How to plan an office move in Calgary

A well-planned move aligns lease expiry, search, negotiation, fit-out, and physical move so you avoid double rent or a rushed decision.

When to start

Work backward from your lease expiry or renewal notice date.

• 12–18 months before expiry — Confirm your notice obligations. Decide whether you will renew, renegotiate, or relocate. Start defining requirements (size, location, budget).
• 9–12 months — Actively search and tour. Shortlist 2–3 options. Compare all-in costs and terms.
• 6–9 months — Negotiate and sign the new lease. Allow time for landlord approval and legal review.
• 4–6 months — Finalize design and tenant improvement (TI) scope. Permits and contractor scheduling can take longer in busy periods.
• 2–4 months — Construction/fit-out. Coordinate with landlord and property management.
• 1–2 months — IT, furniture, and move coordination. Give notice at current premises per your lease.

Key decision points

• Renewal vs move — Compare the cost and hassle of moving to the cost of renewing. Sometimes renegotiating in place is better than relocating.
• Overlap — A short overlap (e.g. 1–2 months) between old and new lease reduces risk of being without space if fit-out is delayed.
• Notice deadlines — Miss a renewal notice deadline and you may lose leverage or be forced to hold over at higher rent.
• TI and rent — Tenant improvement allowance and free rent can offset higher base rent. Factor them into your total cost comparison.

Simple checklist

• Note lease expiry and any notice-to-renew or notice-to-vacate deadlines.
• Define size (rentable sq ft), location preferences, and budget (all-in cost per sq ft).
• Search and tour; compare gross vs net and incentives.
• Shortlist and negotiate; get terms in writing before signing.
• Plan TI and permits; lock in contractors and move date.
• Notify current landlord on time; coordinate keys and handover.

Start early and align search, negotiation, fit-out, and move in one timeline to avoid costly gaps or last-minute decisions.