Commercial Moving Guide
The following guide is a suggested outline for the move coordinator to follow. American Van & Storage is committed to satisfying the needs of our customers, which means we will work with you and your company to complete the move according to your specific goals.
Pre-move general guidelines
Move Preparation
Order your packing material with American Van & Storage. We sell legal-sized tote boxes, which are 2.3 cubic feet and made specifically for office files and papers. You will also need labels - it helps to have different colors for groups going to different areas, floors, and/or buildings. We sell self-adhesive labels in a variety of colors. We also provide a large selection of moving boxes in different shapes and sizes for any item in your office, plus packing material like paper and bubble wrap for fragile, high-value items. Plastic computer bags are also available for computer components.
Assign every employee, filing area, equipment and storage area with its own individual move number. Employees should then label each item to be moved to that location with the corresponding move number. To avoid confusion, have the employees write only the move number on the label.
At the destination, a plain sheet of paper with the appropriate move number should be taped the doorway or wall of the corresponding office, cubicle, filing room or storage area. The movers will place the contents according to move numbers.
If something does not have a label attached, our movers are instructed not to touch the item. This avoids confusion and limits the chances of something being moved twice that should not have been touched in the first place.
No contents and/or equipment should be moved to the destination by the employee, even if the designated office is vacant. This only adds to the confusion and may hamper the movers and any other contractors in the area.
Packing
Moving boxes must be assembled properly and should not be overloaded.
Weight should be evenly distributed as equally as possible throughout each box.
Boxes should be closed flat by interlocking the four top flaps.
Place a white sheet of paper with your name and move number on the inside of the box as a precaution should the move label rub off.
When applying labels to boxes, remove any old labels. DO NOT apply the labels to the top of the box - it will be covered when boxes are stacked. Affix label to ends of the box only.
Furniture Instructions
Drawers in all desks and file cabinets should be emptied and locked. Storage cabinets and bookshelves need to be completely empty. Often times furniture will be lifted onto its end, pushed over uneven surfaces or inclines and jostled during the moving process. Items left in the drawers will spill out and delay the moving process. Also, the additional weight of papers and other items left in file cabinets can cause damage to the furniture itself when it is moved.
When emptying the drawers of a file cabinet, start at the top and work down towards the bottom to prevent the cabinet from tipping over. Reload the file cabinet from bottom to top.
If a drawer or door is locked, tape the key to the furniture. This allows access to the inside of the piece, which should be empty.
Furniture should not be moved by employees. There are serious safety and workman's compensation implications when employees choose to relocate furniture themselves.
Equipment Instructions
Every piece of equipment should be labeled, and it must be powered down and disconnected at the designated time on the day of the move.
Computer components, printers, etc. should not be packed in boxes. We provide plastic computer bags for the mouse, keyboard, speakers, cords, etc.
Laptops should remain with the employee. Docking stations should be labeled to move.
Telephones should not be packed in a box. They can also go into computer bags.
Printers, fax machines and copiers will be moved by the moving company unless a third party service is required. Toner cartridges must be removed from copiers.
Miscellaneous
Personal property such as plants and artwork should be removed by the employee. The moving company does not assume any liability for any personal items.
Lamps and plants can be moved - please notify your move coordinator of any special items.
Remember, any item not tagged will NOT be moved.
Post-move Suggestions
-
Designate a "lost and found" area for any items that lose their labels.
-
Designate an area for empty boxes to be stacked. These boxes should be folded flat by each individual employee and stacked neatly.
-
Schedule a day to have a small crew of movers come out and assist any employees with additional furniture relocation. This crew can correct any errors from the move and are also able to remove any unwanted used boxes.
-
Immediately report any damages. Have employees direct questions and concerns to the move coordinator.
