Government office relocations are rarely simple, and whether driven by contract shifts, agency expansion, or changing facility needs, the process involves far more than packing boxes and scheduling a truck. 

Various regulatory requirements, IT transitions, labor agreements, and security standards all come into play, especially for organizations handling sensitive data or operating under federal guidelines.

For contractors, agencies, and firms working in or around government spaces, overlooking these details can lead to delays, compliance issues, or even unexpected costs. Getting ahead of these challenges helps keep operations steady and avoids any surprises during the transition.

This article lists the most essential things to know before moving into your government office.

1. Know the Federal Limits Before You Budget

Government-funded relocations follow specific rules, and 41 CFR Part 302-3 sets clear boundaries on what can be reimbursed. Moves involving federal employees also require a one-year service agreement. 

The allotted reimbursements and service agreements should each be factored into budget requests early to avoid disruptions during the approval process.

2. Build Green Lease Standards Into the Plan

Any agency planning to lease a new space must make sure to account for GSA’s Green Lease Standards. These standards incorporate sustainability requirements from Executive Order 14057, which apply to every federal lease. 

Environmental elements, including energy efficiency, water usage, and ecological clauses, must be included in draft solicitations before anything goes to market.

3. Use GSA Services to Avoid Unnecessary Costs

Relocation often has several hidden expenses unless you’re using centralized services. The GSA offers pre-negotiated contracts with moving carriers, relocation support, and even home-sale services. 

For personnel transfers, United States Office of Personnel Management (OPM) relocation incentives under 5 CFR 575 can help cover costs for hard-to-fill roles, assuming that the employees meet performance standards.

4. Treat the Move as a COOP Exercise

A move creates a real-world test of your Continuity of Operations (COOP) readiness. FEMA recommends treating relocation as a full-scale activation drill. Identify mission-essential functions early, assign staggered shift dates, and prepare a drive-away kit with physical or digital copies of essential records so that core functions remain available throughout the process.

5. Start IT and Cybersecurity Planning Months in Advance

The IT infrastructure of your office cannot be an afterthought. It takes six to nine months to properly prepare: network surveys, circuit installation, device inventory, and full backups all need time. 

During the transition, access should be tightly controlled, and temporary credentials should be revoked as soon as systems are reconnected. Delays here often cause downtime that ripples across departments.

6. Prepare for Cloud Shifts and FedRAMP Changes

If your systems are moving to the cloud as part of the relocation, new timelines may apply: FedRAMP is rolling out a single “Authorized” path and launching the 20x modernization framework in 2025. These changes will affect how long approval takes and how budgets should be structured to stay ahead of compliance timelines.

7. Address Physical Security During Lease Negotiation

Security concerns must directly influence real estate decisions. NIST SP 800-12 highlights the importance of access control, environmental systems, and incident response zones. Layouts should be carefully reviewed before signing any lease. 

The loading docks, server rooms, and entry points of a building should be evaluated against these standards, and any upgrades should be negotiated into the tenant improvement package.

8. Make OSHA Safety Requirements Part of the Timeline

Workplace safety often gets overlooked during relocations. OSHA materials-handling guidelines call for clearly posted load limits, certified riggers, and training sessions to avoid injuries. 

Movers and employees should all receive clear instructions, especially when heavy lifts or tight spaces are involved. OSHA violations can quickly stall the move and trigger long-term consequences.

9. Use the Move to Improve Accessibility

Relocation is one of the few opportunities to address any longstanding American Disabilities Act (ADA) compliance gaps your agency may have. Areas including restrooms, parking access, signage, and doorways should all be reviewed before finalizing the new layout. 

The ADA National Network checklist offers a practical check list for inspection teams and should be used during walkthroughs and fit-out assessments.

10. Handle Records With Format and Chain of Custody in Mind

Boxes of documents can’t be moved in the same way as office supplies. Current NARA guidelines require permanent records to be properly labeled and, for digital formats, converted according to 36 CFR 1236. 

If done incorrectly, agencies may have to re-digitize files at their own expense. During the move, records should be tracked with chain-of-custody documentation.

11. Don’t Skip Labor Union Requirements

Union engagement is mandatory once a move decision is final. The Federal Labor Relations Authority (FLRA) requires agencies to bargain with unions on the impact of the move and how it will be implemented. 

At least 90 days should be built into the schedule for negotiations. Avoiding this step can result in formal complaints and prevent the move from proceeding.

12. Communicate Early and Often With Staff

Uncertainty creates disruption, and agencies that keep their staff informed experience fewer issues during their office relocation. 

Internal communications teams tend to recommend assigning floor captains, issuing regular updates, and publishing a rolling FAQ about the relocation. Sharing the reason for the move, all expected timelines, and having support available helps reduce resistance and keeps morale steady during the process.

What Smart Moves Have in Common

Relocating a government office isn’t simply a change of address; it’s a complex process shaped by regulations, security standards, operational requirements, and employee expectations. Properly planning ahead and accounting for these twelve areas helps agencies and contractors avoid moving delays, control costs, and keep their teams functioning throughout the transition.

When precision matters and experience counts, Moving Masters is the perfect partner to call. With over 40 years of success in secure, large-scale government and commercial relocations, our veteran-owned team brings specialized equipment, GSA-approved moving processes, and detailed project oversight to every move.

To schedule a free consultation or learn more about our services, contact Moving Masters at 1-(301)-278-8988 or use our online contact form. You can also get an estimate online to see how we deliver secure, efficient relocations for agencies across the DMV and beyond.