Office Closure & Clearance Checklist

Royal Traders · Hyderabad · for admin & facilities managers

1. Plan & stakeholders

Fix the handover date and work backwards with a buffer before keys are due.
Read the lease for make-good / dilapidations clauses (partitions, cabling, fit-out to remove?).
Name owners: facilities/admin, IT, finance, HR, landlord / building management.
Book access windows, lift and service corridor; arrange security clearance.
Plan for weekend / after-hours work if the building is live.

2. Inventory & labelling

List quantities by type: workstations, chairs, cabins, tables, storage, partitions, ACs, IT, pantry.
Label every category: KEEP (moving) · SELL / BUY-BACK · SCRAP.
Decide each item's fate before clearance day, not during it.

3. Data & IT equipment

Back up everything required before devices leave your control.
Securely wipe or destroy data on computers, servers, storage and networking gear.
Get IT sign-off; keep a record of which devices were wiped and how.

4. E-waste & disposal routes

Route old computers, servers, UPS and e-waste to an authorised recycler / dismantler.
Follow India's E-Waste (Management) Rules — CPCB (cpcb.nic.in) and TSPCB (tspcb.cgg.gov.in).
Keep the recycling / disposal documentation. Verify current rule versions with the official sources.

5. Furniture & assets

Sort into resale-grade · mixed/worn (priced on condition) · scrap (by weight).
Prefer a single buyer for furniture + IT scrap + metal → one consolidated quote.

6. Dismantling

Order: loose furniture → workstations/storage → partitions/cabins → cabling → AC/electrical de-install.
Remove flooring / false ceiling / fit-out only if the lease requires restoration.
Use a trained crew with its own tools and transport; coordinate utilities (power, AC).

7. Clearance day

Weigh metal / scrap on a calibrated digital scale in your presence.
Count / weigh everything against a signed inventory before it leaves.
Settle against the inventory on the spot — cash, UPI or bank transfer (multi-day jobs settled daily).

8. Paperwork & handover

Collect the GST invoice for the asset sale; file with your asset-disposal record.
Keep the data-wipe record and authorised e-waste documentation together.
Clean / sweep the floor, make good minor wall damage, walk through with building management.
Get a written landlord handover sign-off; complete any GHMC trade-licence / closure steps that apply.

This checklist is general operational guidance, not legal advice. E-waste, GST and GHMC requirements change over time — confirm your specific obligations with CPCB/TSPCB, the GST portal and GHMC before you rely on them.