Print this checklist with the move documents and assign each section to a named person. Adjust it to the provider contract, building rules, rental terms, weather, household needs, and any professional safety instruction.
Open the control desk
Create one place for the move documents and one person responsible for decisions. The control role should not disappear into last-minute packing while the crew waits for answers.
- Charge phones and share crew, building, driver, and destination contacts
- Place estimates, contracts, inventory, access instructions, permits, and payment details together
- Separate keys, IDs, medication, valuables, devices, and first-night items from the load
- Photograph utility readings and existing property condition
- Clear exits, stairs, walkways, and the loading route
Use a bright, clearly marked no-load zone for anything that must stay with the household.
Walk the route before moving items
A five-minute route and inventory briefing prevents repeated questions and exposes access conflicts before heavy items are in motion.
- Confirm company, lead contact, vehicle, and planned destination
- Identify stairs, elevators, doors, parking limits, floor protection, and restricted areas
- Point out fragile, high-value, disassembled, or do-not-stack items
- Agree on room labels and the destination naming system
- Resolve inventory or document changes before loading begins
Do not rely on one person to direct both the vehicle and the inside route when the household can assign two roles.
Track loading and written exceptions
Loading is an inventory handoff. Watch item numbers, condition notes, loose components, and rooms that appear finished before signing that the origin is empty.
- Check items against the inventory as they leave
- Keep hardware bags attached or indexed to the correct furniture
- Record pre-existing damage and any new exception in writing
- Inspect closets, cabinets, attic, basement, garage, balcony, storage cages, and outdoor areas
- Keep doors, fire exits, sidewalks, and neighbor access clear
Photograph an empty room only after opening every built-in storage space in that room.
Protect the information needed at arrival
The household should be able to reach the destination and manage a delay without opening the moving vehicle.
- Carry the destination lease, keys, access codes, reservation details, and contact numbers
- Keep essential medication, water, chargers, clothing, pet or child supplies, and basic tools accessible
- Confirm the delivery or return location and route
- Retain copies of signed origin documents
- Notify the destination contact if timing changes
Do not place irreplaceable identity, legal, financial, or medical records in an unattended vehicle.
Direct placement before opening boxes
The fastest unloading is not always the fastest setup. Use room labels, preserve walking paths, and place large furniture before stacks make the route narrower.
- Inspect and photograph the destination before unloading
- Protect floors, corners, doors, and elevators as required
- Direct large furniture to measured positions first
- Check inventory numbers or categories as items enter
- Keep utility panels, exits, vents, appliances, and assembly zones accessible
Create one box corral per room instead of distributing unlabelled boxes across every open surface.
Inspect before signatures and payment
Pause while the crew and records are still present. Document missing or damaged property, verify agreed services, and preserve proof of payment and return obligations.
- Inspect visible condition and note missing or damaged items on the appropriate document
- Confirm assembly, debris, equipment, and other contracted services
- Review charges and use the accepted payment method
- Keep copies of signed delivery documents and receipts
- Complete final origin and destination walkthroughs, then return keys, permits, rentals, or elevator controls
Signing should record what happened, not erase an unresolved exception; use the provider's claim instructions for later-discovered damage.