Make one access sheet for each building
Link to this sectionRecord the building address, management contact, move-day contact, permitted moving hours, approved entrance, and elevator reservation. Ask for current written moving instructions, including weekend or holiday restrictions. Confirm how early the crew may arrive and whether the appointment includes setup and cleanup.
Ask about required mover paperwork, any certificate-of-insurance wording, protection for floors or elevators, deposits or fees, and how completion is confirmed. Requirements vary. Send the building’s exact instructions to the mover; avoid rewriting insurance language yourself. Track “submitted” separately from “accepted.” An email attachment sent to management is not yet a confirmed elevator slot.
Measure the route that furniture will actually take
Link to this sectionWalk from the legal truck position through every doorway, turn, ramp, elevator, and corridor. Record narrow openings and corners. Ask management to confirm elevator dimensions and load limits. Measure large furniture in its intended transport configuration, including protruding handles or feet. Photograph problem areas for the mover without capturing neighbors’ private information.
Give the mover the measurements and ask how each oversized item will be handled. Do not assume that a sofa fitting through your apartment door means it will turn into the elevator. Resolve disassembly and reassembly responsibility before move day. If an item needs specialized handling, obtain an appropriate plan instead of asking the crew to improvise on arrival.
- Check both the entry opening and the space beyond it
- Include stair landings, low ceilings, and tight turns
- Confirm permitted dolly use
- Keep exits and shared routes clear
Check the street separately from the building
Link to this sectionAsk the city or other responsible road authority whether the truck needs a parking, street-occupancy, or loading permit at that address. Check which vehicle or container types the rules cover, application windows, sign-posting duties, and who handles an occupied space. Building approval does not reserve public curb space. Check the space permits your vehicle type.
Boston, for example, has a moving-truck parking reservation process with application and advance sign-posting instructions. Use the official instructions for your street, including roads controlled by another agency. Assign a named person to apply, collect and post signs if required, and keep the confirmation. Do not rely on cones or handwritten signs unless the authority permits them.
Align the two reservations with a realistic journey
Link to this sectionPut pickup access, loading, travel, unloading, and each building’s closing time on one page. Ask the mover whether the schedule is workable for your inventory and access conditions. Include the practical time needed for elevator trips and protection installation. An available loading window and an available unloading window can still be incompatible when the drive sits between them.
For example, an old-building slot ending at noon and a new-building slot beginning at noon leave no travel time. Ask one building about another slot before committing to that combination. Confirm who can authorize an extension and what happens if the crew is late. If the destination will not accept an uncertain delivery window, discuss the conflict with the mover before booking and price any necessary alternative.
| Checkpoint | Confirmation to keep |
|---|---|
| Pickup building | Date, start/end time, entrance, accepted paperwork |
| Street access | Allowed position, permit status, sign duties |
| Destination building | Reservation, keys, contact, delivery restrictions |
| Mover | Access details received; timing and charges explained |
Resolve access charges while you can still choose
Link to this sectionSend the same access sheet to every mover you are comparing. Ask whether the written estimate includes the actual stairs, carrying distance, elevator use, waiting time, and any smaller-vehicle transfer that the location requires. Have the mover define a charge trigger in ordinary terms. Keep unknown amounts visibly unresolved in your comparison rather than entering zero.
If the building changes your entrance or the street position becomes unavailable, notify the mover promptly and ask for the written effect on scope and price. Record building deposits separately from moving charges, including what the building says about release or deductions. A refundable deposit still affects the cash you need before the move. Resolve costs rather than assuming what is included.
Run a short access check before loading starts
Link to this sectionConfirm keys, staff coverage, the elevator, and the approved parking position with the responsible contacts. Take dated condition photos of the parts of the shared route you are asked to protect. Tell the crew about the agreed entrance and surfaces before items leave the truck. If the elevator or parking plan fails, contact management and the mover to agree on the next step before an improvised route creates damage or cost.
At the end, check the shared route, remove your packing waste and temporary signs as required, return borrowed access items, and ask how the reservation or deposit is closed out. Save any completion confirmation with your move records. Your final checklist should show which building obligations are finished and which refunds or documents still need follow-up.