Office Move in France Checklist: 13 Essential Administrative Tasks

Office Move Administrative Checklist: Settle Into Your New Office in Paris

Why You Need an Administrative Checklist

Relocating to new offices in Paris isn’t just about moving furniture. Every business must meet legal and regulatory obligations to ensure the safety, health, and compliance of the workplace. This checklist is designed for SMEs, startups, and small businesses planning to move or settle into a new space in the capital.

What Administrative Steps Are Required for Office Setup?

Here’s a detailed and practical summary of all the main administrative requirements for managing professional premises.

1. Workplace Risk Assessment (DUER)

Mandatory from your first employee. This document lists workplace risks and preventive measures. Labour inspectors always ask for it during audits.

• What is it? A legal risk assessment outlining professional risks and how to manage them.
• How to create it? You can draft it internally or outsource to a specialist. Must be updated annually or after significant changes in working conditions.

To learn more, see our dedicated post : How to Create Your Risk Assessment Document (DUER) for your Office in France

2. Prevention Plan (Plan de Prévention)

Required if external contractors perform risky work in your premises (maintenance, technical cleaning, etc.).

• What is it? A joint document outlining safety measures to protect third-party workers.
• How to create it? Co-written by your company and the contractor before any work starts.

To learn more, read our dedicated post : Prevention Plan.

3. Fire Safety Register

Mandatory for all buildings open to the public (ERP). It logs all fire safety checks (extinguishers, alarms, emergency exits…).

• What is it? A record of periodic inspections and maintenance of fire safety equipment.
• How to create it? Usually provided by fire safety service providers, and updated after every inspection.

To learn more, check our dedicated post : Fire & Safety Register

4. Mandatory Workplace Postings

Display legal information for employees: work hours, safety instructions, emergency contacts, health & safety reps (CSE/CHSCT).

• What is it? Legally required notices visible to all employees.
• How to create it? Free downloads available online, or order from HR providers.

To learn more, read our dedicated post : Mandatory Worplace Posters

5. Employee Register

Every hire must be recorded from Day 1. A basic legal requirement for all companies.

• What is it? A chronological record of employee entries and exits.
• How to create it? Can be managed on paper or digitally, must include mandatory legal details.

To learn more, see our dedicated post : How to Manage Your Employee Register in France.

6. Minor Workplace Accident Log/Register

For minor injuries not reported to the health insurance (CPAM). Also called Incident Reporting Registry or The register of minor accidents.

• What is it? A log of small incidents that don’t require sick leave or medical attention.
• How to create it? Must be approved by the CPAM, then maintained regularly.

To learn more, read our post on Minor Workplace Accident Register in France.

7. Technical Inspection & Maintenance Log

Air conditioning, elevators, HVAC, electrical systems—all must be maintained and logged.

• What is it? A register documenting equipment maintenance and mandatory inspections.
• How to create it? Maintenance providers usually supply it; employers must ensure proper record-keeping.

8. Liability & Business Insurance Certificates

Protects your business against damage or injury caused to third parties. Essential for any new space.

• What is it? Proof of business insurance coverage.
• How to create it? Obtain it from your business insurance provider.

9. Administrative Permits (if applicable)

Some businesses require permits or licenses (ERP status, alcohol sales, environmental declarations…).

• What is it? Documents authorizing certain regulated business activities.
• How to create it? Apply to your local authorities (town hall, prefecture).

10. Workplace Health Service File

Provided by occupational health services. Must be kept updated.

• What is it? An official health risk report for your company’s activities.
• How to create it? Contact your occupational health service to arrange a visit and get the report.

11. Accessibility Compliance Certificate (for ERP)

Mandatory for all premises open to the public.

• What is it? Confirms the building meets accessibility standards.
• How to create it? File a compliance declaration with the city hall after construction or upgrades.

12. Waste Management Log

Required under France’s 5-Stream Recycling Law or for spaces over 1,000 m².

• What is it? Tracks the type, volume, and disposal of waste produced by your business.
• How to create it? Set up a contract with a certified waste manager; use tracking forms (BSD).

13. GDPR Compliance Documentation

If you collect data (from employees or clients), you must document your GDPR compliance.

• What is it? Includes data processing logs, legal mentions, and consent procedures.
• How to create it? Use a lawyer or specialized GDPR tools to draft your policy and keep records up to date.

Moving Offices in France? fm4all Makes It Simple

Behind every task on this list lies a common truth: moving into new office space is time-consuming and risky without compliance.

fm4all offers tailored support for companies moving into offices in Paris and Île-de-France.

Our Services Include:

• Initial audit: Review of required and missing documents
• Document compliance: DUER, fire safety, maintenance logs, etc.
• Technical vendor coordination
• Landlord/tenant contract management
• Ongoing digital dashboard monitoring

Final Word: Moving Into an Office in Paris Requires More Than Just a Truck

Relocating your office is a growth opportunity—if you handle the legal and operational requirements right. This checklist gives you the foundation. For everything else, fm4all is your trusted co-pilot.

Download the full checklist, explore our services, or let us handle everything from safety to cleaning to office coffee. Because moving smart means moving with support.

Overview of Mandatory Office Compliance Documents by Category