Moving Supplies and Planning Tools: A Practical Checklist

The box of paperbacks and the lampshade need different supplies. Start with what you own rather than a bundle sized for an imaginary version of your home.

A useful checklist records what you need, what you already have and what still needs checking. Before buying, confirm which materials your mover will provide under the agreed packing scope. If you’d like help assessing your things, we offer a free video or in-person survey. Call (212) 203-3171.

Estimate supplies room by room

Walk through every cupboard, shelf and drawer. Separate things you’re moving from donations, items awaiting disposal instructions and belongings you’ll keep with you. Then group the moving contents by how they need to be packed.

Trial-pack a representative shelf or drawer. Record the box type, cushioning and tape used, then apply that observation only to comparable contents. A shelf of novels isn’t a useful guide to a shelf of glass bowls.

Use columns for room, contents, container type, estimated need, on hand and still needed. Update the list as you pack. Count specialty items individually and ask your mover to assess anything you cannot confidently match to suitable packaging.

Copy this reusable supply checklist

Add your own quantities after the room survey. Keep the list with your inventory so another person can check it before buying supplies.

• Boxes: Choose sizes suited to the contents, including smaller cartons for dense items. Record any specialty cartons that need confirmation.
• Tape: Choose carton-sealing packing tape compatible with the box surface and expected conditions. Follow its application instructions rather than substituting stationery or masking tape.
• Cushioning: Set aside clean packing paper, appropriate protective wrap and dividers where needed. Plan both individual wrapping and filling empty space.
• Pads: List furniture and large objects needing moving pads or blankets. Confirm what your mover supplies and which surfaces need special treatment.
• Labels: Gather labels and markers. Include destination room, box ID and any handling note your mover requests.
• Basic tools: Keep a tape dispenser, scissors, retractable cutter, tape measure and any manufacturer-specified furniture tools together. Leave disassembly you’re unsure about to the mover or a qualified technician.
• Inventory supplies: Have a notebook or digital list, hardware bags and tags, and a camera or phone ready. Match photographs and hardware bags to the relevant item ID.

Follow the existing box-labeling instructions and moving inventory guide rather than creating a second numbering system halfway through packing.

Check condition, ratings and manageable loads

Inspect reused cartons inside and underneath. Reject boxes with dampness, odors, food residue, pest evidence, crushed corners, torn panels, loose seams or missing flaps. More tape isn’t a substitute for sound cardboard.

Check the supplier’s instructions for the container and ask about any unclear markings or limits. Do not treat an old box as suitable just because it once carried something heavy.

Keep loads below the applicable limit and manageable for the person handling them. Ask your mover about heavy or awkward contents rather than testing your lifting limit. Split dense contents between smaller cartons; use larger cartons for lighter, bulkier things.

A shopping box is unsuitable when its condition, shape or limits don’t match the job. Thin retail display cartons and padded mailing envelopes aren’t substitutes for moving cartons. Remove obsolete shipping labels without weakening the box.

For free or low-cost options, ask neighbors, community exchange groups or local shops for clean surplus cartons, with permission. Inspect each one before accepting it. Compare borrowed or rented reusable containers with purchased boxes, including collection arrangements and return terms.

Match protection to the object and the journey

Reusable lidded containers are an option when their dimensions, closure and load limits suit the contents. Confirm that your mover accepts them and don’t assume the lid permits unlimited stacking.

Kraft paper can be useful for void fill or wrapping suitable everyday objects. Don’t assume ordinary kraft paper is appropriate against photographs, delicate finishes or artwork. Follow the fragile-item guide and ask a conservator about sensitive art surfaces.

In a studio, list sketchbooks, paper pads, pencils, clean dry brushes and empty palettes separately from chemical products. Keep solvents, fixatives, aerosols, paints and adhesives on a review list with their original labels. Ask the mover about transport acceptance and consult the manufacturer or local household hazardous-waste program about handling and disposal. Don’t mix uncertain materials into ordinary supply boxes.

For finished pieces, use the artwork packing guide and get item-specific advice before choosing materials.

Moving protection and parcel shipping are different checks. Before sending anything by parcel carrier, consult that carrier’s current packaging requirements for the item and service. Don’t assume a padded object prepared for a moving truck meets parcel requirements.

Set up a packing station

Choose an accessible place for tape, labels, markers and clean wrapping material. Keep it out of doorways and away from anything still needed for cooking or daily use.

Use a small tray or container for the tools that tend to travel around the home. Return them there when you finish an area, and tell anyone helping where they belong. Keep cutting tools closed and out of children’s reach.

Keep spare boxes flat until needed, with a clear place for completed cartons. Separate personal bags and first-night supplies from the moving load so they do not get packed by somebody being helpful.

Put the supply list beside the station. Cross off purchases as they arrive and note what is running low before starting another room. Check a shop’s actual return terms before relying on being able to return unused materials.

Keep a simple record that you can open on moving day

A notebook or spreadsheet is enough if everyone helping can understand it. Use the same room names and box IDs on the list, the cartons and the photographs.

Record what is packed, what still needs preparation and who is handling any unresolved item. Keep a printed or locally accessible essentials list in case you cannot get online during the move.

If you use a shared digital document, limit access to the people who need it. Keep payment details, keys, passwords and property access codes out of the inventory.

Plan where materials go afterward

Before packing donation items, confirm the recipient’s current acceptance rules, condition requirements and collection arrangements. Label those containers separately from belongings going to the new home.

As you unpack, separate clean, sound cartons and reusable pads from damaged or soiled materials. Keep useful paper and cushioning dry, then offer suitable materials to someone who needs them. Remove personal labels first.

Check local disposal rules for cardboard, kraft paper, plastic wrap and loose fill. For starch-based loose fill, follow the product instructions and the receiving program’s rules. Don’t assume it belongs in recycling, compost or the drain. Ask the local waste authority when the route is unclear.

If you’d rather have help packing particular rooms or objects, review our packing service and confirm the materials included before completing your shopping list.