How should I document my belongings before a move?
Quick Answer
Take photos and video of every room, open every drawer and closet. Photograph serial numbers on electronics. Keep receipts for high-value items. Create a spreadsheet of valuable items with descriptions and values. Store documentation in the cloud.
Thorough documentation before a move is your best defense if anything is lost or damaged. Here is a systematic approach.
Photo and video documentation: walk through every room and record video showing the condition and contents. Open drawers, closets, and cabinets. Show items from multiple angles. Close-up photos of valuable items, focusing on any distinctive features or existing wear. Photograph serial numbers, model numbers, and any identifying marks on electronics and appliances.
Create an inventory spreadsheet: for each valuable item, record the item description, brand and model, approximate age, purchase price (if known), current replacement value, condition (excellent, good, fair), and where to find the receipt or appraisal.
Gather supporting documents: receipts for items purchased in the last 5 years, appraisals for antiques, art, and jewelry, warranty cards and registration documents, and insurance riders for specific high-value items.
Storage and backup: upload all photos, videos, and documents to cloud storage (Google Drive, Dropbox, iCloud). Email a copy to yourself. Keep a physical copy in a folder that travels with you (not on the truck). Share the folder with a trusted family member.
For the mover's inventory: the moving crew will create an inventory at loading, noting the condition of each item with codes (scratched, dented, torn, etc.). Watch this process carefully. If you disagree with a condition notation, say so and note it on the form. Do not sign the inventory if it is inaccurate.
At delivery: compare delivered items to the pickup inventory. Note any damage or missing items on the delivery receipt before signing. This contemporaneous documentation is the strongest evidence in a claim.