Create a room-by-room list
Walk through every indoor and outdoor area, including closets, cabinets, the garage, attic, basement, patio, shed, and any off-site space. Under each room, record furniture, appliances, electronics, rugs, artwork, exercise equipment, and an estimated number of boxes. Use specific descriptions rather than broad labels. “Bedroom furniture” is less useful than “queen bed frame, queen mattress, two nightstands, six-drawer dresser, mirror, and approximately 12 boxes.” Note whether furniture must be disassembled, but do not assume that work is included in a quote. For boxes, group similar contents and identify unusual dimensions or weight. A practical entry might read “eight medium kitchen boxes, two dish-pack boxes, and one heavy box of cookware.” If you have not packed yet, mark box counts as estimates and revise them later. Before sending the list, compare it with both addresses. Remove anything you will sell, donate, discard, or transport yourself, and add belongings stored outside your main living areas.
Flag bulky, fragile, and handling-sensitive items
Mark anything that may require extra planning, equipment, protection, or more than routine handling. Useful details include approximate dimensions, estimated weight when known, material, condition, and clear photographs. Items to flag may include: • Pianos, safes, pool tables, large appliances, and exercise machines • Oversized sectionals, wardrobes, conference tables, or unusually tall furniture • Glass, mirrors, artwork, antiques, stone tops, and delicate electronics • Items that cannot be tilted or that have manufacturer-specific transport instructions • Furniture that may not fit through a doorway, hallway, stairwell, or elevator State whether an item is already disassembled, must remain assembled, or may need preparation by another qualified provider. Ask the mover to confirm whether each specialty item is within scope and whether any separate handling terms apply.
Record access, packing, and storage requirements separately
An inventory explains what is moving; access notes explain how movers can reach it. For both the origin and destination, record the property type, floor, number of stair flights, elevator availability, loading-area rules, and approximate walking distance between the truck position and the door. Mention narrow halls, tight turns, low clearances, steep driveways, gated entries, restricted move hours, loading-dock reservations, and any property-management requirements. Do not assume a curb or loading area will be available. Raleigh’s city government provides online parking maps that include loading-zone information, but property rules and posted restrictions still need to be checked directly. Keep packing and storage needs in distinct categories so they are not mistaken for transportation-only work. Identify: • Items or rooms requiring packing or unpacking • Boxes and protective materials you expect to need • Items needing crating or special preparation • Storage dates and the expected storage duration • Whether goods must be delivered in one shipment or split between locations Ask for the written estimate to distinguish transportation, labor, materials, access-related work, storage, and any specialty handling that the mover confirms is available.
Update movers whenever the scope changes
Treat the inventory as a dated working document rather than a one-time form. Send a revised version if box counts increase, furniture is added, an item is no longer moving, the addresses change, or new access restrictions emerge. Highlight revisions instead of silently replacing the original list. A simple change log—such as “added garage freezer,” “box estimate increased from 30 to 45,” or “destination elevator unavailable”—helps the mover reassess the request efficiently. Before accepting an estimate, compare the latest inventory and access notes with the written scope. Confirm that bulky items, packing, storage, stairs, elevators, and carry distances have been considered. An inventory improves the information available for quoting, but it does not guarantee a final charge or confirm that every requested service is available.