Label Office Furniture and Files for Moving: A How-to Guide

It might have taken you years to carefully arrange your office space, but now you are faced with the task of uprooting the entire arrangement to a new location. This will entail transporting costly equipment and private documents from one location to another. You will have to do all of this while maintaining operational continuity.

Any issues during the office moving process can lead to downtime, which can affect employee productivity and client relationships. 

Proper labelling will go a long way in helping you make the whole process more time and energy efficient. It will also work as an important guiding framework for the moving team you hired.

Errors in labelling can lead to goods having to be returned or even lost during the transportation process. It has cost UK businesses approximately £3,000 per transportation, according to an annual survey.

So how do you label office furniture for moving?

In this blog we will provide you with all the essential information and tips you need to effectively label your office equipment and important documents.

Essential Labelling Strategies for Office Furniture

• Desk and Workstation Organisation

You should tag your workstations with unique identifiers that will connect the furniture to employees and departments. By using codes like “Marketing-Desk-01-Johnson” or “Accounting-Station-B3-Chen,” you can keep setups traceable. 

The labels you use should also note special requirements such as ergonomic chairs or dual monitors. You should also box accessories and personal items separately. 

By labelling lamps, organisers, or plants with the same ID, you ensure that they’re returned to the right desk quickly.

• Common Area and Conference Room Furniture

Ensure that you label meeting and common area furniture with room names and placement instructions. For example, you can use labels like “Conference Room A – Head Table” or “Break Room – Corner Seating.”

You should also mark professional-grade furniture for client-facing areas and casual pieces for internal spaces.

For modular systems, you can use numbering or colour-coding to show which parts connect and in what sequence they should be assembled.

• Storage and Filing Systems

For storage units you will have to create more detailed labels. The filing cabinets should carry both destination and content details, such as “HR-Filing-Cabinet-Personnel-CONFIDENTIAL-Manager Office.” This ensures that your cabinets are placed accurately, and it also clarifies access rights.

If you are transporting bookcases and supply units, label by both location and content type. This will ensure that the resources are accessible whenever you need them. You can also mark individual shelves if they belong to different categories.

You should use special tags on locked storage, which specify access restrictions and list contact information for key holders to avoid delays.

Effective Labelling Techniques for Office Files and Documents

Office documents are often required for critical business tasks or to address specific requirements. Here we provide our top tips for labelling office files while moving to a new office location:

• Employ a Hierarchical Filing Labelling System

Use a hierarchical labelling system that mirrors your current filing method.

You can start with broad categories such as function or department and then narrow them down further by client name, project, or deadline. This structure makes retrieval faster and keeps critical documents easy to track.

For example, if you run an accounting firm, your label might be “ Finance-TaxReturns-2025-Corporate-ClientABC.”

• Security and Access Control Labels

Implement a precise labelling system that will help you identify documents that contain confidential information or documents with access restrictions. 

Make use of special symbols, colour-coding or unique text formats to help you locate these documents quickly. Use labels such as “PRIVATE-HR ACCESS ONLY” or “PUBLIC-GENERAL ACCESS.”

This will help you to convey important handling instructions to your moving company in Edinburgh as well as your office staff.

• Backup References and Digital Integration

Most modern office filing systems are either online or in some digital format. This means that you will have to create labels for the digital file locations and backup systems. 

Labels for your physical files should have reference numbers or QR codes. This will allow your physical and digital documentation systems to remain synchronised. 

You should take photographs of your existing organisational system before packing, especially if you employ customised or complex schemes. This will help you as a visual aid when you are trying to reconstruct the system in your new location. 

Tools and Supplies for Efficient Labelling

You might need the following tools and supplies to carry out our office move labelling tips:

• Professional-Grade Labelling Materials

There will be various difficult handling and shifting conditions during the moving process. You should prepare for this by using durable labels that can hold up to adverse conditions.

You should opt for thermal transfer printers for the best long-term results. This will help you benefit from clear and uniform labels that are resistant to smears and moisture.

You should try to match the labelling material to the surface and handling requirement. Removable labels will work better for items that will be reorganised or reused, whereas laminated labels are useful when pieces face weather or rough handling.

• Colour-Coding and Organisation Systems

One way you can speed up the identification process is by implementing a colour-coded labelling system.

For example, you can assign blue labels for executive cabins and green labels for workstations.

You should always look to match the colour of the labels with tapes and background shades to ensure consistency. Additionally, you should use laminated guides in both locations so movers and staff follow the scheme precisely.

• Technology-Enhanced Labelling Tools

You can use mobile apps linked to printers for fast label creation on-site. You could also add barcodes or QR codes for high-value or complex assets, which will help speed up tracking during packing, transit, and setup.

It is imperative to ensure that the inventory software you use syncs with your labelling system. 

Tips for a Smooth and Organised Office Relocation

Here are some of our top tips to ensure an organised office move:

• Plan Ahead and Set a Timeline

Ideally your office relocation organisation process should begin well in advance. 

Here are some of our top tips to help you achieve that:

• • You should create a detailed moving timeline. This should be carried out about 3 to 6 months prior to your office relocation.
  • You should appoint a competent moving team with members representing different departments in your organisation.
  • Arrange regular meetings for your appointed moving team to monitor progress.
  • You should always account for potential disruptions before finalising the relocation date.

• Delegate a Team and Coordinate Responsibilities

The team you appoint should have diverse and complementary skill sets, which will ensure that all essential responsibilities are accounted for. Include members from the following teams:

• • Records department
  • Human resources
  • IT department 
  • Office services and facilities
  • Landlord or property management firm

•  Minimise Disruptions

 Ensure that you keep disruptions to a minimum during the moving process by following these tips:

• • The office relocation should be scheduled during the weekend or off-hours.
  • Try to implement a phased moving process if possible.
  • Permit remote working during the relocation process.
  • Liaise closely with your IT department to ensure minimal downtime.

Conclusion

Relocating from one office space to another will usually present you with unique challenges that typically don’t exist during house removals in Edinburgh. 

You should treat labelling as a core part of the move plan, not an afterthought. 

If you tag your furniture, files, and equipment with durable labels, they reach the right place quickly, reducing downtime and mistakes. Additionally, by employing a structured filing system, you can keep your records accessible through every stage of the move, while professional tools prevent smudges and misreads. 

If you are looking for office removals in Edinburgh, get in touch with us today. Our experts are always here to help you.

Jack Jasek

Jack Jasek, with years of experience in the removals industry, is the founder of EH1 Edinburgh Removals. They are a trusted moving company that specialises in local and long-distance moves, offering professional packing, storage, and transportation solutions for both home and office relocations. Jacek's commitment to professionalism, efficiency, and customer satisfaction has made EH1 Edinburgh Removals a top choice for moves in Edinburgh and beyond.