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.

Frequently Asked Questions

How far in advance should I start planning an office move in Calgary? Start 12–18 months before your lease expiry — that's when notice obligations typically kick in and you need to decide between renewing, renegotiating, or relocating.

What's the biggest risk of starting too late? Missing a renewal notice deadline, which can cost you negotiating leverage or force you into a hold-over at a higher rate with no alternative lined up.

How much overlap should I plan between my old and new lease? A short overlap — often 1–2 months — meaningfully reduces the risk of being without usable space if the new location's fit-out runs behind schedule.

Does tenant improvement (TI) allowance affect my move timeline? Yes — TI negotiation and the resulting construction and permitting take real time, which is why design and TI scope need to be finalized 4–6 months before your target move date, not closer to it.

Next Step

See how Calgary office rent is actually structured to budget your move, browse submarket guides if you're also considering a new area, or reach out to talk through your specific timeline.