How Inventory Works During a Move

The inventory process is one of the most practical and least talked-about parts of a professional move. Most people don’t think much about it until something goes wrong — at which point it becomes very important very quickly. Understanding how it works before moving day means you’re prepared to participate in it rather than just watch it happen.

Questions before moving day? Call Matt’s Moving at (612) 216-2665 or request a free estimate below.

For any professional move, the inventory process starts before moving day. Matt’s Moving sends a moving specialist to walk through your home and document what you’re moving before building your quote. This in-person review is how the estimate gets built from real information rather than a rough guess over the phone.

This pre-move walkthrough is the most important inventory step you’re directly involved in. The more complete and accurate your inventory is at this stage, the more reliable your quote will be and the less likely you are to encounter surprises on moving day.

• Walk every room yourself first. Include the garage, basement, attic, storage areas, and anywhere items live that aren’t in the main living spaces.
• Note specialty items specifically. Pianos, safes, gun safes, large exercise equipment, antiques, and anything else that requires special handling should be mentioned upfront. These affect what equipment the crew brings and how the job is priced.
• Be honest about what’s coming. If you’re still deciding whether to take certain furniture, make your best call before the walkthrough. Significant scope changes after the estimate is built can affect your final bill.

On moving day, particularly for long-distance moves, the crew will typically conduct their own inventory as items are loaded onto the truck. Each item or box gets noted, sometimes with a condition code that indicates its state at the time of loading.

This moving day inventory is the record that travels with your belongings. When unloading is complete at the destination, you’ll have the opportunity to check items against this list to confirm everything arrived and to note any condition changes.

For local moves in the Twin Cities metro, the inventory process may be less formal than on a long-distance job, but the principle is the same. You should be paying attention to what goes on the truck and doing your own mental or written account as loading progresses.

When a crew member notes an item’s condition on the inventory, they’ll often use shorthand codes to describe what they observed. Common examples include notations for scratches, dents, chips, or worn areas that existed before the move began. These aren’t judgments about your belongings — they’re documentation that protects both you and the mover.

If an item already has a scratch when it goes on the truck, having that noted upfront means there’s no dispute about whether the mover caused it. If an item arrives with damage that wasn’t noted at pickup, that documentation matters when you’re following up with the company.

Don’t ignore this step. Take a few minutes to look at what’s being noted as items are loaded, and speak up if you see something documented incorrectly.

• Before the estimate appointment: Walk every room and make your own list. Include large furniture, appliances, electronics, specialty items, and anything else that’s going. Bring this list to the estimate walkthrough and use it to make sure nothing gets overlooked.
• Before moving day: Confirm your inventory hasn’t changed significantly since the estimate. If you’ve gotten rid of a couch or added a piece of furniture, let Matt’s Moving know in advance.
• At the start of loading: Be present. Walk through with the crew lead, point out anything that needs special handling, and note any items that aren’t going on the truck.
• During loading: Keep an eye on what’s being documented. If a condition code gets added to something, make sure it reflects what’s actually there. If you disagree with how something is noted, say so before it’s on the truck.
• At delivery: Do a proper walkthrough before the crew leaves. Check your items against the inventory list. If something is missing or shows damage that wasn’t there at pickup, note it immediately and contact Matt’s Moving before the crew departs.

The inventory record is what you fall back on if anything goes wrong. If an item is missing, the inventory confirms it was loaded. If something arrives damaged, the condition documentation at pickup determines whether the damage happened during the move or existed beforehand.

Matt’s Moving is fully licensed, bonded, and insured, and carries more valuation coverage than the local average. But that coverage only works as intended when there’s a clear record of what was picked up and in what condition. Participating actively in the inventory process — rather than leaving it entirely to the crew — is the most practical thing you can do to protect yourself.

If you discover a problem at delivery, handle it on the spot rather than waiting. Note the issue on the delivery paperwork before signing off. Document it with photos. Contact Matt’s Moving at (612) 216-2665 as soon as possible with the specific item, a description of the issue, and any documentation you have from the move.

The sooner a concern is raised, the easier it is to address. Claims that come up days or weeks after delivery, without contemporaneous documentation, are harder to resolve regardless of which company you’re working with.