How to Inventory Everything Before Your Move: Protect Your Stuff
An inventory tells you exactly what you're moving. More importantly, it's your proof if something breaks or disappears.
We're Happy Helpers Moving Co., a veteran-owned company serving Sarasota and the Gulf Coast. Taking inventory before your move isn't busy work—it's insurance. This guide shows you exactly how to document what you own.
Here's your system for protecting your belongings.
Why You Can't Skip This Step
Every item you own needs to be documented before it goes on that moving truck. Understanding how to inventory belongings for moving gives you control over the entire relocation process.
An inventory protects you when you need to file an insurance claim. It shows you exactly what you have, so you can declutter effectively. It makes packing organized instead of chaotic. It lets you catch damage or missing items immediately instead of weeks later when it's too late to prove anything.
Here's what happens without an inventory: your TV arrives with a cracked screen, you can't prove it wasn't already damaged, insurance denies your claim, and you're out $800. Or a box goes missing, and you can't even remember what was in it. No proof means no claim.
We've seen this play out hundreds of times. People who skip the inventory always regret it.
Start 6-8 Weeks Out (Not the Night Before)
Begin your inventory when you start planning your move, not when the moving truck is in your driveway.
Do this room by room as you're going through your decluttering process. Document items while they're still visible on shelves and in closets. Once everything's packed in boxes, you've lost your chance to inventory properly.
Starting early means you're not rushed. You can be thorough. You catch everything instead of scrambling to remember what you own while movers are loading your truck.
Pro Tip: Combine inventory creation with decluttering for maximum efficiency. The Sarasota County Solid Waste Management offers resources for proper disposal and donation options throughout the area.
Pick Your System: Paper, Spreadsheet, or App
You've got three options for tracking your inventory. All work if you actually use them.
Paper lists are simple and need no technology, but they're hard to update and search. A moving inventory list template works well for those who prefer tangible records that don't require technology.
Moving apps is convenient, but it locks you into one platform. Spreadsheets like Excel or Google Sheets are our recommendation—searchable, easy to update, shareable, and you control the data.
Use whatever system you'll actually maintain. A perfect system you abandon is worthless. A simple system you stick with is gold.
We use spreadsheets. You probably should, too.
What You Need to Write Down for Each Item
Every entry in your inventory needs specific information.
Record these details:
- Item name and brief description ("Samsung 55-inch TV" not just "TV")
- Current room location
- Condition right now (good, fair, damaged—be honest)
- Current value (what it's worth today, not what you paid)
- Serial numbers for electronics
- Photo documentation
- Box number (you'll add this later when packing)
The more detail you have, the easier insurance claims become if you need them. But balance detail with actually finishing—you don't need to document every fork individually.
Go Room by Room (Don't Jump Around)
Pick a room. Document everything in that room. Check it off. Move to the next room.
Start with storage areas, guest rooms, and spaces you use least. Work your way toward daily-use areas like the kitchen and master bedroom last. This way, you're building momentum with easier rooms first.
Don't bounce between rooms. That's how you miss entire spaces or duplicate entries. Complete each room before starting another. Mark it complete in your system.
Systematic beats are scattered every single time.
How Much Detail Do You Actually Need?
Not every item needs the same level of documentation.
- Major items get individual entries: Every piece of furniture, all appliances, all electronics, anything worth over $100.
- Valuable items get detailed documentation: Jewelry, art, antiques, collectibles, high-end electronics—these need photos, serial numbers, appraisals, everything.
- Small items get grouped by category: Don't list every kitchen utensil. Write "kitchen utensils and gadgets." Don't list every t-shirt. Write "clothing - casual wear." Group intelligently.
Balance thoroughness with actually completing this task. A 90% complete inventory you finish is infinitely better than a perfect inventory you abandon at 30%.
Did you know the City of Sarasota Utilities can help you coordinate service transfers alongside your inventory checklist?
Take Photos That Actually Prove Something
Photos are part of your inventory, not separate from it.
Take wide shots of every room before you start packing. Shows what you had and its condition. Take close-ups of anything valuable from multiple angles. Photograph serial number plates on every electronic device. Document existing scratches, dents, or wear on furniture—proof it was there before the move.
Photo documentation checklist:
- Every room from multiple angles
- Close-ups of valuable items
- Serial numbers are visible and readable
- Existing damage or wear
- Electronics with model numbers showing
- Anything irreplaceable
Store photos with your moving inventory list. If you're using a spreadsheet, note which photos go with which items. Back everything up to cloud storage—Google Drive, Dropbox, iCloud, whatever you use. Phone photos disappear. Cloud backups don't.
Serial Numbers and Model Info (Write These Down)
Serial numbers are required for insurance claims on electronics. Get them now while you can see them.
Record serial numbers for:
- Every TV in your home
- All computers, laptops, tablets
- Gaming systems and consoles
- Major appliances (washer, dryer, refrigerator, dishwasher)
- Power tools and equipment
- Audio equipment and speakers
Take photos of serial number plates. They're usually on the back or bottom of devices. Include the photo with that item's inventory entry. Write the number in your spreadsheet too—photos can be blurry.
Insurance companies don't pay claims without serial numbers. Neither do police if items get stolen. Get them now.
Put Real Values on Your Items
Every item needs a value. Be realistic, not hopeful.
Use the current market value, not what you originally paid. That couch you bought for $2,000 five years ago? It's worth $400 now. Check Facebook Marketplace, eBay, or Craigslist for similar items to see what they actually sell for.
Valuation guidelines:
- Recent purchases (under 1 year): original purchase price
- Used furniture: 50-70% depreciation depending on condition
- Electronics: depreciate fast, check online marketplaces
- Antiques and collectibles: get professional appraisals
- Damaged items: factor in the damage
Keep receipts for anything you bought recently. For insurance purposes, you want replacement cost, not garage sale value. But be honest. Inflated values get claims denied.
Insurance adjusters aren't stupid. They know what things cost.
High-Value Items Get Extra Attention
Anything worth over $1,000 needs special documentation.
For high-value items:
- Get professional appraisals (antiques, art, jewelry)
- Keep original purchase receipts
- Certificate of authenticity for collectibles
- Photos from every angle showing details
- Consider separate insurance riders for very valuable items
- Note in your inventory that movers need special handling
Tell your moving company about high-value items before moving day. Professional movers take extra care when they know something's valuable. We need to know so we can plan proper protection. Creating a thorough home inventory before moving protects your most valuable possessions.
Don't assume movers know your lamp is worth $3,000. Tell us.
Update as You Pack Each Box
Your inventory becomes your packing system.
Number every single box as you pack it. Add that box number to your inventory next to every item you put in that box. Note which room the box should go to. Indicate fragile items and special handling requirements clearly on every box and your packing inventory for movers.
Box and inventory integration:
- Box #1 → List all items in Box #1 in your inventory
- Each item → Note which box number it's in
- Result: Need your blender? Check inventory, see it's in Box #14
This creates a two-way reference system. You can find any item instantly. You can see what's in any box without opening it. Unpacking becomes organized instead of a treasure hunt.
Update in real-time as you pack. Don't wait until later. Later becomes never.
Back Up Everything (Multiple Ways)
Your inventory is worthless if you lose it.
Save your spreadsheet to cloud storage. Email yourself a copy. Share access with your partner or family members. Keep it accessible on your phone. Print a physical copy to keep in your moving binder.
Backup strategy:
- Cloud storage (primary)
- Email copy (backup)
- Shared access (redundancy)
- Phone access (convenience)
- Printed copy (technology-proof)
Multiple backups mean nothing gets lost. Hard drives fail. Phones get dropped. Cloud accounts get hacked. Papers get soaked. Have all of them and you're protected no matter what happens.
This isn't overkill. This is preparation.
Share It With Your Moving Company
Give your movers a copy of your inventory before moving day.
It shows us exactly what we're moving and what needs extra care. We can verify everything's loaded. We can reference it during unloading. It helps us understand the scope of your move.
Professional moving companies use customer inventories. We do too at Happy Helpers. It protects both of us—you know, we acknowledged what we're moving, we know exactly what we're responsible for.
Share it when you confirm your moving date. Digital copy works fine. We don't need your full detailed version with values—just item descriptions and quantities.
Communication prevents problems. Your inventory is communication.
Pro Tip: Familiarize yourself with regulations through the Sarasota County Government website, particularly regarding parking permits for moving trucks in certain neighborhoods.
After the Move: Check Everything Off
Your inventory's job isn't done when the truck is unloaded.
Check off items as you unpack each box. Verify the condition of valuable items immediately—any damage needs to be documented right away for claims. Make notes if anything's missing or broken.
Post-move inventory use:
- Mark off items as you unpack
- Check the condition of the valuables immediately
- Document damage with photos
- Note any missing items
- File everything with your moving paperwork
Keep your completed inventory for at least one year. Insurance claims can take time. Damage might not be obvious immediately. You might find something missing weeks later.
After a year, you can probably toss it. But update it and save it for your next move. You've already done the hard work of documenting what you own.
Bottom Line: Document Everything Before You Pack
An inventory takes time. So does filing insurance claims with no proof of what you owned.
Document your belongings before packing starts. Take photos of everything valuable. Record serial numbers while you can see them. Back up everything multiple times. Update as you pack.
We're Happy Helpers Moving Co, veteran-owned movers serving Sarasota and the Gulf Coast. We inventory everything we move. You should inventory everything you own. That's how professional moves work.
When planning everything for your upcoming relocation, a comprehensive moving guide ensures smooth coordination with professional movers.
Ready to book your Sarasota move? Get your free estimate today. We'll review your inventory and provide accurate pricing based on what you're actually moving.
