Important Documents

2019 Moving Documents, Forms and Paperwork

In addition to the new documents you will encounter, such as forms from a moving company, there is a lot of paperwork that you didn't even know you had in your possession. While packing your belongings, you will surely find a large number of documents, bills, warrants or similar papers that you have completely forgotten about. Organizing documentation is one of the biggest and most important challenges you will face.

The first step in organizing paperwork is to split the documents into two basic piles, to KEEP or to THROW. Any document you know you will need in the future or even those documents that you are not quite sure about, you want to put on the KEEP pile. Any expired guarantees, old bills, obsolete documents will be put on the THROW pile.

When the papers finally stop popping out of nowhere, throw out the THROW pile and take the time to organize the KEEP. Buy folders, lace them up, and start sorting. Our advice is to create one separate folder for your important personal documents and one folder with financial paperwork and bank statements. Also, one folder should be named OLD BILLS, and one folder should be named NEW BILLS, in which you will place every moving related bill.

IMPORTANT ADVICE: scan or photograph every important document, make a few copies to avoid any kind of unforeseen situation.

Important Documents

Passport DiplomaYou have so many important personal documents, and when you move you will want to bring all of them with you. Here is the quick reminder, a list of eight documents that you will need to bring with you. Apart from those 8 most important ones you don't want to forget drivers license, dental records, adoption papers, pet vaccination records, insurance documents, tax records, divorce papers, or living will.

1. Birth Certificate

The birth certificate is an identification document, and it contains information like your birth given name, gender, birthday, your parent's info and birthplace. It is one of the most important personal documents. You will want to bring the original document as well as a few official copies.

2. Medical Records

If you are moving you will need to bring all of your medical records. When sorting your medical records, you will also want to include immunization records. Those records may be required for school or for your new job. When you move, you will want to find a new doctor as soon as possible, and the doctor will ask you about your medical history.

3. Passport

The passport is definitely the most important document you will need to bring. You need it in order to travel. The passport is an identification document that certifies the owner’s identity and citizenship. You will want to check when your passport expires before you move. If your passport has been issued for a short period like 1 to 5 years, and you need to extend the validity, you can apply for renewal. In case of renewal, changes will be made to the existing passport, and the passport number will remain the same.

4. Visa

There are different types of visas, and they include residence visa, short-stay visa, and tourist visa. The passport allows you to travel, and in addition to that, the visa allows you to remain in a certain country. The visa is an official document placed inside your passport. Your vise must be authorized by the country that you will be moving to.

5. Work Permit

The visa allows you to remain in a certain country, but it is not the document that will allow you to work in that same country. In order to be officially employed in your new country, you will need to get an official work permit. Usually, your new employer should be able to assist you in getting one.

6. Social Security Cards

Social Security Cards are issued by the U.S. government. You should keep it in a safe place during the move. You don’t want to forget this document as it is used for Social Security purposes and as a national identification number for taxation and other purposes.

7. School Records

The new school will require transcripts with grades and scores, some schools will also require teachers notes and letters of recommendation. Apart from school records for your children, you will also want to bring your diplomas and certifications. They can be useful when applying to a new job.

8. Marriage Certificates

A marriage certificate is an official record that a couple is legally married. You will want to have a few copies of this document as it is used for tax purposes.

Moving Forms

Moving Truck Diploma You have organized all of your personal documents and the next step is meeting with the moving company, you will need to prepare inventory lists, you will want to have copies of the floorplans both of the old and new homes. But that is not all, the moving company will present you with numerous forms that you need to understand completely before you sign them. Moving companies usually don't start the moving process before they have seen the inventory list, after that they will give you an estimate. Here is the list of forms that will be given to you by your moving company and a step by step guide to understanding them.

1. Moving Estimate:

The first form that you will be presented with is Moving Estimate. The moving company estimates the cost of your move based on the size and distance of your move. Moving Estimate usually includes insurance, transportation charges, packing services, storage charges, and labor. If the moving company does not explain your options, you will want to ask them about the type of moving estimate. There are three types of moving estimates:

  • Non-binding estimate:

    Moving estimate is not fixed, it can be changed after establishing the actual size of the move. This seems fair but remember that moving items almost always end up weighing more than you originally estimated.

  • Binding estimate:

    Moving estimate with a fixed price. Moving items can end up weighing more or less but you will still pay the price you originally agreed on, the price of the move can not be adjusted.

  • Binding not-to-exceed estimate:

    Moving estimate that can be adjusted only if the moving items end up weighing less then it was originally estimated. This is the type of the moving estimate you will want to get, so always ask your moving company about it first.

2. Bill of Lading

The bill of lading will be the most important moving form. This document is a legally binding contract between you and the moving company. The bill of lading includes information about moving rates, payment methods, insurance, origin and destination, and most importantly it also contains the list of the moving items.

3. Order for Service

Order for service usually goes with your bill of lading and contains moving estimate details. With this document, you are establishing dates and you can ask for some special services.

4. Inventory Documentation

The moving truck driver will evaluate your items and then the moving company will provide you with the descriptive inventory form. This is basically the list of your items, and beside every item, there should be the note of items condition at the origin. If you were pecking by yourself you will find the “PBO” sign beside each item, meaning packed by the owner and the items condition remains unknown to the driver. Carefully review your inventory list before the movie begins.

5. A Copy of “Your Rights and Responsibilities”

“Your Rights and Responsibilities When You Move” is a pamphlet that usually goes with the copy of the official Ready to Move Brochure, according to the FMCSA. In this pamphlet, you will find instructions for how to handle complaints and questions regarding your move.

6. Liability Options

There are two most important liability options offered to customers:

  • Released Value Protection:

    Released Value Protection is automatically included in the cost of your interstate move. The federal mandate for Released Value Protection in interstate moves is 60 cents per pound per item. Meaning that moving company is responsible for damaging any of your items. Damaged item is weighed and then multiplied by .60cents.

  • Full Value Protection:

    Full Value Protection is valuation coverage offered by interstate movers. The moving company stands reasonable for damaging your items, and they have to pay you the actual cost of the items. They will pay the items current market price.

Post Move Paperwork


There is certain paperwork that you need to sort out after the move. If you have followed our guide so far, these are the documents that are left over for you to handle. See the list of documents you want to sort, and institutions that you need to inform, as soon as possible.

1. Voting Registration:

You will want to register for voting in your new neighborhood.

2. Postal Service:

After changing your address you need to inform the postal service. In order to do that you will need to fill out the “change of address request” at your local post.

3. Utilities:

nform your service providers about your new address to avoid inconveniences like past-due bills. Here are the services that you will want to inform: waste collection, cable, internet, telephone, electricity, water, and gas.

4. Insurance Company:

Inform your insurance company about your relocation, bring all of your insurance files and adjust the address.

5. Drivers License:

This step is only necessary if you are moving to a different state. You will need to transfer your license, update registration and check the insurance.

6. Vet Documents:

Find the local vet and transfer all the vet files you have.

7. Tax Agencies:

Federal revenue agency and tate tax agency need to be informed about your new address.