such as corridors, or marks on the walls which require only painting.
    • If possible a narrated video would be the best documentation you could compile. The video should be take with the lessor. Be sure to talk about the location of the areas that you are videoing. If you are unable to take a video be sure to document the extent and location of all damages with photos.
    • If a dispute arises regarding damage or "normal wear and tear", take photos and write a full description as to why you believe it is wear and tear. The CO will depend upon this documentation to negotiate a settlement with the lessor defeat a claim.
    • The parties participating in the inspection should sign the report.
    • Each party should retain a copy and send a copy to the CO.
  4. Remove all government property: Once the space is completely vacated the Lessor is entitled to rent.
  5. Return all keys: Obtain a receipt from the lessor or building owner. Send a copy of the receipt to the CO and keep the original in the file.
  6. Potential claim: Notify the CO of any potential claims or problems in vacating the space.
  7. Correct deficiencies in furniture design: No matter how careful you are about reviewing the space plans before you move, something always gets overlooked. Count on it. You may be pleasantly surprised.
  8. Reuse and/or dispose of all excess furniture: If the furniture is so old, and no longer usable, you may have to make arrangements with the Property Management Staff to have it recycled.
  9. Sit back and relax: You just performed miracles and you deserve a break...and a long vacation.