Contact management at both addresses. Ask for the official move policy and the staff contact who controls reservations. Do not rely only on a neighbor’s experience or an old lease packet.
Get the building rules in writing
Ask management at both addresses before reserving labor or a vehicle. A mover can arrive on time and still lose the booked window if the building rejects its paperwork or access plan. Save the policy, reservation confirmation, staff contact, and payment receipt together so the person at the lobby can resolve a disagreement without searching email.
- Permitted move days and hours, including quiet hours
- Freight or service-elevator reservation process and time block
- Loading dock, curb, alley, or parking requirements
- Certificate of insurance wording and delivery deadline
- Move deposits, fees, and refundable damage charges
- Required floor, wall, elevator, or doorway protection
Measure the complete route
The narrowest point may be a hallway turn or elevator door, not the apartment entrance. Measure width and height at each opening, then note the clear turning space on both sides. Compare those numbers with the item in its actual carrying position after removable legs, shelves, cushions, or doors have been taken off.
- Building entrance and vestibule doors at their clear opening
- Elevator door, cab width, depth, height, and posted weight limit
- Hallways, corners, stair landings, railings, and low ceilings
- Apartment entrance, interior doors, and destination-room turns
- Large furniture in its moving orientation, including removable parts
- A disassembly plan and labeled hardware bag for every tight item
Plan vehicle and crew access
Long carries, stairs, and parking restrictions change labor time, equipment, and sometimes the written quote. Send photographs of the curb, loading entrance, stair run, and elevator to every bidder. Describe the route consistently so quotes are based on the same access conditions rather than different assumptions.
- Confirm where the vehicle can legally stop and how long it can remain
- Measure or pace the distance from vehicle to building entrance
- Identify every stair between curb, lobby, elevator, and unit
- Confirm cart or dolly rules and whether the crew supplies them
- Share access instructions, door codes, and contact numbers before arrival
- Create a backup unloading point in case the reserved space is blocked
Protect shared space
Document condition before the first item moves and follow the building’s required protection method. Take wide photographs that show location and close photographs that show existing marks. Keep the original timestamped files until any deposit has been returned and the final invoice has been settled.
- Photograph existing damage in elevators, hallways, doors, and floors
- Install approved floor runners, corner guards, and elevator pads
- Keep fire doors, exits, and resident paths clear
- Do not prop secured entrances without authorized supervision
- Assign one person to remove loose wrap, straps, and empty boxes
- Remove debris, tape, and abandoned packing material promptly
Build a room and item routing plan
An elevator move becomes slow when every item needs a destination decision at the apartment door. Give each room a short label and place the matching sign at the destination. Mark items that must not enter the elevator, such as documents traveling with you or furniture that needs disassembly first.
- Use the same room names on boxes, inventory, doors, and floor plan
- Mark fragile, upright-only, and do-not-stack handling instructions
- Choose a temporary box zone that does not block the entrance
- Reserve a clear assembly area for beds and essential furniture
- Separate donation, return, trash, and carry-with-you items
- Give the crew one placement decision-maker at the destination
Run a controlled move day
Assign one person to the apartment and one to the vehicle or lobby whenever the household size allows. The lobby lead protects the access window and tracks what enters the building; the apartment lead directs placement and keeps the destination route open. Both should have the inventory, management contact, and mover contact.
- Check in with building staff and confirm the reserved elevator
- Walk the route with the crew before loading begins
- Record the starting condition and any meter or key handoff
- Direct every box to a labeled room instead of a general pile
- Track keys, fobs, elevator controls, permits, and access cards
- Inspect shared areas and both apartments before signing out
Close the access loop
Return elevator controls, permits, loading-area equipment, keys, or protective materials as required. Photograph the route after the move and request written confirmation when a refundable move deposit or damage inspection is involved.