How to Prepare Your Home Before Movers Arrive: Rooms, Paths and Access

Direct answer

Prepare the worksite, not merely the belongings

A home is ready for movers when the agreed inventory is accurate, the customer's packing tasks are complete, doors and walking routes are clear, property access is confirmed, and every exception is identified before lifting starts. Readiness is not measured by how many boxes are visible. A beautifully stacked room can still be unworkable if it blocks a stair, hides an unlisted item or forces a loaded cart around a tight corner.

Think of the home as a temporary worksite shared by the household and moving crew. Remove avoidable obstacles, separate property that will not travel, secure children and pets, and make unresolved items easy to discuss during the walkthrough. Canadian Centre for Occupational Health and Safety guidance emphasizes housekeeping, clear aisles and control of slip or trip hazards. Those workplace principles translate sensibly to a busy loading day without turning this guide into a site-specific safety assessment.

Start with the provider's instructions because services differ. A full-packing booking, a labour-only load and a complete residential moving service place different duties on the customer. Confirm who packs, disassembles, disconnects, protects surfaces and handles specialty items. Then use the remaining sections as a home-preparation audit, adapting each step to the property, agreement, weather and needs of the people present.

Choose one move supervisor and one backup before preparation begins. That person should have authority to answer work details questions, show the property and approve documented changes, while other household members follow the agreed zones. Central coordination does not mean one person performs every task. It means the mover receives consistent instructions and can identify who will resolve an exception instead of asking several people who remember different versions of the plan.

Define ready with evidence: sealed cartons, updated lists, confirmed access and inspected routes. Avoid judging readiness from a percentage or the number of rooms that look empty. One unresolved safe, elevator booking or garage can determine whether the planned move works. A short written readiness review gives the supervisor a defensible answer and directs the last available hours toward operational gaps instead of cosmetic tidying.

• Match the home's condition to the written work requested.
• Keep all working routes clear enough for people and appropriate equipment.
• Separate exclusions, valuables and personal essentials before the crew arrives.
• Surface every unresolved item during the pre-loading walkthrough.

One week out

Convert the final week into dated readiness checkpoints

Seven days before the move, review the contract, current inventory, addresses, start arrangements and customer responsibilities. Check that building reservations, keys, loading permissions and contact details still match the plan. Do not assume an old email remains current after a date or destination change. Record the final confirmation and place it somewhere accessible to the person supervising moving morning.

Five to three days before, finish decisions that affect volume or special handling. Confirm whether undecided furniture will travel, whether a storage locker is included and whether packing help is still required. Photograph unusual pieces and provide dimensions when the mover has not seen them. A late disclosure may affect truck space, equipment or timing even when the household views the item as only one more piece.

During the last two days, finish ordinary packing, remove waste, create protected no-load zones and inspect every path. Leave only approved last-use items open. Charge telephones, prepare weather supplies and assign roles to household members. The night before, stop reorganizing rooms simply to make them look tidy; preserve the route map and zones that the crew will need to understand quickly.

Add buffers for tasks that depend on another party. A donation pickup, building inspection, appliance technician or key release can fail or arrive late. Record the latest time each dependency can change without affecting the move, and prepare a lawful alternative. A buffer is not empty time; it is the space that prevents one missed appointment from forcing waste, blocked access or an undisclosed inventory addition into moving morning.

Review progress at the same time each evening rather than continuously changing priorities. Close completed tasks, identify blocked work and assign the next day's limited decisions. This rhythm helps families avoid opening finished cartons because another person cannot find an item. Keep a small last-use list and a cut-off time after which additions require the supervisor's approval and, where material, notice to the mover.

• Day seven: verify documents, date, contacts, addresses and building bookings.
• Days five to three: close inventory and specialty-item decisions.
• Days two to one: finish packing, waste removal and route preparation.
• Moving morning: conduct one controlled walkthrough before loading.

work requested

Write down what the crew will do and what must already be complete

Read the work by task, not by package name. Packing services might cover the full home, selected rooms or fragile articles only. Furniture disassembly may include standard bed frames but exclude mounted, built-in or unusually complex pieces. Appliance moving may require a qualified trade to disconnect or reconnect specific services. Ask questions early enough to arrange any work the moving company does not provide.

Create two columns: mover responsibility and customer responsibility. Include cartons, loose items, wardrobe contents, hardware, wall-mounted objects, electronics, appliances, outdoor property, storage spaces and disposal. Add the completion deadline and the person responsible. This simple table prevents a household member from leaving a task for the crew because someone described the booking as full service without checking the actual document.

Confirm what happens when a responsibility is incomplete. The mover may be able to add a service through a written change, may need more time, or may be unable to transport an item. Do not rely on an assumption that every unfinished task can be purchased at the door. Use the packing-services overview to frame questions, then obtain a provider-specific answer and price where the work changes.

Read exclusions as operating information rather than boilerplate. A company may exclude mounted items, hazardous goods, live plants, valuables, internal appliance servicing or property repair. Decide who will handle each exclusion and when. If the household cannot complete it, ask whether an approved third party or revised service is possible. An exclusion left without an owner usually returns as an urgent question when there is least time to solve it.

Record service boundaries at room level when the booking is mixed. If the mover packs the kitchen but the household packs every bedroom, mark that division and keep customer-packed cartons outside the professional packing workspace. If only fragile items are included, identify them before ordinary packing hides them. This prevents duplicate work and makes it possible to assess an unfinished customer task without reopening a room the crew was assigned.

Inventory accuracy

Reconcile every room, locker and outdoor space with the estimate

Walk through the property using the same sequence as the quote inventory. Check bedrooms, closets, cupboards, basement, garage, balcony, shed, attic, storage locker and any items held elsewhere. Open large furniture only as needed to confirm contents. Mark added, removed and undecided pieces instead of sending the mover a replacement list with no explanation of what changed.

Give special attention to items that affect operations: oversized sectionals, solid-wood pieces, exercise machines, safes, pianos, tool chests, planters, glass panels and awkward outdoor equipment. Record approximate dimensions, location and access. A photograph can show shape but may not reveal weight, detachable parts or a narrow turn, so pair images with concise written notes.

If the inventory changed materially, use the revised-estimate workflow before moving day. Ask whether crew, truck, equipment, duration or price assumptions still apply. A confirmed update protects the household from surprise and gives the provider a fair opportunity to plan. Keep the response with the original estimate and accepted contract.

Use a final inventory status for each significant item: packed, mover packs, disassembled, mover disassembles, personal carry, excluded or pending. This adds operational meaning that a room list lacks. Close every pending status by the agreed deadline. Where an item stays, remove its moving label and place it outside the ready zone so the crew is not expected to interpret an outdated sticker.

Reconcile quantity as well as identity. Ten cartons added across several rooms can matter even if no single carton appears significant. Compare the final room counts with the quote and note consolidated bins or bags. Do not describe a stack as miscellaneous when it contains dense books, liquids or tools. Accurate categories help the mover assess space and handling without requiring the customer to disclose private detail.

• Check secondary spaces that are easily omitted from a room count.
• List additions, removals and corrections separately.
• Flag bulky, heavy, fragile and difficult-access pieces.
• Request a written operational and pricing response to material changes.

Declutter and dispose

Remove unwanted property without turning moving morning into a disposal project

Finish keep, donate, sell and dispose decisions before creating the final loading zones. Marking a chair for sale is not the same as removing it from the mover's inventory. If a buyer does not collect it, decide whether it will travel and notify the provider. Do not leave rejected property in the path while expecting the crew to determine whether it is waste.

Use lawful local options for unwanted goods. The City of Ottawa's moving and waste resources direct residents toward reuse, recycling and disposal information, including the Waste Explorer for based on the item instructions. Confirm current collection limits, dates and facility requirements rather than leaving excess material at the curb. Building rules may also restrict disposal rooms and loading areas during a move.

Separate donations by recipient requirements and deliver them in time. Charities may not accept opened, damaged, recalled or unsuitable goods, and drop-off hours can change. Keep donation cartons distinct from the moving load and remove them before the crew arrives when possible. If the new household will decide later, label the cartons for transport rather than using an ambiguous donate note.

Do not make the moving company responsible for unwanted goods unless removal is an explicit service. Some property may require a separate junk, recycling or charitable collection provider. Confirm whether that provider can enter the site without blocking the mover and whether the item remains in the quote until collected. If disposal misses its deadline, tell the mover rather than quietly placing the item beside the load.

Route map

Design one main carrying route and a small number of staging zones

Choose the practical route from each room to the loading door and from that door to the truck position. Walk it at carrying pace without a load, then imagine a tall carton, furniture pad or handcart. Door swings, narrow corners, low fixtures and thresholds can change what appears clear. Discuss alternatives with the mover rather than removing doors, railings or building features without authorization.

Create limited zones with distinct purposes: ready to load, not going, personal vehicle, uncertain, and supplies or hardware. Too many micro-zones create another sorting problem. Keep labels visible from the approach and never use a stair landing or exit as storage. A no-load room with a closed door and clear sign is often more reliable than scattered stickers on valuables throughout the home.

Preserve room identity even when consolidating cartons. A box-labelling system should show destination room, contents category, handling note and a unique number where useful. Staging all cartons near the exit can speed walking but may hide which room they belong to and overload a small area. Consolidate only where the route, floor capacity and provider plan support it.

Mark decision zones without creating visual noise. Use large, plain signs at the zone boundary and a consistent label on individual exceptions. Avoid colour alone because lighting and colour vision vary, and do not cover manufacturer warnings or inventory numbers. Remove obsolete signs as decisions close. The crew should encounter one current instruction, not layers of labels reflecting every earlier version of the household's plan.

• Test door swings, corners, thresholds and vertical clearance.
• Use a few high-meaning zones rather than many informal piles.
• Keep every exit, stair and landing outside the staging plan.
• Maintain destination labels when boxes move away from their original rooms.

Walking surfaces

Clear clutter, cables, loose mats and spills from every working path

Remove shoes, bags, waste, toys, tools and décor from the route. Close drawers and cabinet doors, secure or reroute cables, and address rugs that bunch or slide. CCOHS identifies clutter, uncovered cables, poor lighting, loose mats and uneven surfaces as common trip contributors. A loaded worker may also have an obstructed view, making small floor-level items harder to detect.

Clean spills promptly and keep floors as dry as conditions allow. Do not leave a wet mopped route immediately before arrival. If an area remains slippery, block it and tell the crew rather than placing a small sign where the carrying path still passes. In winter, track-in moisture can reappear throughout loading, so assign someone to monitor the entrance and follow the provider's property-protection process.

Repair or clearly disclose loose boards, lifted transitions, unstable steps and damaged flooring that cannot be fixed in time. Do not conceal a defect with cardboard, a rug or moving blanket. The mover must assess how to work around a condition; the customer should not improvise structural repairs or direct equipment over a surface that may be unsuitable.

Inspect overhead and side clearances as well as the floor. Hanging lights, low shelves, coat hooks and open windows can catch a carried item or protective pad. Remove only household objects that are safe and authorized to remove, then point out fixed features. A clear floor does not create a safe route when the person carrying a tall load cannot see or avoid an obstacle above shoulder height.

Control temporary clutter during the move, not just before it. Empty tape rolls, removed hardware, water bottles and wrapping can appear in a previously clear route. Place waste and supplies in assigned containers outside the aisle and ask household members not to set personal items on protective runners. A route is a maintained condition; the supervisor should inspect it periodically as rooms are emptied and weather is tracked indoors.

Exterior and weather

Prepare the approach from property line to loading door

Inspect the driveway, walkway, steps, gate, porch and loading area. Remove garden hoses, toys, planters and loose debris. Trim or secure vegetation only where the customer is authorized and can do so safely. Confirm that gates open fully and that temporary access does not endanger neighbouring property, utilities or a shared route.

Ottawa weather can introduce snow, ice, rain, heat and rapid changes. Monitor the forecast, but prepare for the actual surface at the property. Arrange appropriate snow and ice treatment, drainage or shelter within the owner's or building's responsibility. Do not assume a moving crew supplies municipal snow clearing or can safely operate on an untreated incline.

Plan door management. A propped exterior door may affect building security, temperature and pets, while constantly reopening it adds delay. Ask the mover and building contact about the appropriate arrangement. Keep alarm instructions and access credentials with the supervisor, and restore security promptly when the carrying phase ends.

Prepare a weather-response kit appropriate to the forecast: absorbent materials, approved ice treatment, dry towels, drinking water or shade coordination as needed. This kit supports the property plan; it does not replace professional equipment or safe-work decisions. Place it outside the carrying route and assign someone to monitor conditions. If surfaces deteriorate, tell the crew lead and pause for reassessment rather than silently adding more material.

• Remove exterior clutter and verify gates, steps and lighting.
• Treat snow, ice and water through the responsible property process.
• Protect shared routes and neighbouring access.
• Assign secure door and alarm control during loading.

Stairs and landings

Keep the full staircase visible, stable and free of storage

Remove every carton, plant, basket and decorative object from stairs and landings. Check that handrails are secure and that lighting reaches the full flight. Never use a landing as a temporary queue simply because it is close to an upper room. CCOHS housekeeping guidance states that stored materials should not obstruct stairs or exits, a sound baseline for residential move preparation.

Identify tight turns, low ceilings and overhanging fixtures before a large item reaches the staircase. Measure the item and opening where uncertainty exists, but let the mover decide handling and equipment. Do not ask family members to lift one end or stand below a heavy object unless the provider has explicitly incorporated them into a safe plan and the arrangement is appropriate.

Keep people who are not involved away from stair activity. Children, pets and visitors should not cross a flight while furniture is moving. Establish an alternate route or a pause-and-call procedure for anyone who must change levels. The supervisor can coordinate with the crew lead rather than calling instructions from above or stepping into a blind turn.

Inspect the areas at both ends of the staircase. A clear flight can still be unusable when a door opens onto the first step or a stack waits immediately beyond the landing. Preserve room for a load to be set down or turned as the mover directs. Do not place a person as a human barrier; use coordination and physical separation to control unexpected traffic.

Do not apply polish, wax or a new cleaning product to stair treads immediately before moving. A surface that looks improved may have different traction. Complete routine cleaning early enough for surfaces to dry and follow product directions. If a stair remains wet or damaged, isolate it and inform the crew. The moving company's assessment, not a household experiment, should determine whether work can continue.

Property protection

Agree on floor, wall and doorway protection before equipment enters

Ask what protective materials and methods the mover provides and what the customer must arrange. Floor runners, corner guards, door-jamb protection and furniture pads must suit the surface and task; improvised plastic or loose cardboard can introduce a slip hazard. Do not tape materials to a finish without confirming compatibility and authorization from the owner or building.

Photograph relevant pre-existing marks and fragile finishes before loading. Use neutral documentation rather than a last-minute accusation exercise. Note recently painted walls, soft flooring, narrow trim, glass doors and delicate railings during the walkthrough. If a route presents unacceptable risk, discuss a different route, disassembly or specialist method instead of assuming protection makes every manoeuvre feasible.

Remove wall art and freestanding décor from carrying routes according to the packing work details. Secure curtains or blinds only if needed and safe. Protect corners without reducing the clear opening so far that equipment no longer fits. At the destination, repeat the same conversation; protection at the origin does not automatically cover a different building or surface.

Clarify who removes protection and how damaged material will be handled. Tape, plastic, wet runners and corner pieces left after loading can interfere with cleaners, property inspection or key hand-off. The responsible party should remove them at the agreed time, check for residue and dispose of them appropriately. Preserve any protection still needed for a later delivery rather than assuming the property is finished when the first truck leaves.

Lighting and doors

Make visibility and access controls part of the plan

Replace failed bulbs where the household is authorized and can do so safely, and test lights in basements, garages, stairs and exterior approaches. Open curtains for daylight where appropriate without compromising privacy. Keep a flashlight available for a dark utility space, but do not use a handheld light as the sole service for a route that requires both hands to carry.

Check locks, latches, screen doors, storm doors and automatic closers. A door that swings into a cart route or relocks unexpectedly can create delay and pinch hazards. Do not remove door hardware without approval and a competent plan for reinstallation. Explain keypad timing, concierge access or alarm zones before the crew begins repeated trips.

Reserve access decisions for one supervisor. If several people independently prop doors, disable alarms or distribute keys, security becomes difficult to track. Keep spare keys labelled by function rather than address where possible, and account for them at the end. Return building fobs or loading keys through the required process instead of placing them in an unmarked carton.

Plan for communication failure at locked entries. Save the building contact, keep the callbox name current and ensure the supervising telephone will not be packed or left without power. If mobile reception is poor in a basement or service area, choose a meeting point and update interval. Access should not depend on one person hearing a call while supervising another part of the property.

Furniture readiness

Empty, secure and document furniture according to the agreed handling plan

Ask whether drawers and shelves must be emptied. Contents can add weight, shift during handling or damage the piece, while some lightweight items may be handled differently under provider instructions. Remove loose shelves, glass panels and pegs where required, label them and protect them as separate components. Never conceal dense objects inside furniture to save a carton.

Complete customer-responsible disassembly before arrival, using the correct tools and manufacturer information. Bag fasteners by item, label the bag and attach it only where it will not damage the finish or disappear. Photograph complex connections before separation. If the mover is responsible, leave the item accessible with known issues and parts identified rather than partially dismantling it without explanation.

Flag damaged, unstable, previously repaired or flat-pack furniture. A piece that looks intact may not tolerate another move, and the crew needs to assess it before lifting. Do not ask the mover to strengthen, modify or warrant furniture outside the work. Record the condition and discuss alternatives such as further disassembly, specialist handling or leaving the item behind.

Measure furniture only where fit is uncertain and record the orientation used. Compare the full route, not just the narrowest doorway, because turns, lifts and railings interact. Measurements support assessment but do not authorize forcing a piece or altering property. If the likely route fails, ask about permitted disassembly or specialist alternatives early enough to revise the plan.

• Follow provider instructions for drawers, shelves and removable glass.
• Label hardware by item and preserve assembly references.
• Finish only the disassembly assigned to the customer.
• Disclose weakness, prior damage and unstable construction.

Box readiness

Seal cartons, control weight and keep labels readable

Finish packing before the agreed arrival unless the mover is providing that service. Use containers suitable for the contents, close every carton and avoid bulging tops that cannot be stacked. Keep loose objects, open baskets and overfilled bags out of the ready zone until the provider confirms how they will be handled. The moving box size guide helps match dense and light contents to sensible carton sizes.

A carton should be manageable for its construction and contents, but there is no universal household weight that makes every lift safe. Dense books, tools and pantry goods belong in smaller boxes. Distribute weight, fill voids appropriately and test the base without lifting in a way that strains the customer. CCOHS notes that manual-handling risk depends on load, task, environment and individual factors.

Label at least one side as well as the top so information remains visible in a stack. Include destination room and a specific handling cue when necessary, such as fragile glass or open first, without using fragile as a substitute for proper packing. Number high-importance cartons against an inventory and avoid writing sensitive contents, account details or valuables on the exterior.

Inspect completed cartons for soft bases, exposed sharp edges, leaking contents and handles that cannot carry the load. Repack failures rather than adding layers of tape to a box that is structurally unsuitable. Keep carton sizes reasonably consistent within stacks, while allowing specialty containers where contents require them. A ready label is meaningful only after the container itself has passed this final check.

Specialty and fragile items

Isolate exceptions that need assessment before ordinary loading

Create an exception list for artwork, mirrors, antiques, electronics, musical instruments, mobility equipment, plants, clocks, aquariums, fitness equipment and any unusually heavy or high-value item. Not every category needs special service, but the mover needs accurate information. Put the list with the walkthrough rather than hiding exceptions in ordinary room notes.

Use original packaging where suitable and available, but do not assume it remains structurally sound after storage. Follow manufacturer guidance for sensitive equipment. Remove batteries, fluids or attachments only when the applicable instructions require it and the customer can do so safely. If professional servicing or crating is needed, arrange it before the moving crew's scheduled arrival.

Keep essential mobility, medical and communication equipment available until the person's transition plan says it can be packed. Discuss handling and setup responsibilities without sharing unnecessary health information. The aim is continuity and safe access, not placing a medical label on every carton. Confirm whether the item travels with the customer, mover or another qualified provider.

Establish an acceptance decision for each specialty item. Confirmation should cover the item, preparation, route and responsible provider, not merely a salesperson saying it should be fine. If a separate specialist is attending, coordinate arrival and custody so two crews do not work in the same narrow area. Keep specialist paperwork with the main move plan but distinguish separate contracts and responsibilities.

Document detachable and accompanying parts. A television stand, piano bench, treadmill console or mobility-device charger may be separated from the main item and lost among general cartons. Give each component a common identifier and record who packs it. At delivery, reunite the group before discarding packaging or signing off on setup. This is inventory control, not a promise that the mover assembles or tests equipment.

• List specialty items with dimensions, condition and current location.
• Confirm packing, servicing and custody requirements in advance.
• Preserve essential equipment until an alternative is functioning.
• Keep private information limited to what the move plan needs.

Hazardous and excluded goods

Remove non-allowables from the loading area before the crew arrives

Ask the mover for its current non-allowables policy rather than using a generic internet list as permission. Fuels, propane, certain aerosols, corrosive cleaners, ammunition, fireworks, paints, batteries, pressurized containers and other goods can raise legal, safety or policy issues. Transport Canada's dangerous-goods plan is complex and depends on the substance, quantity and circumstances; household customers should not self-classify a shipment to override provider rules.

Do not pour chemicals into drains, mix products or place hazardous waste in ordinary garbage. Keep labels intact and use the City of Ottawa Waste Explorer or official household hazardous waste information to find current local directions. Schedule disposal early because event dates and accepted materials can vary. Store pending items safely away from the moving route according to their labels.

Separate medications, identification, jewellery, cash, irreplaceable documents, keys and devices the provider excludes or that the household chooses to carry. Use a locked or supervised no-load zone and transfer these items to the personal vehicle before general loading when practical. A label reading do not load is helpful, but physical separation and an accountable person are stronger controls.

Check outdoor equipment for fuel, oil, batteries, soil and detachable accessories. Do not drain or modify equipment without manufacturer and disposal guidance. A mower that looks empty may still contain residue, while a barbecue cylinder remains a separate regulated or provider-policy concern. Ask the mover what preparation evidence it needs and arrange lawful alternatives for anything it will not accept.

Keep excluded goods from re-entering the load through another person. Share the final non-allowables and personal-carry list with the supervisor and anyone packing vehicles. Mark lawful disposal or separate-transport arrangements by item. A hazardous product moved from the garage to an unlabelled kitchen box has not been solved; it has become harder for the crew to identify and for the household to manage responsibly.

Kitchen and food

Close the kitchen without packing an unsafe or leaking last-minute load

Reduce food inventory before the final packing day and decide what will be used, donated, transported personally or discarded. The pre-move pantry plan covers temperature control, opened products and Ottawa donation options. Ask the mover whether it accepts any food and under what packing conditions. Never assume refrigerated or frozen goods can remain safe during an ordinary household move.

Pack dry, sealed goods in small, reinforced cartons and contain potential leaks. Remove crumbs and food residue from appliances and cupboards to reduce pests and odours. Keep one clearly marked meal-and-cleanup kit outside the load until the household no longer needs it, then transfer it to the designated personal or open-first plan.

Finish dishes and sharp tools according to the packing work details. Do not leave a sink of wet items or an open dishwasher for the crew to discover. Clean and dry reusable food containers before packing. If the refrigerator or freezer will move, follow manufacturer and provider instructions for emptying, defrosting, securing and restarting rather than applying a universal timetable.

Keep the food preparation area functional until the planned last meal, then close it deliberately. Photograph or list rental appliances and items that belong to the property so they are not loaded. Empty waste, compost and recycling through the correct collection route. Food residue left in bins or drains can create odour and pest issues after possession changes, even when every pantry carton was packed perfectly.

Bedrooms and bathrooms

Preserve privacy while making last-use rooms load-ready

Strip beds only when the household no longer needs them and bag or carton linens rather than leaving loose bundles. Identify any bed the mover will disassemble and make all sides accessible. Check under beds, behind doors and inside closets. Keep the first-night bedding separate so it does not become buried among low-priority household goods.

Pack toiletries upright with closures secured and potential leaks contained. Dispose of products through appropriate local channels; do not ask the mover to transport leaking, unlabelled or prohibited materials. Keep medication and essential personal care with the individual. A bathroom open-first kit should include only what the household needs immediately, not every partly used bottle.

Protect confidential papers and personal items from unnecessary visibility. Movers need to know handling and destination information, not private contents. Close labelled cartons and use a personal-carry plan for identity documents, financial records and irreplaceable property. Check medicine cabinets and linen cupboards during the final sweep because they are frequently overlooked once the room appears empty.

Reserve one washroom for use during loading if the household chooses and the property arrangement allows. Keep its route clear, provide basic supplies and tell the crew which facilities are available without implying an obligation. Close and inspect it last. If no washroom is offered, communicate that before work begins so workers can plan breaks through their employer rather than discovering the limitation mid-move.

Children, pets and accessibility

Keep non-participants out of active routes and preserve essential supports

Arrange care or a secure separate area for children and pets when possible. The space must not be a room the crew needs to enter, and the door should have a clear instruction. Keep food, water, medication and comfort items with the responsible person. Tell the crew lead about the arrangement without expecting crew members to supervise or restrain animals.

Build an accessibility-first route for anyone remaining at the property. Do not block mobility-device charging, washroom access, medication, seating or the path to an exit. Coordinate pauses when a person must cross the loading route. The accessibility-first moving checklist helps preserve equipment, rest and communication throughout the day.

Assign one calm contact for questions so the person with care duties is not repeatedly interrupted. Use plain room signs and avoid alarms or shouting as the main coordination method. If sensory, communication or cognitive needs affect the workflow, share only the practical accommodation required. Reassess when noise, temperature or fatigue changes the person's ability to remain safely onsite.

Prepare an exit plan for anyone who becomes overwhelmed or unwell. Keep transportation, weather clothing and a quiet destination available where practical. Do not rely on the moving truck to provide access to packed aids. If emergency information is needed, give it to the responsible caregiver and follow normal emergency procedures; the crew's role remains the moving service described in the agreement.

• Choose a secure space outside every loading route.
• Keep medication, food, water, devices and comfort items available.
• Preserve accessible paths and schedule coordinated crossings.
• Share practical accommodations without unnecessary personal detail.

Apartments and condos

Confirm elevators, loading areas, keys and building rules in writing

Reconfirm the elevator or loading reservation, allowed hours, padding process, key or fob collection and required contact. Ask whether the building or mover installs lift protection. Do not assume the concierge on duty knows an arrangement made with another employee. Keep the confirmation and building number accessible to the move supervisor.

Walk the shared route from suite to loading area. Note corners, door clearances, ramps, service corridors and areas that cannot be used. CCOHS handcart guidance explains that aisle width, floor condition, ramps and turning space affect the effort and control needed. The mover should assess equipment and load size; the customer should provide accurate access information and avoid staging in shared corridors.

Respect fire routes, other residents and security controls. Do not prop a door or occupy a loading bay beyond permission. If the reservation changes, tell the moving company before dispatch and ask whether the plan remains feasible. A missed elevator window can affect the entire sequence, so establish a building escalation contact and a fallback rather than relying on persuasion at the desk.

Notify neighbours through the building's approved method when useful, especially where a shared hallway or lift will experience repeated traffic. A notice does not give the mover exclusive use of common property, and residents may still need access. Coordinate pauses with the crew lead. Keep noise, discarded materials and open doors within building rules and correct problems before management has to stop the move.

Parking and truck access

Describe the loading position accurately and keep it lawful

Show the proposed truck position, route and distance to the entrance, but do not promise public or shared space that has not been authorized. Confirm private driveway dimensions, overhead clearance, weight or surface concerns and gate access. The moving company decides vehicle suitability; the customer provides facts and obtains permissions within their responsibility.

For street loading, check current City of Ottawa rules and any permit or parking process that may apply to the specific location and date. Do not reserve curb space with cones, bins or vehicles unless authorized. Tell the mover about construction, seasonal restrictions or known road conditions, while recognizing that public conditions can change after the inspection.

Keep the route between truck and door free from household vehicles, contractors and deliveries. Coordinate cleaners, donation pickups and key hand-offs so they do not compete for the same space. If another service cannot be rescheduled, assign a traffic contact and agree on a pause. Unplanned overlap can create delay and unsafe congestion even when each provider has a valid booking.

Share honest distance and surface details during quoting. The phrase parking nearby can conceal a courtyard, ramp, service tunnel or several controlled doors. Measure or describe the practical route rather than estimating from the street. If the truck position changes on the day, let the company reassess carrying and equipment implications instead of insisting that the original timing remains possible.

Check the departure route as well as the parking position. Low branches, overhead wires, narrow gates, soft ground and tight turning space may affect vehicle access, but the customer should not attempt to direct a commercial vehicle through an uncertain area. Provide observations and property permissions; the driver remains responsible for deciding where the vehicle can lawfully and safely operate.

Appliances and utilities

Use qualified instructions for disconnecting, draining and stabilizing equipment

Confirm whether the mover handles appliances and what preparation it requires. Follow manufacturer instructions for washers, refrigerators, freezers, ranges and other equipment. Gas, water, electrical or built-in connections may need a qualified trade or utility process. Do not ask moving staff to disconnect a service outside their work details simply because the appliance is ready to leave.

Drain and dry equipment according to applicable instructions, contain hoses and secure components intended for transit. Do not invent a transport-bolt method or lay an appliance in an orientation the manufacturer prohibits. Photograph connections before authorized disassembly and label parts. At the destination, arrange reconnection and testing through the appropriate person rather than treating delivery as commissioning.

Maintain the utilities needed for safe loading until the work is complete, including lighting, heat or cooling, water and lift power where applicable. Coordinate shutoff or account changes around possession and property obligations. Keep utility rooms accessible if the mover needs to retrieve approved items, but separate controls and tools that are not part of the moving work details.

Identify equipment that belongs to the property, landlord or service provider. Modems, water-heater components, rented tanks and smart-home devices may have return or transfer requirements. Do not load them merely because they detach. Check the agreement and provider instructions, label anything staying, and place customer-owned equipment in the correct packing plan only after data, power and account steps are complete.

Essentials and private property

Build a supervised no-load system before ordinary cartons are staged

Prepare personal-carry bags for identification, keys, payment records, medication, chargers, basic clothing, food and items needed during the first night. Tailor the contents to weather, travel and household needs. The moving-day essentials guide provides a Canadian starting point, but the household must decide what cannot be inaccessible during transit.

Choose a no-load location that does not block work, then mark and supervise it. A locked personal vehicle may suit some items only when temperature, security and insurance considerations allow. Do not leave valuables visible or place medication in extreme heat or cold. Move critical property to the responsible person's control before general loading reduces oversight.

Keep the contract, inventory, building confirmation, payment ledger and contact list with the supervisor. Do not pack the only copy in a filing cabinet. Store digital backups securely and charge the device used to access them. Limit payment authority to the person who understands the agreement so a well-meaning participant does not approve an unplanned service or duplicate a deposit.

Separate transit essentials from destination-first cartons. The personal bag must cover the period when the truck is inaccessible, while an open-first carton can travel in the load and be retrieved after delivery. Label the distinction clearly. Weather or building delays can extend the separation, so include necessary medication and critical supports with the person rather than basing health or access on an optimistic arrival time.

• Pack personal essentials for the full expected period without truck access.
• Place no-load property under an accountable person's control.
• Keep current documents and contacts immediately accessible.
• Restrict work details and payment approvals to the designated supervisor.

Crew arrival

Start with identification, work details confirmation and a complete walkthrough

Meet the crew lead before loading. Confirm the company, booking, addresses and contact, especially if multiple providers are involved. Show parking, entrances, washroom arrangements if offered, property protections, stairs, specialty items and the no-load area. Do not begin by directing several movers to different rooms before the lead understands the whole site.

Walk every room and secondary space in a consistent order. Identify changes, pre-existing damage, fragile finishes and items awaiting a decision. Compare the actual inventory with the paperwork and document material differences before loading. The pre-loading walkthrough guide explains how inventory and condition notes support this hand-off.

Agree on communication: who approves changes, who answers building questions and how the crew will pause when a route must be crossed. Ask the lead to explain the initial loading plan rather than dictating item order from the doorway. The crew may need to stage or load according to weight, shape, destination and vehicle constraints that are not apparent to the household.

Document any change discovered during the walkthrough before extra work begins. Identify the item or condition, operational response, price treatment and person who agreed. If the crew cannot accept a task or article, move it to a controlled fallback rather than leaving it in the route. The walkthrough succeeds when it produces one shared plan, not when it simply tours the rooms quickly.

Final sweep

Close each space deliberately before the truck departs

After loading, inspect rooms, closets, cupboards, balconies, storage areas, garage and exterior spaces. Look behind doors and inside appliances or furniture that should be empty. Compare high-importance items with the inventory and confirm which goods intentionally stayed. Do not sign a completion record before understanding what it acknowledges.

Check the truck area and route for hardware, tools, packing debris and property damage without entering an active work zone. Recover building keys, remove approved protection through the responsible party and restore doors or alarms. Photograph final meter or property condition only where relevant and authorized. Dispose of debris through the agreed process rather than leaving it in a shared corridor.

Before requesting a ProMove Ottawa quote, describe the home and access accurately; before movers arrive, turn that description into a ready worksite. A strong preparation plan reduces avoidable handling, confusion and delay while preserving room for the crew to assess real conditions. It does not guarantee a risk-free move, but it gives every participant a clear, observable starting point.

At the destination, repeat a shorter readiness check before unloading: verify access, room labels, no-go areas, protection and the person directing placement. Do not assume preparation ends when the origin door closes. The same clear-route and controlled-instruction principles help the crew place goods once, keep essentials reachable and prevent newly delivered cartons from blocking the route for furniture still on the truck.

Close the move file only after reconciling documents. Store the signed inventory, approved changes, receipts, building records, condition photos and any unresolved issue together. Note who has keys and when a follow-up service is expected. A complete file supports ordinary questions without turning every memory into a dispute and gives the household a reliable starting point for unpacking, claims or final account review. Record the date of the review so later updates remain distinguishable from moving-day evidence.

• Sweep every enclosed and secondary space in a fixed sequence.
• Reconcile intentional exclusions and important inventory items.
• Recover access devices and restore security controls.
• Keep the signed records, photos and final notes together.