Izveidot kontuCreate account
‹ All playbooks
Move the office

ops.office-move·version 1.0.0·draft4 to verify

Move the office

The company works from the new address on the planned day, the old lease is properly terminated, and every record shows the new address.

DaceOffice Managerruns itProfile ›
Whenon request — the lease is ending, the office is too small or too big, or the owner decides to relocate
Who actsthe agent acts after approval
Time2–4 weeks lead time; one active move day; ~2 h of agent work per week
Countryany country
Sign in to run thisThis playbook opens inside Brain Club. Sign in to read and run it.

When to use

The company is moving into an office it has already secured. Not for finding and signing that office — use property.lease-office first; this playbook starts only when the new lease is signed. Not for changing the legal address in the registry alone — that is company.change-legal-address, which this playbook calls at S9. If only the registered address changes (no physical move), run that playbook directly.

Before you start

  • The new lease is signed and the handover date is known.
  • The old lease is at hand — its notice period and deposit terms decide the whole timeline.
  • The budget ceiling is agreed; the agent does not book anything above it.

What a run requires4

  • Approval · S3 · ownerthe run stops until a named person records the decision
  • Approval · S8 · ownerthe run stops until a named person records the decision
  • Irreversible · S8an agent never closes it alone
  • Approval · S9 · ownerthe run stops until a named person records the decision

Any step can wait until a date and reopens by itself; every closed step leaves evidence (a note, a link, a number).

The trail10 steps

  1. Scope the moveagent

    Write a one-page plan in the tasks module: dates, who moves what, what is not moved (dispose list), budget ceiling.

    Done when the plan exists as a task and the owner has been sent it.

  2. Read the old leaseagent

    Extract: notice period, termination deadline, restoration duties (repainting, cabling removal), deposit.

    Done when the last possible termination date is written in the plan as a date, not "per contract".

    ⛔ "Notice period" from memory or from a template is not a date — only the signed lease counts.

  3. Decide dates and budgetownerneeds approval · owner

    Approval · S3 · owner — the run stops until a named person records the decision

    Confirm the move day, the termination date and the budget.

    Done when the owner has named the move day and the budget in writing.

  4. Book movers and accessagent

    Collect at least two mover quotes, book within budget, and reserve the elevator and parking at both buildings.

    Done when a written confirmation with price and time slot exists for both addresses.

  5. Utilities and connectivityagent

    Order internet at the new address early (installation lead time is often 1–3 weeks), transfer or open the electricity contract, and set the old-address disconnection after the move day.

    Done when both providers have confirmed dates in writing.

  6. Pack and tagagent

    Label every box with destination zone and contents; keep a numbered box list; back up servers and workstations; photograph cable setups before unplugging.

    Done when every box on the floor appears on the list with a zone.

  7. Move dayagent

    Supervise loading and unloading against the box list; count boxes in and out; photograph any damage at both ends; hand over the old keys per the lease.

    Done when the box count matches the list and the keys are handed over with a signed handover note.

  8. Terminate the old leaseownerneeds approval · ownerirreversible

    Approval · S8 · owner — the run stops until a named person records the decision

    Irreversible · S8 — an agent never closes it alone

    Send the written termination per the notice period in the lease, agree the inspection date, and sign the handover protocol with the landlord.

    Done when the landlord has confirmed the termination and the protocol is signed by both sides.

  9. Update the address everywhereagentneeds approval · owner

    Approval · S9 · owner — the run stops until a named person records the decision

    Run company.change-legal-address for the registry filing (LV: Enterprise Register — the filing itself is approved inside that playbook). Then work a checklist: invoice templates, website footer, Google Business Profile (via growth.google-business-profile), banks, VID (LV), insurers, suppliers, clients, e-mail signatures, and a mail redirect with the postal operator.

    Done when every checklist row shows old → new with a date or a screenshot.

    ⛔ Filing the registry change and notifying the bank are third-party submissions — they wait for the owner's approval in this step. ⚠ verify the current channel and form for reporting a taxpayer address change at vid.gov.lv.

  10. Record and hand backagent

    Close the move task (bc tasks add for any follow-ups found late); archive the mover contract, termination, handover protocol, utility confirmations and registry receipt in the documents module; send the owner a three-line summary: moved on, cost vs budget, what still points at the old address.

    Done when the move task is closed with follow-up tasks created, the mover contract and confirmations are archived, and the owner has the three-line summary.

Checks — how we know it worked

  • Internet at the new address: a speed test on the move day, not the provider's "activated" status.
  • A test letter sent to the old address arrives redirected; a test letter to the new address arrives.
  • No invoice or contract template still prints the old address (search the templates, do not assume).
  • The Enterprise Register shows the new legal address (read it back from the public register).
  • Deposit returned, or a dated claim from the landlord answered.

If it goes wrong

SymptomResponse
Internet not live on move dayEscalate to the provider with the written order date; use a mobile hotspot as the documented fallback for the first days; do not rebook movers — connectivity is the constraint, not the truck.
Landlord withholds the depositCompare the move-in and move-out photo sets; answer in writing within the deadline the lease gives ⚠ verify dispute route and deadline in the lease and, if needed, the Consumer Rights Protection / civil procedure path on likumi.lv.
Termination deadline missedCheck the lease for late-termination or renewal clauses immediately; negotiate an early-exit addendum in writing; budget the overlap rent in the next owner review.
Registry rejects the address changeFix the stated reason (usually a document or consent missing), correct and resubmit once; official mail to the old address must be forwarded meanwhile — arrange it the same day.
A box or a device is missingReconcile against the numbered box list and the last-seen location; check the mover's liability terms from S4 before claiming.

What each step leaves behind

  1. S1the plan exists as a task and the owner has been sent it.
  2. S2the last possible termination date is written in the plan as a date, not "per contract".
  3. S3the owner has named the move day and the budget in writing.
  4. S4a written confirmation with price and time slot exists for both addresses.
  5. S5both providers have confirmed dates in writing.
  6. S6every box on the floor appears on the list with a zone.
  7. S7the box count matches the list and the keys are handed over with a signed handover note.
  8. S8the landlord has confirmed the termination and the protocol is signed by both sides.
  9. S9every checklist row shows old → new with a date or a screenshot.
  10. S10the move task is closed with follow-up tasks created, the mover contract and confirmations are archived, and the owner has the three-line summary.

Evidence to keep

Mover quotes and contract · termination letter and the landlord's confirmation · signed handover protocol · numbered box list · utility confirmations with dates · registry filing receipt · deposit correspondence · the owner's S3 decision (who, when).

How this playbook improves

After the move (or every run, if the company moves repeatedly) ask: how many days from decision to the first working day, and which step waited? Did any address-update item surface after S9 — add it to the S9 checklist in the next version? Was the deposit returned in full, and if not, was the move-in photo set the thing that decided it? A new version changes the step that caused the wait or the miss, and says so in its change note.