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Pre-Move Checklist

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PRE-MOVE CHECKLIST AND SERVICE AGREEMENT

Client Name:    Moving Company Name:

Effective Date:    Primary Contact Phone:

RECITALS

WHEREAS, Client desires to retain Moving Company to provide packing, handling and transportation services in connection with Client's relocation described in the Scope of Work below; and

WHEREAS, Moving Company represents that it is suitably qualified, licensed, and insured to perform the services and will perform such services in a professional manner in accordance with industry standards; and

WHEREAS, the parties desire to set forth certain pre-move preparations and mutually binding service terms, including payment, liability allocation, and confidentiality obligations.

SCOPE OF WORK

PRE-MOVE CHECKLIST

The following items shall be completed or acknowledged by Client prior to the move. Moving Company may rely upon Client's representations below.

Inventory completed and provided to mover    Notes:

Fragile items boxed and clearly labeled    Notes:

Utilities scheduled for disconnection/transfer    Notes:

Elevator reservation / loading dock arranged    Notes:

Parking permit / curbside space confirmed    Notes:

Keys, remote controls, and garage codes provided to mover    Notes:

High-value items and documents segregated and retained by Client    Notes:

Pet transport or care arranged    Notes:

Client has confirmed valuation coverage or declared value with mover    Coverage type:

Insurance provider / policy number:

Electronics backed up and disconnected    Notes:

Final walkthrough and utilities check completed    Notes:

PAYMENT TERMS

Total Fee: $    Deposit Amount: $

Late Payment Fee: . Any overdue balance shall accrue interest and/or late charges as specified above, and Client shall be responsible for collection costs and attorney fees incurred to enforce payment.

TERM AND TERMINATION

Term Start Date:    Term End Date:

Either party may terminate this Agreement for material breach by providing written notice to the other party. Notice Period: days. Upon termination, Client shall pay for services performed up to the termination date and any reasonable demobilization costs.

CONFIDENTIALITY

Each party agrees to treat non-public business information disclosed by the other party in connection with the services as confidential and shall not disclose such information except to employees or contractors who have a need to know or as required by law. This obligation shall survive termination of this Agreement for a period of two years.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of , without regard to its conflict of laws principles.

ENTIRE AGREEMENT

This document, including the Scope of Work and Pre-Move Checklist, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior negotiations, representations, and agreements, whether written or oral. Any amendment must be in writing and signed by both parties.

ADDITIONAL NOTICES

Client certifies that all information provided in this checklist is accurate to the best of Client's knowledge and acknowledges that failure to disclose material information (including hazardous materials, unmarked valuables, or structural impediments) may result in additional charges or refusal to perform services.

Client (Print Name):

By:

Date:

Mover (Print Name):

By:

Date:

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What the Pre-Move Checklist Is and when to use it

A Pre-Move Checklist is a structured list that documents tasks, contacts, dates, and documents to complete before relocating a residence or business. It centralizes items such as utilities, address changes, mover bookings, inventory, insurance notifications, and required signatures so responsible parties can coordinate actions, confirm readiness, and preserve evidence of completed steps. For many organizations and individuals the Checklist supports timely handoffs, reduces missed obligations, and provides an auditable record that can be shared electronically or retained for compliance and dispute resolution.

Benefits of using a formal Pre-Move Checklist

A formal Checklist reduces missed tasks, documents the chain of responsibility, shortens coordination time, and helps avoid last-minute expenses or service interruptions. It also creates a durable record that supports billing disputes, deposit returns, and regulatory or contractual obligations when properly completed and retained.

Benefits of using a formal Pre-Move Checklist

Who commonly completes a Pre-Move Checklist

Different roles use the Checklist to coordinate a move, assign tasks, and confirm completion before and after relocation.

  • Homeowner or Renter — Primary occupant managing personal move tasks and documentation.
  • Property Manager or Landlord — Coordinates move-out inspections, deposit accounting, and vendor access.
  • Corporate Relocation Coordinator — Manages employee moves, expenses, and vendor authorizations.

Each role may use the same Checklist template but adapt responsibilities, required attachments, and approval steps to reflect lease terms, company policy, or legal duties.

How to complete the Pre-Move Checklist — step by step

Follow these sequential steps to prepare, review, and finalize the Checklist so it serves as a clear record for all parties involved.

  • 01
    Prepare: List all properties, key dates, and contacts before assigning tasks.
  • 02
    Assign: Allocate responsibilities and target completion dates to named parties.
  • 03
    Attach: Include supporting documents: lease, mover contract, permits, and photos.
  • 04
    Confirm: Collect signatures or electronic acceptance and store the completed record.

Essential components of a professional Pre-Move Checklist

A robust Checklist combines practical items, verification evidence, and contact data so it functions as both a task list and a record for disputes or refunds.

Task List

Actionable items organized by timeframe (weeks/days) with assigned owners and completion checkboxes for clear accountability.

Inventory

Detailed list of belongings, condition notes, and photos to support insurance claims and security deposits.

Vendor Details

Mover, utility, and repair contacts with contract numbers, deposit amounts, and cancellation policies included.

Documentation

Attached lease, permits, mover contract, ID copies, and insurance certificates for verification and compliance.

Calendar

Key dates for bookings, utility stop/start, lease notices, and post-move inspections to prevent service gaps.

Signatures

Designated signature blocks for parties, with space for electronic signature, printed name, title, and date.

Required data fields at a glance

Full name: Legal name
Current address: Street, city, state, ZIP
New address: Street, city, state, ZIP
Move date: MM/DD/YYYY
Contact phone: Mobile or daytime number
Insurance policy: Carrier and policy number

Common mistakes to avoid when preparing the Checklist

  • Missing or incomplete mover contract details that complicate claims or refunds after damage or delays.
  • Failing to update address with key agencies early enough, causing missed billing or important mail delivery.
  • Not attaching photos or condition notes, which increases the risk of deposit disputes with landlords.
  • Using inconsistent names or dates across documents, which can void authorizations or hinder electronic verification.

Risks and potential consequences of an incomplete Checklist

Lost deposit: Forfeiture risk
Service interruption: Utilities disconnected
Insurance denial: Insufficient proof
Lease breach: Early-termination fees
Billing errors: Incorrect mail forwarding
Access delays: Vendor scheduling issues

Typical deadlines and timing recommendations

Key deadlines vary by task; plan with buffer time to accommodate third-party schedules and statutory notice periods.

Change of address:

Submit to USPS at least two weeks before move

Utility transfers:

Schedule 7–14 days before move date to avoid gaps

Mover booking:

Reserve 4–8 weeks ahead for peak seasons

Lease notice:

Provide required notice per lease (often 30–60 days)

School enrollment:

Complete transfer forms before school term starts

Milestone timeline for a typical household move

A sequential milestone view helps coordinate major tasks from planning through post-move follow-up.

01

6–8 Weeks Before

Research movers, request estimates, book preferred vendor.

02

4 Weeks Before

Notify landlord, schedule utilities, start packing nonessentials.

03

2 Weeks Before

Confirm mover details, finalize inventory, update address with payers.

04

Move Day & After

Conduct walkthrough, document conditions, close out final tasks.

Where to send, file, or distribute the completed Checklist

Use a clear routing path so each stakeholder has access to the Checklist and attached evidence when needed.

  • Upload: Store PDF in shared cloud folder for access.
  • Assign: Email responsible parties or create tasks with due dates.
  • Sign: Collect signatures digitally or on printed copies.
  • Archive: Save final copy in records retention system.

Recommended digital workflow settings for online completion

Configure the online workflow to reduce friction while preserving identity and auditability.

Field Configuration
Reminder Schedule Daily until assigned task is completed
Authentication Email link plus optional SMS code
Attachments Allow PDF, JPG, PNG uploads for proof
Audit Trail Capture IP, timestamp, and signer email

Technical and integration considerations for eSubmission

Choose a platform that supports common file formats, audit trails, and the integrations your team uses for collaboration and storage.

  • File types: PDF, DOCX, JPG supported
  • Integrations: Google Workspace, Microsoft 365, Box, Procore
  • Authentication: Email, SMS, or advanced methods

Ensure the platform meets any regulatory needs (for example HIPAA for health-related moves) and retains an immutable audit trail for dispute resolution.

Real-world examples of electronic Checklists in use

These examples show how teams and small businesses use electronic records and signatures to coordinate moves and preserve compliance.

Tim Martin, Founder, Martin Properties

Property managers shifted to online Checklists to centralize move-out tasks and proof of condition.

  • Reduced in-person coordination for tenants and vendors.
  • "I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently."

Brian Fitzgibbons, COO, Optica Ventures LLC

A small portfolio used a standard Checklist template to speed tenant turnover and claim resolution.

  • Faster turnaround between leases.
  • "The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers."

Who can sign or authorize the Checklist

Homeowner

The homeowner or primary tenant signs to confirm completion of move-out tasks and authorizes vendor access; their signature attests to inventory accuracy and initiates deposit accounting or contractor payments.

Property Manager

A property manager or landlord signs to acknowledge receipt, confirm inspection results, and authorize refunds or chargebacks according to lease terms; their role requires access to supporting documents and recorded evidence.

How the Pre-Move Checklist differs from related documents

Compare the Checklist with an inventory/condition form to choose the right document for task coordination vs. evidentiary recordkeeping.

Criteria Pre-Move Checklist Inventory Form
Primary purpose coordinate tasks document item condition
Signature required often commonly
Notarization rare rare
Retention focus operational evidentiary

eSignature vendor comparison for managing the Pre-Move Checklist

Common capability and price comparisons for eSignature platforms used to collect, store, and manage Checklists; signNow is listed first per vendor comparison conventions.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies by plan Varies by plan Varies by plan Varies by plan
Bulk Send Yes (Premium) Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Frequently asked questions about the Pre-Move Checklist

Answers to common questions about eSigning, notarization, retention, and distribution of the Checklist in the United States.


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