In this guide
Short answer: Before an office move or downsizing, list every item, decide keep, store or sell, wipe and tag IT equipment, and get the building’s gate pass and lift slot. Store what you will need again in the next year or two, such as workstations for future hiring or furniture for the next office, and sell or donate the rest.
Hybrid work, consolidation and moves between Cyber City, Udyog Vihar, Golf Course Extension Road and Sohna Road have left many Gurgaon offices with more furniture than desks being used. Here is how to deal with it without wasting money.
Step 1: Make an honest inventory
Walk the floor with a spreadsheet:
- Workstations (count and type), chairs, cabinets and pedestals
- Meeting tables, sofas and reception furniture
- Screens, laptops, docking stations, networking gear
- Pantry appliances
- Event material, standees and samples
- Archive cartons
Mark the condition of each line: good, fair or damaged.
Step 2: Keep, store or sell
| Decision | Use it for |
|---|---|
| Keep in the office | What is used every week |
| Store | Items you are likely to need within 12–24 months: workstations for hiring plans, furniture for a new or expanded office, seasonal event material |
| Sell or donate | Old, mismatched or damaged items, and anything you would not put in your next office |
The common mistake is storing everything “just in case”. Storage costs money every month, and furniture you will never use again is cheaper to sell now than later.
Step 3: IT equipment and data
- Follow your IT policy for wiping or removing drives before devices leave the building.
- Tag every device and match it to your asset register.
- Pack powered-down equipment with padding, and keep cables and chargers in labelled bags with the device.
- Do not store running equipment. Storage is for idle assets, not for hosting.
Step 4: The building’s rules
Gurgaon commercial buildings usually need:
- A material-out gate pass raised by your admin team
- A time slot, often after office hours or on a weekend
- Crew and vehicle details for security
- Sometimes a work permit and protection for lifts and floors
Large collections can be split across more than one evening so the office keeps running normally.
Step 5: Paper records
Old files are often the biggest surprise in an office clear-out. Check your record retention periods first. Some files can be securely disposed of, and the rest can go into numbered cartons with an index before moving to off-site storage.
Storing office items with CratoSpace
We store workstations, chairs, IT equipment, event kits and archives for Gurgaon companies, collect around your building’s gate-pass process, and deliver back to any office address in the city. Pricing is by volume with monthly GST invoices. See office furniture and IT storage.
More questions about office moves
Should we sell or store surplus office furniture?
Store furniture you are likely to need again within a year or two, such as workstations for planned hiring or furniture for a new office. Sell or donate items that are old, damaged or no longer match your set-up, because resale value drops quickly.
What should we do with old laptops and drives before storage?
Follow your IT policy. Wipe or remove drives, tag every device against your asset register, and pack equipment powered down and padded.
Can collections happen after office hours?
Usually yes. Most Gurgaon commercial buildings prefer material movement in the evening or on weekends, with a gate pass from building management.
