How to Plan an Office Relocation in Dubai

Office relocation planning in Dubai is a compliance-led program that sequences tenancy registration (Ejari), utilities (DEWA), fit-out and fire approvals (DM/DDA/DCD), licence and immigration amendments (DET/free zone, MOHRE, GDRFA), tax updates (FTA), telecom provisioning (e&/du), and the physical move.

What establishes the legal basis to start utilities and approvals?

Ejari registration of the commercial lease establishes the legal basis and is required by downstream services. Dubai Land Department lists the Unified Tenancy Contract as required for registration/renewal; DEWA confirms Ejari is required for Move-in activation.

Actionable: obtain Ejari certificate/contract numbers before any DEWA, fit-out, or licence change steps.

How are electricity and water activated at the new office?

DEWA activates electricity/water through a Move-in request after Ejari; deposits/fees are confirmed during activation. Start via DEWA’s Move-in service (Business/Owner or Tenant as applicable).

Which construction approvals and inspections govern occupancy?

Fit-out completion requires authority sign-off and Dubai Civil Defence (DCD) fire certification; in DDA jurisdictions, the Fit-Out Completion Certificate lists DCD Completion Certificate as a required document. DCD provides pre-inspection/completion services; Dubai Municipality and DDA issue completion certificates per jurisdiction.

What regulates office signage and branding?

Advertisements/signage in Dubai require a permit under Decree No. (6) of 2020; free-zone areas such as DDA also issue advertising permits. Dubai’s decree applies across the emirate, including free zones.

Which authority updates the trade licence address?

Mainland licences are amended on the Dubai Economy & Tourism (DET) platforms; free-zone entities amend on their authority portals (e.g., DMCC, DIFC ROC). DET provides licence amendment services; DMCC publishes step-by-step change-of-address guidance; DIFC companies file a notice of change of registered office with the ROC.

Which labour and immigration records must reflect the new address?

MOHRE establishment file and GDRFA establishment card data must be updated after a move. MOHRE provides “Updating the Establishment File”; GDRFA lists “Modify the establishment card data,” with stated fees.

What is the statutory deadline for tax record updates?

The Federal Tax Authority requires notification of address changes within 20 working days via a tax records amendment application (EmaraTax).

Which telecom and number/circuit tasks are required?

Telecom provisioning is performed by licensed operators e& (Etisalat) and du; building/OSP NOCs and site readiness drive timelines. e& publishes business fixed services; du’s NOC process sets technical submission/lead-time expectations (e.g., OSP infrastructure handover target eight weeks before service need).

Do banks and insurers require address/KYC updates after the move?

Yes. UAE Central Bank’s rulebook requires licensed financial institutions to review and keep CDD/KYC information accurate and up-to-date; banks request updated documents (e.g., trade licence, Ejari/utility bill).

What timeline preserves control for a 50–150-person office move?

A 12–16-week program sequences approvals, installations, rehearsals, and statutory updates. (Indicative; align to landlord/authority windows.)

• W-16 to W-12: Sign lease; obtain Ejari; submit preliminary fit-out package.
• W-12 to W-8: Initiate DEWA Move-in; submit fit-out for NOCs; book DCD milestones.
• W-8 to W-4: Execute fit-out; run DCD/authority inspections; order/confirm circuits; submit signage permit.
• W-4 to W-1: Acceptance testing of LAN/Wi-Fi/rooms; book freight elevators/loading in both buildings; finalize crate labels.
  
• Move weekend: Controlled shutdown, transport, power-up, and acceptance checklist.
• W+1 to W+2: Licence/MOHRE/GDRFA/FTA amendments and bank/insurer KYC updates.

What evidence supports hybrid-ready seat planning and staggered cutovers?

Hybrid schedules with two WFH days improved job satisfaction and reduced attrition by ~33% without harming performance in a large randomized trial; “work-from-anywhere” increased output by 4.4% in peer-reviewed research. 

Implication: plan desk ratios and phased moves using evidenced retention/productivity effects.

What are the definitive acceptance checks before opening day?

A pass/fail checklist validates building access, power, WAN/LAN, Wi-Fi, printing, voice, conferencing, and priority applications.

• Cards, parking, turnstiles live.
• Primary/backup links up; DHCP/DNS/SSID verified.
• Room VC test call; reception hunt group live.
• Three test prints/floor; sample SaaS sign-ins.

What are the Dubai-specific compliance artifacts to retain?

Maintain a closed list for auditability and renewals.

1. Ejari certificate and Unified Tenancy Contract.
2. DEWA Move-in activation/receipts.
3. Fit-out/DCD completion and (where applicable) DM/DDA Completion Certificate.
4. Trade licence address amendment confirmation (DET or free zone), DIFC ROC notice if DIFC.
5. MOHRE establishment file update receipt.
6. GDRFA establishment card amendment (fees shown by GDRFA).
7. FTA tax record amendment (20 working days).
8. Signage/advertising permit under Decree (6) of 2020 or DDA permit.

What is the minimal logistics detail for a zero-downtime cutover?

Use gated, timestamped tasks with single ownership per workstream.

• Asset map: endpoints, rooms, circuits, IP plan, patching schedule.
• Crate labels: Dept–Floor–Seat (e.g., FIN-2F-A14).
• Elevators/loading: book both sites with windows and COIs.
• Rehearsal: time shutdown→transport→bring-up; log durations.
• Spares: stage keyboards, mice, patch leads, PoE injectors per floor.
• Backout: documented rollback for WAN/SSID/print if acceptance fails.

Which risks dominate and how are they contained?

Permit slippage, failed fire-life-safety tests, and telecom readiness dominate; early submissions, pre-inspections, and temporary connectivity contain impact. DCD/DM/DDA timelines govern occupancy; du NOC guidance indicates infrastructure lead-times that affect go-live dates.

How should responsibilities be assigned across workstreams?

Assign one accountable owner per stream with escalation paths.

• Property & Legal: lease/Ejari; landlord NOCs.
• Approvals: DM/DDA/DCD submissions; inspections.
• Utilities: DEWA activation; meter reads.
• IT/Telecom: circuits, LAN/Wi-Fi, VC rooms, number routes.
• Move Ops: vendors, crates, access, H&S.
• Regulatory Close-out: DET/free zone, MOHRE, GDRFA, FTA, banks/insurers.

FAQS

Ordered execution checklist

1. Lease signed → Ejari issued (retain certificate & contract #).
2. DEWA Move-in request and deposits.
3. Fit-out submissions (DM/DDA), DCD design & inspections scheduled.
4. Telecom: building/OSP NOCs, circuit order
5. Signage permit (Decree 6/2020 or DDA).
6. Fit-out completion: DCD Completion + authority completion certificate.
7. Cutover rehearsal: LAN/Wi-Fi/rooms/print; elevator/loading booked.
   
8. Move weekend: sequenced shutdown→transport→bring-up; acceptance pass.
9. Licence amendment (DET/free zone), MOHRE, GDRFA, FTA (≤20 working days).
10. Bank/insurer KYC updates with new address proofs.

Summary

Plan an office relocation in Dubai by registering Ejari, activating DEWA, completing DM/DDA/DCD fit-out and safety approvals, amending licences and immigration files, updating tax records within 20 working days, provisioning telecom via e&/du, and executing a rehearsed move.