Give every large item and each packed box an identifier, then connect it to a room in the new home. The same list can help a mover prepare the estimate and help the household check the load at delivery.
Download the blank inventory CSV. Open it in a spreadsheet app, enter your belongings and print a working copy for moving day.
One row per item or box
| Field | What to enter |
|---|---|
| Item ID | A short identifier you also put on the label |
| Item or box description | Furniture name or a useful description of the contents |
| Current room | Where the crew will find it |
| Destination room | Where it should be placed |
| Dimensions | Width, depth and height for large pieces |
| Condition photo | Filename or a private link to the photograph |
| Packing responsibility | Household or moving crew |
| Delivery check | Received, missing or condition issue |
Fill it in before requesting estimates
Walk through each room and record what will travel. Keep discarded or donated items out of the final moving list. For a piece that will be dismantled, note the parts and where the hardware will be kept.
KGB's moving procedure asks customers to identify particularly fragile items before the move. Put those handling notes beside the relevant item rather than in a separate message the packer may not have.
Add a simple furniture plan
Sketch the rooms and mark the intended position of beds, wardrobes and desks. Use the same item IDs from the list. Include the door swing and access needed for later appliance installation. Add furniture measurements and the space needed to open doors and drawers.
At delivery, direct furniture using that plan and mark the list as goods arrive. If a box is missing or an item is damaged, record the specific ID and keep the related photographs.
Do not include private identity documents or detailed valuables lists in a file shared more widely than necessary. Keep the household's own copy available during loading and delivery.
The truck-space guide explains which measurements help the estimate. The damage record guide covers what to save when the delivery check finds a problem.
A small example of a completed inventory
The following entries illustrate the method. Replace them with your own belongings and measurements; they are not a suggested load for a particular home.
| Item ID | Description | Arrival room | Linked record |
|---|---|---|---|
| F01 | Desk with removable legs | Study | Dimensions, condition photo and labeled hardware bag |
| F02 | Bookcase with loose shelves | Living room | Shelf count and handling note |
| B01 | Everyday kitchen dishes | Kitchen | Box label and packing responsibility |
| B02 | Seasonal clothing | Storage room | Contents note and delivery check |
If the desk is dismantled, keep F01 on the parts labels as well as the main inventory row. If the dishes become two cartons, create a separate identifier for the second carton. Do not leave one row describing a single box after the actual load has changed.
Keep dimensions in a consistent unit and state that unit on the sheet. Where an item has an unusual projection or cannot be dismantled, add a note and photograph rather than forcing it into a simple size description. The mover needs to understand the shape as well as the numbers.
Keep versions without losing the final load
Save the inventory shared for each estimate with a clear version date. When an item is sold or a new piece is added, update the list and send the changed entries to the companies still pricing the move. Mark the accepted version so the crew and household do not use different copies.
During delivery, work from that final list. Mark goods as they arrive and identify any unresolved entry before putting the sheet away. Keep condition issues linked to the item identifier and photographs; a general note that something is missing does not help locate a particular carton.
After the move, retain the list with the accepted quote and any correspondence. Remove unnecessary personal information from copies shared outside the household. The inventory is a practical load and handover record, so it should remain readable without including private documents inside the spreadsheet itself.