Quote Template:
Project Management Proposal for Office Relocation
ESTIMAKER
PROPOSITION
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## Project Management Proposal **Prepared for:** [client name] **Project:** Office relocation to [new office address] **Prepared by:** [your company name] **Date:** [date] ## Project overview [Your company name] will provide end-to-end project management for the relocation of [client name] from [current office address] to [new office address]. The engagement is designed to keep the project on schedule, coordinate all stakeholders, and provide clear reporting throughout the move. The project manager will act as the central point of contact for your internal team, building management, contractors, vendors, and moving partners. ## Scope of services - Establish the project brief, stakeholder list, governance structure, and decision process. - Develop and maintain the master schedule, action register, risk log, and project budget tracker. - Coordinate site access, vendor scheduling, delivery requirements, and building-management communications. - Lead weekly project meetings and issue written status reports with actions, decisions, risks, and upcoming milestones. - Coordinate furniture, IT, low-voltage, signage, and moving vendors through installation and occupancy. - Manage move-day logistics and complete a post-move review with the client team. ## Deliverables - Project charter and implementation roadmap - Master project schedule and milestone plan - Vendor coordination tracker and responsibility matrix - Weekly status report and action log - Risk, issue, and change-control register - Move-day runbook and occupancy checklist - Project closeout summary ## Client responsibilities [Client name] will appoint a primary decision-maker, provide timely access to project information and premises, review submitted materials, and approve decisions required to maintain the agreed schedule. ## Assumptions This proposal covers project management services for a single office relocation at [new office address], with a planned occupancy date of [target move-in date]. Contractor, vendor, permit, construction, furniture, technology, and moving costs are excluded unless separately contracted. ## Acceptance To proceed, please confirm acceptance of this proposal and provide written authorization to begin services on [project start date]. **Accepted by:** [client representative name] **Title:** [client representative title] **Acceptance date:** [date]
Project Management Proposal Template: Office Relocation
This Project Management Proposal for Office Relocation is a ready-to-use quote template for project managers coordinating a business move. It helps independent PMs, relocation consultants, and facilities project leads present a clear scope, timeline, and fee structure before an office relocation begins.
Use this project management proposal template to charge for discovery, move planning, vendor coordination, risk management, stakeholder communications, move-day oversight, and post-move closeout. It is designed for relocations involving leased offices, headquarters, branch locations, hybrid workplace transitions, or multi-site consolidations.
Why use this office relocation proposal template?
- Define the project scope clearly. Separate planning, procurement support, execution, and closeout so the client understands exactly what is included in your project management services.
- Protect against scope creep. Set limits on meetings, site visits, vendor bids, change requests, and move-day coverage before additional work starts.
- Make your fee easy to approve. Present a fixed project fee, hourly rate, day rate, or monthly retainer with clear assumptions and payment milestones.
- Coordinate critical dependencies. Show how you will manage furniture, IT infrastructure, telecoms, security access, signage, packing, and landlord requirements in one relocation plan.
- Create a professional decision record. Document responsibilities, exclusions, client approvals, and change-control terms to avoid confusion during a time-sensitive move.
What the template includes
- Client and project details: client name, current and future office addresses, primary contacts, expected move date, headcount, and project reference number.
- Project objectives and background: the reason for the relocation, business priorities, target occupancy date, and known constraints such as lease expiry or phased occupancy.
- Scope of project management services: discovery workshops, relocation strategy, master schedule, budget tracking, risk register, stakeholder coordination, and reporting.
- Move planning deliverables: move checklist, responsibility matrix, communications plan, floor-plan review, move sequencing, and move-day runbook.
- Vendor and contractor coordination: mover, furniture installer, IT provider, cabling contractor, cleaning company, security vendor, and building management liaison.
- Timeline and milestones: kickoff, site surveys, vendor selection, employee communications, packing period, move weekend, operational readiness, and closeout.
- Fee schedule: hourly, daily, fixed-fee, or retainer pricing; estimated hours; reimbursable expenses; and payment dates.
- Assumptions and exclusions: client-provided decisions, vendor contracts, legal or lease negotiation, specialist engineering, after-hours work, and additional sites.
- Change management and approval terms: how scope changes are requested, priced, approved, and added to the office relocation project plan.
How much to charge for office relocation project management
Project management fees vary with headcount, number of locations, IT complexity, building access rules, and the amount of vendor management required. These are realistic North American benchmarks to adjust to your experience, local market, and project risk.
- Hourly consulting: approximately $100 to $225 per hour for relocation planning, client meetings, schedule management, and issue resolution. Senior PMs handling complex corporate moves may charge more.
- Day rate: approximately $1,200 to $2,000 per day for intensive site coordination, vendor meetings, relocation readiness reviews, or move-day leadership.
- Fixed-fee small office relocation: around $3,500 to $8,000 for a move of roughly 10 to 30 employees with a single destination and limited contractor coordination.
- Fixed-fee mid-sized relocation: around $10,000 to $30,000 for 30 to 100 employees, multiple vendors, IT cutover coordination, furniture installation, and move-day support.
- Monthly project retainer: typically $3,000 to $9,000 per month for a multi-month move requiring regular reporting, weekly steering meetings, and ongoing vendor coordination.
State whether travel, parking, mileage, printing, after-hours attendance, and additional site visits are billed separately. A 30% to 50% deposit or kickoff payment is common before detailed planning starts, with further payments tied to key project milestones.
Who this template is for
- Independent project managers managing commercial office moves.
- Workplace, facilities, and operations consultants coordinating relocations.
- PM consultants supporting tenant improvements and new-office fit-outs.
- Corporate relocation specialists working with growing companies or regional branches.
- Fractional operations leaders overseeing office consolidation or expansion.
- Project managers coordinating a move while the client retains responsibility for vendor contracts.
- Consultants supporting a move involving IT equipment, employee seating plans, furniture, records, and business continuity requirements.
Frequently asked questions
Should I charge a fixed fee or an hourly rate for an office relocation?
A fixed fee works well when the office size, timeline, vendors, and deliverables are defined. Use an hourly or day rate when the scope is uncertain, the client has not selected a new site, or the relocation depends on changing construction and lease timelines. You can also combine both: a fixed planning phase followed by hourly support for execution.
What should be excluded from a project management proposal?
Exclude services that require separate specialist responsibility, such as legal lease review, architectural design, engineering, IT implementation, insurance, and direct moving services. Also specify whether you will negotiate vendor contracts or only coordinate vendors chosen and contracted by the client. Clear exclusions prevent the PM from becoming responsible for every issue on move day.
How many hours should I estimate for move-day support?
For a small single-site move, allow at least one full day for onsite coordination, plus preparation and follow-up time. Larger relocations may require early-morning access, evening coverage, weekend work, and a second PM or site coordinator. List move-day coverage separately in the proposal if the date, hours, or staffing requirements are still uncertain.
Should the proposal include the relocation budget?
Yes, include a preliminary budget summary when the client expects you to track project costs. Separate your project management fee from third-party costs such as movers, furniture, IT cabling, access cards, cleaning, storage, and contingency. Make clear that vendor estimates remain subject to final quotes, site conditions, and client approval.