Clearing Out an Office in Antwerp: Checklist for Relocation or Closure

Your lease is ending, the team is moving to a new location, or operations are shutting down. Either way, the office must be vacated by a set date. And that involves more than just carrying a few desks out. There are computers containing company data, cabinets full of archives, waste that must be sorted according to regulations, and a landlord who wants the premises returned to the condition described in the inventory.

In this checklist, we’ve listed everything in the order in which you should proceed. This will help you avoid last-minute stress and unexpected costs at the time of completion. Would you rather outsource everything? Then we’ll take care of the entire corporate clearance.

1. Start with the completion date and work backward

First, review the lease agreement. It specifies when you must return the property and in what condition. Usually, this means: vacant, swept clean, and in the condition described in the move-in inventory at the start of the lease, taking into account normal wear and tear.

Work backward from there:

• 6 to 8 weeks in advance: Take inventory, decide what to move, and request quotes.
• 3 to 4 weeks in advance: Arrange for the sale or donation of furniture, and schedule IT disposal and data destruction.
• 1 to 2 weeks in advance: Request a parking restriction; coordinate elevator and access arrangements with the building manager.
• A few days before the property inspection: the move itself, with some leeway for unforeseen circumstances.

So don’t schedule the eviction for the same day as the property inspection. If something goes wrong then, you won’t have time to fix it. Is this a bankruptcy case? In that case, there’s often even less time. Read more about this on our bankruptcy clearance.

2. Take inventory: keep, sell, donate, or throw away

Walk through the office room by room. Don’t forget the areas that are often overlooked: the archive room, the basement storage area, the kitchenette, the server closet, and the parking lot. Divide everything into four groups:

• What to bring: Everything that's moving to the new office.
• Sales: Sturdy desks, office chairs, and cabinets often still have value. Consider secondhand marketplaces or office furniture buyers.
• Giving: Schools, clubs, and social organizations are often happy to receive usable furniture. Be sure to ask in advance what they need and whether they’ll pick it up themselves.
• Drains: anything that is broken, worn out, or unsellable.

Tip: Give each group a sticker in a different color. That way, everyone will know right away where everything goes on the day of the event. Also, take photos of each room. This will allow a cleanup company to give you a quote without having to visit first. With us, you can do that via the quote form.

3. IT and Electronics: Data First, Devices Second

Computers, laptops, servers, external drives, and smartphones often contain customer and employee data. Under the GDPR, your company remains responsible for that data, even when the device leaves the premises. Don’t forget about multifunction printers and copiers either: many of these devices have a built-in hard drive.

Here's how to do it:

• Have data storage devices securely erased or destroyed Have it destroyed by a certified company and request a certificate of destruction. Keep it with your GDPR documentation.
• Give working devices a second life through a refurbisher, after the data has been erased.
• Standard office electronics Items such as laptops, monitors, coffee makers, and refrigerators can be picked up for free by your company through Recupel Pickup. Professional equipment, such as a large copier, is not included in this category and must be sent to a certified processor.

During an evacuation, we always set data storage devices aside. We do not destroy them ourselves, so that you can hand them over to a certified data destruction service.

4. Archives: Keep what needs to be kept; securely destroy what can be destroyed

Don't just throw away cabinets full of files with the old paper. First, check what you still need to keep:

• Tax documents Since the legislative change at the end of 2022, you must retain documents such as invoices, contracts, and supporting documents for ten years.
• Personnel Files and Social Security Documents have their own retention periods. Check with your social secretariat for details.
• Are you unsure? Consult with your accountant before you throw anything away.

Items that need to be retained are either moved along with you or sent to an off-site archive. Items that can be disposed of should be destroyed, with a certificate provided as proof. You can find more information about retention periods and secure destruction in our guide Record Destruction: How to Safely Destroy Confidential Documents.

During an office cleanup, we sort paper documents and, upon request, arrange for their certified destruction.

5. Waste: The requirement to sort waste also applies during a clearance

In Flanders, every business must sort its waste for collection in accordance with Vlarema, the Flemish waste regulations. This also applies when you’re clearing out an office. Paper and cardboard, PMD, glass, wood, metal, electronics, and residual waste must each be sorted into separate streams. Throwing everything together into a single container could result in a citation and a fine if inspected.

Also, keep two things in mind:

• Work with a registered waste hauler and request a disposal receipt. This document will come in handy for your accounting records, your landlord, or the environmental agency.
• Don't leave anything on the sidewalk "just for a moment.". Any item left on public property without a scheduled pickup is considered illegal dumping. Read more about it in Putting Bulky Trash on the Sidewalk: Harmless or a Costly GAS Fine?

6. Logistics: No Parking, Elevator, and Access

Clearing out an office in Antwerp often means narrow streets, limited parking, and a building with other tenants. Make sure to take care of this in advance:

• No Parking: In Antwerp, you can request a temporary parking ban online via your A-profile. Normally, you should do this at least 5 business days in advance. If you need to do it sooner, for example, in the case of a emergency clearance? In that case, you can use the expedited procedure: up to 2 business days in advance, provided you submit the application before 9 a.m. However, this option costs more (at least €132 instead of €65), and it’s not available if you’re also temporarily occupying the sidewalk or bike path at the same time. Arrange with the cleanup company who will submit the application.
• Elevator and loading area: Reserve the freight elevator or loading dock with the property manager or building manager, and ask whether the elevator and hallways need to be protected.
• Admission and Hours: Make sure you have keys or access badges, and check if there are any rules regarding noise or working hours, especially if there are other companies in the building.
• Disassembly: Large desks, wall-mounted cabinets, and conference tables often won’t fit through the door in one piece. Be sure to allow time to take them apart. We’ll take care of it disassemble Include desks and cabinets in the move-out.

7. Handover: swept clean and in accordance with the inventory

After the eviction, the exit inspection will take place. Take one last look around yourself beforehand:

• Are all the rooms really empty—including the basement, the attic, the archive room, and the parking garage?
• Have you removed any shelves, signs, and cables you installed yourself, if the lease requires it?
• Is everything spotless? For a thorough final cleaning, you can also use our cleaning service turn on.
• Take a photo of each empty room and include the date. That way, you'll have proof in case of a dispute over the security deposit.

Before and after: an office and storage space that we cleared out, including the dismantling of a homemade wooden shed.

How much does it cost to have an office cleared out?

The price depends mainly on the volume, the floor level, accessibility, and how much needs to be dismantled. As a rough estimate:

You'll always receive a fixed price upfront, based on photos or an on-site visit. You can find more information on our page Office Cleanout in Antwerp and at our prices.