Your Ultimate Checklist for Moving into a New Warehouse

checklist moving into new warehouse
The process of moving into a new warehouse can be a whirlwind of activity. So many tasks need to be done that it’s often challenging to coordinate and keep track of them all. What’s more, with the warehouse as one of the epicenters of 21st century economic activity, it’s vital to create successful organizational strategies in your warehouse as early as possible, and move-in offers the perfect opportunity. 

A smooth moving process can help lay the foundation for a better organized and more efficient warehouse. That’s why it’s so important to have the correct approach when moving into a new warehouse. Do the work of organizing and planning now, and your warehouse will be stronger for it later. 

This checklist of essential tasks will help you plan your move into a new warehouse and make the process flow more smoothly. Use them as a framework for making better decisions for planning your move and ensuring that all of the bases are covered. Designing an effective plan will help you create an orderly transition which minimizes chaos and sets your warehouse up for future success. 

1. Choose an effective 3PL partner. 


One of the first tasks you’ll need to take care of is choosing a logistics partner for your move. Moving inventory and equipment into a new warehouse can require a lot of transportation and logistics resources which means that a reliable 3PL partner is invaluable. Working with a 3PL during a warehouse move makes it possible to get the logistics power you need, when you need it. 

If your business already has a consistent 3PL partner, investigate their options for warehouse moves. If those options aren’t available, start the search for a 3PL moving partner which offers warehouse relocation services. For large-scale warehouse moves, this process may require an RFP, so allocate plenty of time for vetting 3PLs and reviewing proposals. 

If at all possible, consolidate your moving logistics into a single firm with a single point of contact. Reducing complexity reduces the headaches of coordination and makes planning easier. Ask potential 3PL partners if they can provide an end-to-end solution for your warehouse transportation needs. 

warehouse worker pulling boxes

It can be a smart decision to choose a company which specializes in warehouse moving. Warehouse moving companies often have expertise in key areas, such as moving heavy machinery, and they frequently have special equipment such as high-capacity forklifts normal 3PLs may not have. Specialists in warehouse moving are also more likely to be able to provide end-to-end logistics solutions. 

Don’t put off the process of selecting a 3PL, as many moving companies and 3PLs have their resources booked months ahead of time. As soon as you know a warehouse move is coming, start looking at options for 3PL partners. 

2. Pay attention to how you allocate labor. 


Many businesses don’t have the luxury of suspending their operations when moving warehouses, so it’s critical to pay attention to how labor is divided between employees. You might also need to borrow labor from other company locations or hire temporary help. 

Make sure each employee has a clear idea of their responsibilities during the warehouse move. If your business is continuing to operate during the move, a detailed plan for labor allocation will help operations remain as smooth as possible. Look closely at how you allocate managers’ labor and ensure every team has a leader who can be trusted to make sure instructions are executed. 

If you’re using temporary labor during your move, create a hierarchy of task complexity. Delegate the simplest tasks to your temporary workers and leave the more complex jobs to employees who know your systems and your business better. In larger workforces, it can be a good idea to leave delegation to floor managers who are more familiar with each employee’s strengths and weaknesses. 

3. Make a project plan and stick to it. 


Organizing a new warehouse takes careful planning and preparation, so create a detailed plan of action for your new warehouse well in advance. Your project plan should include: 

  • A detailed floor plan

  • Slotting information for all SKUs

  • The order in which racks and equipment will be installed

  • Responsibilities for each employee

  • A schedule for keeping the process on track


warehouse project plan graphic

Stick to your plan as much as possible and resist the temptation to make major adjustments on the fly. A well-planned warehouse is a safe, orderly and effective warehouse, and sticking to the plan will help curb the introduction of unpredictable elements. 

If, during move-in, you find a major problem in your plan which makes it unworkable, realizeit may require going back to the drawing board. The move-in period is the best time, by far, to fix any issues with your floor plan and/or your organization system, so take advantage of the opportunity to implement an effective system now. 

4. Create a plan that addresses all elements of your supply chain. 


In some instances, resources simply won’t be available to maintain normal operational capacity during a warehouse move. In such cases, make sure all stakeholders in the supply chain are aware of impending delays and restrictions so they can plan around them. 

Make sure supply chain stakeholders understand the specific nature of the disruptions. Which SKUs will be available and which won’t? How long can delays be expected to last? Do suppliers and distributors need to use a different point of contact while the move is in progress? These are the questions you’ll need to consider and answer. 

5. Maintain open lines of communication. 


A successful warehouse move requires communication at all levels. Information should flow freely from upper management to floor managers to materials handling and transportation employees. Communicate your plan clearly to all management and employees, and create some quick reference documents employees can use to refresh themselves on their duties and procedures during the moving process. 

Chain of command is also important during a warehouse move. Employees should be able to trust their direct reports to help them problem-solve so managers above them can focus on big-picture issues. It can be a good idea to divide employees into teams, with each team dedicated to handling a particular aspect of the move. 

packing boxes into truck

6. Acquire relevant permits, turn on utilities and get mail services started. 


At the bare minimum, ensure your warehouse has an occupancy permit and has been cleared by the fire marshal and building inspector. You may need additional permits, depending on what you’re storing and your business type, so check local laws for required paperwork. 

Make sure to schedule utility switch-ons in plenty of time before move-in day. Communicate with utility providers ahead of time to establish a timeline for getting your utilities connected–and remember, many utilities require a deposit before they will start services. 

Don’t forget your mail, either. File a change of address form with your local post office to ensure your warehouse doesn’t miss any important mail or package deliveries. 

7. Come prepared with the right equipment and supplies. 


Executing an organization strategy successfully requires having the right tools and materials on hand. That’s why it’s so important to get the correct supplies and equipment for a warehouse move. Air Sea Containers offers packaging and materials handling essentials which will make a warehouse move safer and more convenient. 

packaging materials graphic

Make sure you’re prepared to move all of your stock safely. Stock up on packaging materials, such as bubble wrap, air pillows and dunnage air bags to protect your goods in transit. Custom corrugated boxes can be a great option for moving inventory because you can customize them to the precise needs of each item and optimize their size for more efficient packing. 

If you store hazardous materials in your warehouse, have the appropriate handling and storage equipment in place and ready to go. Items like flammable safety storage cabinets and spill control pallets are essential for safe storage of certain hazardous materials, and employees should know how to use their key safety features. Materials handling tools, such as drum caddies, should be on hand to help move inventory efficiently. 

If your warehouse uses forklifts, make sure they’re fueled, inspected and ready to go. Your forklifts will likely see heavy use during the moving process, so it’s a great time to review forklift safety procedures with employees and make sure they understand them completely. 

8. Organize and trim your inventory. 


A warehouse move presents a great opportunity to get your inventory lean and organized. Laying the foundations of effective inventory control now will mean a more usable and efficient inventory system in your business’s most critical moments. 

warehouse managers taking inventory

Cleaning out dead inventory is important. Your warehouse will get a better start if its shelves aren’t clogged with obsolete or damaged inventory, so make time for an inventory audit which includes a realistic appraisal of the utility of all stock before you move. If you have stock which is still saleable but is moving slowly, offer some deep discounts before moving day to help clear it out. 

Examine your slotting and picking systems and plan out employee routes around them. The classic ABC system can be a great choice for improving employees’ pick times and optimizing foot routes, while technologies like pick-to-light, pick-to-voice and RFID inventory scanners can create a faster and more efficient system which reduces the chances of picking errors. 

9. Learn important operating information about the facility. 


Every warehouse facility has key information which needs to be available prior to move-in. Exactly which types of information you need will depend on many factors, including whether your business owns or rents the warehouse, but some typical key points include:

  • Security codes

  • Parking restrictions

  • Important phone numbers such as the building superintendent 

  • Emergency contact information

  • Which keys open which doors

  • IT setup information 


It’s a good idea to compile all of the relevant information into a document managers can use for quick reference during the move-in process. The more information which is available to decision-makers on the ground, the more they’ll be able to problem-solve and keep the process moving. 

operating information graphic

10. Be prepared for emergencies.


An emergency can strike during a warehouse move just as or even more easily than at other times. Equipment and stock are being moved, employees are working outside their usual roles and stress levels may be high—prime conditions for an accident. That’s why it’s on you and your employees to ensure everyone is prepared for the worst. 

Emergency preparedness is particularly important if you’re moving hazardous materials. Keep a copy of the Emergency Response Guidebook on hand and make sure employees know the emergency response procedures for any hazardous materials present. Label all hazardous materials with the appropriate hazmat label, and make sure transportation vehicles are equipped with hazmat placards

Remember, most challenges of moving into a new warehouse can be mitigated by good planning, so start your preparations well before the actual moving process begins. A strong but flexible plan will make it easier to adjust to the inevitable bumps in the road, and it will help your warehouse get its operations started on the right foot. 

Professional shipping solutions from Air Sea can help get your new warehouse started on the path of a safe, well-organized and pragmatic operation. We offer everything from shipping drum handling solutions to custom corrugated shipping boxes at business-friendly prices, and our experts can help you find the ideal packaging solution. To learn more, call us at (866) 596-9448 or contact us online

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