business people with boxes in office on moving day

In Washington, DC, an office relocation is far more complex for contractors, businesses, and agencies working in government spaces than a standard commercial move. Beyond transporting furniture and equipment, organizations must account for regulations, contracts, and employee obligations that directly affect the success of the transition.

For leaders managing government-related projects, the challenge is creating a relocation plan that balances operational deadlines with employee needs while staying within regulatory boundaries. When done correctly, the move becomes an opportunity to streamline processes, strengthen compliance practices, and keep teams productive.

The DC Relocation Regulatory Environment

Relocating a DC office tied to government work requires more than just a moving truck. Contractors, agencies, and firms must adhere to multiple layers of federal and local regulations that influence timing, budget, and employee obligations.

District rules add another dimension, as the DC Department of Transportation requires permits for curb space and truck staging. Employers with 20 or more employees are required to provide transit benefits, and SmartBenefits is the standard program used throughout the region.

Addressing Sensitive Materials

Many organizations relocating in DC handle Controlled Unclassified Information or classified materials. For CUI, agencies follow 32 CFR part 2002, which sets standards for marking, storing, and transporting records and media.

Classified moves are even more restrictive, with securing and transmission rules set out in 32 CFR part 2001. When couriers are needed, agencies often issue their own directives, such as GSA Order 1025.1A.

IT assets demand equal attention. Media slated for disposal should be processed using NIST SP 800-88 sanitization methods, while equipment being transported requires controls like MP-5 for chain-of-custody and PE-16 for delivery and removal. Logging, encryption, and secured containers reduce risks and help the organization maintain compliance during the move.

Managing Federal Records

Agencies and contractors handling federal records must meet government-wide deadlines for electronic record-keeping. OMB and NARA have directed all agencies to manage permanent records electronically by June 30, 2024.

An office move provides an opportunity to accelerate that transition. Physical files can be digitized or transferred to a Federal Records Center using NARA’s transfer procedures. Coordinating records disposition with relocation planning reduces duplication of effort and clears out unnecessary storage burdens.

Planning the Workforce Transition

Relocation planning cannot focus solely on logistics, as employee relocation policies play a major role in how smoothly the transition unfolds.

Federal staff members rely on FTR entitlements, while contractor employees depend on company policies shaped by FAR cost rules. Communicating how taxable reimbursements work, along with the timing of RITA processing, helps employees avoid confusion and allows for accurate tax reporting.

boxes unpacked in expansive new office space ready for relocation

Telework and duty station rules also need to be addressed. The Office of Personnel Management specifies that the location officially designated as an employee’s worksite plays a direct role in determining both their locality pay adjustments and the way travel entitlements are calculated. Clear documentation of telework arrangements and phased moves keeps payroll and benefits accurate.

Employers in DC must also continue to provide transit benefits during the transition, which may mean updating SmartBenefits allocations to reflect new commuting patterns.

Coordinating With GSA and Building Management

Many agencies and contractors occupy space that’s managed by the General Services Administration.

Moves from or within these properties must be aligned with Public Buildings Service (PBS) occupancy planning and the terms of the Occupancy Agreement. Rules governing conduct on federal property are outlined in 41 CFR Part 102-74, and relocation cost responsibilities are detailed in 41 CFR Part 102-85.

Working with building management teams is equally important. Loading dock access, security procedures, and scheduling must be confirmed early. Without these details, move-day disruptions can delay occupancy and interfere with other tenants.

Building a Timeline That Works

Large-scale office relocations succeed when guided by a structured timeline. At least six months before the move, organizations should establish a Relocation Working Group that brings together HR, IT, Security, Records, Facilities, Finance, and Communications. Early decisions should include acquisition paths, such as using GSA MAS SIN 531 for relocation management services.

As the timeline advances, specific tasks come into focus. Between 20 and 16 weeks before the move, organizations should map relocation entitlements and cost policies, draft handling plans for CUI and classified materials, and create IT asset registers with disposition codes.

Between 12 and 16 weeks before the move, organizations should distribute employee relocation briefings and updated telework arrangements, and file permits for curb space with DDOT.

From 12 to 8 weeks before the move, building access and safety planning should be finalized. Conducting Job Hazard Analyses, scheduling tabletop exercises, and arranging secure handling procedures for sensitive items all contribute to a smoother transition.

Communicating With Employees

Employees need timely updates to feel confident during an office relocation. Structured communication waves help reduce confusion and promote compliance. Ninety days out, organizations should announce who is moving, when, and why, along with a high-level overview of reimbursements, transit benefits, and entitlements.

At the 45-day mark, information should shift to specific instructions, such as packing rules, records deadlines, and IT equipment return processes. Employees should also be reminded to request accommodations or ergonomic support.

One week before the move, provide final staging schedules, building access instructions, and telework arrangements. Managers should be equipped with rosters, chain-of-custody forms, and checklists to oversee the transition.

Making Your DC Office Move Seamless

an employee of a moving company unloads things from a truck

For contractors, firms, and agencies tied to government operations, relocating an office in Washington, DC can be a particularly complex undertaking. Success depends on aligning with regulations, protecting sensitive assets, supporting employees, and coordinating every detail from curb permits to telework policies.

At Moving Masters, we bring more than 40 years of experience managing specialized relocations for government agencies, contractors, and commercial clients. Our veteran-owned team of long-term professionals uses specialized equipment, detailed planning, and secure storage solutions to deliver precision on every project.

Call us today directly at 1-(301)-278-8988 to discuss your upcoming move. We also provide free estimates that can be requested via our website, and for added simplicity, you can also contact us at any time through our short online contact form.