Moving Planner: Week-by-Week Checklist, Budget and Box Inventory in a Spreadsheet

A moving planner lists everything between choosing a moving date and settling into the new place, ordered by how far ahead it must happen: booking movers, giving notice, transferring utilities, packing, the move-out walk-through and updating your address. Put it in a spreadsheet and every task gets a due date calculated from moving day and an owner, so the whole household can see what is late. Below is the complete checklist, then the spreadsheet with a moving budget and a box inventory.

The checklist by timeline

6 to 8 weeks before

• Confirm the moving date and when you can get the keys to the new place.
• Check your lease for the notice period and move-out conditions, then give written notice and keep proof.
• Get two or three estimates from movers, ideally after an in-home or video survey. Ask whether the estimate is binding or non-binding, what insurance or valuation coverage is included, and what extra charges apply for stairs, long carries or disassembly.
• For a move between states, check the mover’s USDOT number and registration with the Federal Motor Carrier Safety Administration.
• Start decluttering: sell, donate or schedule bulk pickup for what you will not take.

3 to 4 weeks before

• Book the movers or reserve a truck and helpers.
• Schedule utility start and stop dates: electricity, gas, water, trash and internet. Internet installation often needs the most notice.
• Reserve elevators or loading zones if either building requires it.
• Buy boxes, tape, bubble wrap and markers; pack rarely used items first.
• Arrange transfers of school and medical records if you are changing providers.

1 to 2 weeks before

• Submit your change of address with the U.S. Postal Service so mail is forwarded.
• Pack room by room, number every box and log it in the inventory below.
• Pack a first-night bag: documents, medication, chargers, toiletries, two days of clothes, basic tools, snacks.
• Confirm the time and address with the movers.

Moving day

• Be there when the crew arrives and point out fragile and high-value items.
• Count boxes at loading and unloading against the inventory.
• Photograph the empty old home and meter readings, do the walk-through with the landlord and hand in keys with a receipt.

After the move

• Update your address with your employer, bank, insurers, subscriptions and online stores.
• Update your driver’s license, vehicle registration and voter registration; many states set a deadline after a move, so check your state’s rules.
• Report any damage to the movers within the time limit in your contract.
• Follow up on the security deposit refund from your previous landlord.

Build the planner in a spreadsheet

Create a table with Task, Phase, Days before move, Due date, Owner, Status, Cost and Notes. Put moving day in a cell named MoveDate:

• Due date: =MoveDate-[@[Days before move]] (use negative numbers for tasks after the move)
• Days left: =IF([@Status]="Done","",[@[Due date]]-TODAY())
• Progress: =COUNTIF(Tasks[Status],"Done")/COUNTA(Tasks[Task])

Conditional formatting turns overdue open tasks red. If the date changes, edit one cell and every deadline moves. Splitting tasks between household members works like the chore chart template, and the to-do list template is handy for the last busy week.

Moving budget

The new security deposit and first month’s rent are usually due before the old deposit comes back, so add them on a separate cash-flow line. Afterwards, record actual costs in your monthly budget template.

Box inventory

One row per box: number, destination room, main contents, fragile (yes/no), open first (yes/no). Write the number and room on two sides of the box. In the new home, filtering the contents column tells you where anything is without opening every box. =COUNTA(Boxes[Number]) gives the total for counting at each end.

Tips that prevent problems

• Carry documents, jewelry, laptops and hard drives yourself.
• Photograph the back of the TV and computer before unplugging cables.
• Small boxes for heavy items, large boxes for light ones.
• Photograph valuable furniture before it is wrapped, in case of a damage claim.

Planning a housewarming afterwards? The event planning checklist uses the same deadline logic. More organizers are in Home & Family Organizers.

Frequently asked questions

How far in advance should I start planning a move?

Six to eight weeks for a local move, longer for a long-distance move or a busy season, mainly because good movers and internet installations book up.

What is the difference between a binding and a non-binding estimate?

A binding estimate fixes the price for the services listed; a non-binding estimate can change based on the actual weight or work. Read the details of each quote before comparing prices.

When should I change my address?

Set up mail forwarding about one to two weeks before the move, and update banks, employer and government records right after. Check your state’s deadline for driver’s license and registration changes.

Does the planner work in Google Sheets?

Yes, and the whole household can check off tasks from their phones.