Moving day’s here, and your movers have called ahead and said they’ll pull up in 15 minutes. But… your living room is a maze of obstacles, you haven’t actually decided what’s staying and what’s going, and you’re still not sure if that couch will fit through the front door.
The move’s going to be far more of a challenge (and more expensive) than every party involved expected. The thing is, this situation is completely avoidable.
For your upcoming (or next) move, keep this checklist of what actually needs to happen before your movers arrive handy.
Four Weeks Before: The Big Picture Decisions
Decide what's going and what's not
At this stage, all you need is a pen and paper. Nothing has to be packed up yet – you just need to walk through the house, mentally flag items, and decide:
- What are you taking to the new place?
- What's going in storage temporarily?
- What's being donated or sold?
- What's going to the dump?
Be ruthless here. If you haven't used something in a year and it doesn't make you happy, it's not coming. Moving costs money by volume, and anything that you don't move saves money and hassle.
Get your exact inventory
You don't need a detailed list yet. Just rough numbers:
- How many bedrooms' worth of furniture
- Large items (dining table, couches, beds, dressers)
- Approximate number of boxes worth of stuff
- Specialty items (piano, pool table, exercise equipment, etc.)
This information matters because your moving company needs it to give you an accurate estimate and recommend crew size.
Book your movers
Call Smoother Movers or your moving company now. Don't wait. During peak season (May-August), preferred dates fill up four to six weeks in advance. Getting booked now means you get your preferred day and time window, not whatever they can squeeze you in.
Understand your building's rules
If you're moving out of a condo or apartment in North Vancouver:
- What are the moving hours allowed?
- Do you need to book the service elevator?
- Is there a damage deposit?
- What protection is required for common areas?
- What's the parking situation for the moving truck?
Get this information from your building management immediately. Some buildings require weeks of advance notice for move-out bookings.
Two Weeks Before: Logistics and Planning
Measure access points
Get a tape measure and check:
- Doorway widths (especially main entrance, bedroom doors, and bathroom doors)
- Stairwell dimensions, especially if there are turns
- Hallway widths in apartments or condos
- Window dimensions if you're moving something large through a window
- Service elevator dimensions at your current and new places
Do this before you're absolutely committed to every piece of furniture. If your sectional won't fit around that hallway corner, you need to know now, not on move day.
Confirm with building management (if applicable)
For condo/apartment moves, confirm:
- Elevator booking is actually reserved
- Any required documentation (moving company insurance, references) has been submitted
- Parking arrangements for the moving truck
- Damage deposit procedures
For house moves, know:
- Any homeowners association rules (some require advance notice)
- Parking regulations in your neighborhood
- Whether temporary parking is available for the truck on move-in day
Plan your packing approach
Decide whether you're packing yourself or hiring professionals. If you're hiring professionals, book them now. If you're doing it yourself, decide your timeline – spread across three weeks, or concentrated into one week?
If you need professional packing services, schedule this early. Professional packers get booked just like movers do.
Create an inventory system
You don't need a detailed list yet, but set up a system. Whether it's a spreadsheet, notebook, or notes on your phone, this is where you'll track:
- Items staying at your old place (if any)
- Items going into storage
- Large furniture that needs disassembly/reassembly
- Fragile items requiring special handling
- Items going to your new place
This sounds tedious, but it saves hours of confusion on moving day.
One Week Before: Detailed Preparation
Finalize your packing schedule
If you're packing yourself, break it down by room and commit to a timeline:
- Monday: Kitchen
- Tuesday: Living room
- Wednesday: Master bedroom
- Thursday: Second bedroom and hallway closets
- Friday: Bathrooms and miscellaneous
- Weekend: Last-minute items and final check
Be realistic. If you're working full-time, you're probably packing in evenings and weekends. Plan accordingly.
Start the actual packing process
Don't wait until the last minute. Pack items you don't use regularly first. Your winter coats can get packed in March if you're moving in May. Kitchen items you use every day get packed last.
Pack room by room and label everything. "Kitchen" is useless. "Kitchen—plates and bowls" is useful.
Arrange utilities at your new place
Contact the utility companies for your new address:
- Internet/cable (schedule installation before you move in if possible)
- Hydro/electricity
- Gas (if applicable)
- Water
- Phone (if applicable)
Don't do this on moving day. Do it a week before. Internet installation especially—if it's not scheduled, you might not have it for days or weeks after the move.
Forward your mail
Contact Canada Post and fill out a mail forwarding form. Do this a week before your move, not a week after. It takes time to process.
Notify important institutions
Update your address with:
- Your employer (if moving affects your workplace)
- Insurance companies (home, auto, health)
- Bank and credit card companies
- Any subscriptions or memberships
- Doctors, dentists, pharmacies
- Your kids' school (if applicable)
Three Days Before: Final Details
Deep clean your old place
Start doing the deep cleaning you'll do after move-out. Get the gross stuff done now (baseboards, windows, underneath furniture) when you're not rushing. This means less to do on the last day.
Defrost freezer (if applicable)
If you're taking your freezer, defrost it now. A dripping, wet freezer is a moving nightmare.
Empty the water heater (if you own it)
If you're taking your water heater, drain it. This is a detail but it matters.
Transfer hazardous materials
Movers won't transport:
- Paint, solvents, and flammable materials
- Propane or other gases
- Chemicals
- Anything explosive or hazardous
Take these yourself or arrange for safe disposal. Don't just leave them for the movers to refuse on move day – that creates problems.
Create your "first night" box
Pack a separate box or bag with items you'll need immediately at your new place:
- Toiletries and medications
- Phone chargers
- A change of clothes
- Bedding (at least pillows and one sheet set)
- Basic kitchen items (glasses, plates, utensils)
- Towels
- Any essential documents
This box moves with you, not on the truck. Take it in your car.
Confirm your move details
Call Smoother Movers and confirm:
- Pickup time and address
- Delivery address and time window
- Crew size
- Any special requests (piano movers, appliance or furniture handling, etc.)
- Parking arrangements
Don't assume anything is still on the calendar. A quick confirmation prevents disasters.
Two Days Before: Physical Preparation
Clear pathways
Walk through your home and remove anything blocking:
- The front entrance and hallway to the truck
- Stairways (if applicable)
- Pathways to any rooms where movers need access
- The garage or loading area
Movers need clear, direct routes. Every obstacle adds time.
Disassemble large furniture (optional but helpful)
If you're comfortable disassembling beds, desks, tables, and dressers, do it now. This:
- Saves time on moving day
- Reduces damage risk
- Makes items easier to move
- Reduces space needed on the truck
Keep all hardware (screws, bolts, dowels) in a labeled bag and tape it to the corresponding furniture piece.
Arrange childcare and pet care
If you have kids or pets, arrange for someone else to watch them during the move. Kids running around and pets getting stressed during the move isn't safe or helpful. Get them to a friend's house or your parents' place for the day.
Confirm new place access
Make sure you have access to your new place on moving day:
- Do you have keys?
- Is someone there to let movers in?
- Are there gate codes or building entry procedures?
- Is parking arranged for moving truck and your personal vehicles?
Missing access details create hours of delay. Confirm this explicitly with your landlord, real estate agent, or whoever controls access.
The Day Before: Final Check
Finish packing
Everything that's going should be packed except for items you're actively using (kitchen items you'll use tonight, bedding you'll sleep on, clothes you're wearing tomorrow).
Take photos
Before anything moves, take pictures of:
- Large furniture to document condition
- Valuable items
- Your old place (empty)
This documentation is useful for insurance claims if anything gets damaged.
Clean up
Do a final walkthrough and remove anything not being moved:
- Trash and recycling
- Items left for donation
- Anything on the floor or in closets
Prepare the truck entrance
Make sure the area where the truck will park and enter is clear:
- No cars parked there
- No obstacles or debris
- Clear sight lines for the driver
Moving Day: The Final Hours
Do final walkthrough of your old place
An hour before movers arrive:
- Use the bathroom (the last time at your old place)
- Have your first-night box and personal items ready by the door
- Do a final check of closets and storage areas for missed items
Assign someone to direct movers
If you have a partner, family member, or friend, have them be the point person for the movers. This person:
- Answers questions about items
- Directs placement of furniture
- Handles logistics
- Keeps the move organized
You're less useful than you think during the actual move. Let professionals handle the heavy lifting while you handle organization.
Document the truck's condition
When movers arrive, note the truck's condition (clean, damaged, etc.). This matters if items get damaged and you need to file a claim.
Have documents ready
Keep your moving contract, estimate, and any special instructions in one place and available. You might need to reference it.
After Movers Leave (That Day)
Final walkthrough of your old place
Once everything's moved out:
- Check every room, closet, cabinet, and drawer
- Look in the garage, storage areas, basement
- Check under sinks and in cupboards
- Don't assume empty means you didn't miss anything
People always leave something. Finding it before you leave is infinitely better than discovering it three days later.
Take photos of empty place
Document your old place empty and clean (if required by your lease).
Frequently Asked Questions (FAQs)
Q: What's the most commonly forgotten task on this checklist, and what happens if I skip it?
A: Confirming access to your new place. People assume they'll have keys or someone will be there. Then moving day arrives and movers are outside with a truck full of furniture, and nobody can get in. You lose hours while waiting for a landlord or real estate agent to show up, so make confirmation calls 2-3 days before.
Q: If I'm behind on the checklist, what's the absolute minimum I need to do before movers arrive?
A: Clear pathways, pack your essentials box, confirm your move details (time, address, crew size), and make sure you can access your new place. If those four things are done, movers can still do their job.
Q: How detailed does my packing schedule need to be, or can I just wing it?
A: A rough room-by-room breakdown helps, but you don't need military precision. The real goal is packing consistently throughout the week instead of trying to pack everything the night before.
Q: If I forget to notify my insurance company before moving, what happens?
A: Your homeowner's or renter's insurance might not cover items if something happens during the move or at your new address if you haven't updated them. It's not that you'll get denied a claim, but there could be complications or coverage gaps. Notify them at least a week before so there's no question about coverage during transition.
Q: Should I take photos of my old place while it's still furnished, or wait until it's empty?
A: Take photos while furnished (showing condition of walls, floors, fixtures) and again when empty (documenting that you left it clean). The furnished photos protect you if your landlord claims pre-existing damage. The empty photos show you left it in acceptable condition. Both serve different purposes.
Conclusion
This might look like a lot, but it's spread across four weeks. A little bit each week prevents the overwhelming chaos that happens when you try to move everything at once on the last day.Ready to move? Contact Smoother Movers for your free estimate and we'll help you plan the details from here!