Category Archives: Moving Tips

Navigating the Hub: Essential Tips for Moving in Boston with Pony Express Moving Services

This entry was posted in Local Moving, Moving Tips and tagged on by .

Moving to a new city can be an exciting adventure, but it also comes with its fair share of challenges. Boston, with its rich history, diverse neighborhoods, and bustling streets, presents a unique set of considerations for those looking to relocate. In this blog post, we’ll explore essential tips and tricks to make your move in Boston smooth and stress-free, with the help of Pony Express Moving Services.

  1. Plan Ahead: Moving in Boston requires meticulous planning. Start early by creating a comprehensive moving checklist. Consider factors like the time of year, parking regulations, and potential traffic congestion. Pony Express Moving Services can assist you in developing a customized plan tailored to Boston’s specific challenges.
  2. Neighborhood Research: Boston is made up of diverse neighborhoods, each with its own character and charm. Before moving, research your new neighborhood to understand parking restrictions, local regulations, and any unique challenges. Knowing the lay of the land will help Pony Express Moving Services navigate efficiently on moving day.
  3. Parking Permits: Boston is notorious for its limited parking spaces and strict regulations. Obtain the necessary parking permits well in advance to ensure a convenient loading and unloading process on moving day. Pony Express Moving Services can guide you through the permit application process, making sure all necessary paperwork is in order.
  4. Time Your Move: Boston experiences varying traffic conditions throughout the day. Try to schedule your move during off-peak hours to avoid the city’s notorious congestion. Pony Express Moving Services can provide insights into the best times to navigate the city efficiently.
  5. Utilize Professional Packing Services: Opt for Pony Express Moving Services’ professional packing services to ensure your belongings are securely packed and protected during transit. Proper packing is crucial, especially when navigating through Boston’s narrow streets and historic buildings.
  6. Downsize Before the Move: Boston apartments and homes can be on the smaller side. Before the move, declutter and downsize your belongings to ensure a smoother transition. Pony Express Moving Services can assist with packing and disposing of items you no longer need.
  7. Communicate with Your Movers: Open communication is key to a successful move. Discuss your specific needs and concerns with Pony Express Moving Services, and work together to create a moving plan that addresses your unique requirements.

Moving in Boston can be a challenging but rewarding experience with the right preparation and assistance. By following these tips and enlisting the help of Pony Express Moving Services, you’ll be well on your way to a seamless transition into your new Boston home.

Save money with Pony Express Moving Services. Lower prices than traditional moving companies and you don’t have to drive! Free moving quotes.

Where To Get Moving Boxes

This entry was posted in Moving, Moving Tips, Packing Tips and tagged on by .

When you’re finally ready to begin preparing for an upcoming move, it’s important to ensure that you have all of the correct materials needed to help you pack up and haul your belongings. The first step in preparing for any local or long-distance move is to gather your moving boxes and other materials, such as packing tape, bubble wrap, and more. This might sound simple, but ensuring that you have the supplies needed to ensure your belongings arrive safely at your new home can be surprisingly challenging. Wondering where to buy moving boxes and how to begin the process of preparing for an upcoming move? Keep reading to learn a few simple tips from our moving experts!

Where To Get Moving BoxesChoosing the Right Boxes

When selecting the right boxes for your move, it is important to determine what size box is right for the items you need to move. Be sure to reserve large boxes for light objects such as pillows, stuffed animals, lampshades, and other items that will not fill a large box and make it too heavy or dangerous to carry. Smaller boxes are best for heavier items like books, large toys, and small appliances.

1. Buy Them

The easiest way to get moving boxes is to purchase them. Of course, whether you decide to purchase or not depends on your budget and how many boxes you need to pack up your household. The most significant advantage of purchasing boxes is that you know exactly what you are getting and can even buy complete moving kits, saving you time and effort. Individual moving boxes are not expensive, but they can add up fast, especially if you need to buy several dozen.

2. Friends and Family

Around 80% of all products sold in the United States are packaged in boxes. With the popularity of online shopping continuing to rise, your friends and family are very likely to have a stash of shipping boxes. Put the word out a few weeks before your move to let your friends and family members know you need any spare boxes. Also, ask your social media network to keep an eye out for anyone they know that recently moved or is looking for someone to take boxes off their hands.

3. Local Classifieds

Local classifieds are a goldmine for free or low-priced items, especially moving boxes. Some local sources you should browse include Facebook Marketplace, Craigslist, Freecycle and Nextdoor. Do diligent research first and always arrange to meet in a public place or take a partner with you for pickup. Also, pay in cash (if they are charging for the boxes) or pay via Paypal (or similar), so you are not giving away your private information.

4. Retailers

Retail stores are constantly receiving shipments in boxes. Specifically, grocery and liquor stores receive shipments more regularly, and their boxes tend to be more uniform in size. Speak to a manager about getting the boxes once they are empty. Also, keep in mind that retailers do not like to sit and hold boxes because it takes up space. If you are given permission to take the boxes, pick them up promptly on the arranged date.

5. Recycle Centers

Currently, about 70% of cardboard boxes used commercially are recycled. That’s a lot of boxes heading for your local recycling center. Call the recycling center first to find out the rules for getting cardboard boxes before you head over. Most of the boxes will be broken down and flattened to save space. So, if you are going to go the recycling center route, be sure to stock up on extra packaging tape.

Moving Box Size Guide

To better prepare you to make a decision on which boxes you need for your move, check out our simple size guide below.

Standard Box Sizes

  • Small boxes: Measure approximately 16″ x 12″ x 12″ and are great for books, small items and kitchen tools
  • Medium boxes: Measure approximately 18″ x 16″ x 18″ and can hold small home decor items, bigger books, small throws and towels
  • Large boxes: Measure approximately 18″ x 18″ x 24″ and are essential for bedding, curtains, large kitchen tools and small pillows
  • Extra-large boxes: Measure approximately 24″ x 20″ x 24″ and can hold comforters, sheets, bigger pillows, small rugs and more

Free Box Hunting Do’s and Don’ts

Getting free boxes is a great way to cut down on moving costs. However, here are some things to keep in mind before you start collecting free boxes.

Packing Items Safely 

When it comes to packing items for a move, it is important to take the time to ensure that all items are packed correctly to prevent damage from occurring and allow all items to arrive safely at your new home. Be sure to wrap fragile items like glassware and electronics in bubble wrap, and use heavy-duty packing tape to seal boxes so that nothing falls out while in transit.

Moving can be overwhelming on the whole, but the process of packing is probably one of the most stressful parts. Not only do you have to sort, wrap and pack your belongings for transport, but there is also the added expense and hassle of getting boxes to pack. Thankfully, there are ways to source moving boxes, and some won’t cost you a dime. Here’s where to get boxes for your move so that you can have a faster, easier moving process.

Contact Pony Express Moving today to make your local move a seamless and enjoyable process.


Tips for a Successful Local Move

This entry was posted in Moving Tips and tagged , on by .

Tips From Our Local Movers in Boston, MA

Moving to a new home, even if it’s just within your local area, can still be a significant undertaking. However, with the assistance of reliable local movers like Pony Express Moving, you can streamline the process and ensure a successful transition. Whether you’re relocating to a nearby neighborhood or a neighboring city, these essential tips will help you navigate your local move with ease.Tips for a Successful Local Move

Plan Ahead

Time management is crucial when it comes to a smooth move. Start planning your local move well in advance to avoid any last-minute stress. Research local moving companies like Pony Express Moving at least four weeks before your moving date to secure their services. This will give you ample time to compare quotes, schedule an in-home estimate, and make necessary arrangements.

Declutter and Downsize

Take advantage of your local move to declutter your belongings. Before packing, sort through your items and decide what to keep, donate, or sell. By downsizing, you’ll not only save on moving costs but also create a fresh start in your new home. Local movers like Pony Express Moving can provide guidance on organizing and packing your belongings efficiently.

Obtain Packing Supplies

Ensure you have the necessary packing supplies before you begin packing. Local movers often offer a range of supplies to help protect your belongings during transit. Pony Express Moving can provide you with high-quality packing materials such as boxes, tape, bubble wrap, and packing paper. Using the right supplies will minimize the risk of damage and make unpacking a breeze.

Label and Organize

Properly labeling your boxes will save you time and effort when unpacking. Clearly mark each box with its contents and the room it belongs to. This simple step will allow local movers to place the boxes in the correct rooms, making the unpacking process more efficient. Additionally, keep an inventory of your belongings to ensure that everything arrives safely at your new home.

Communicate with Your Movers

Effective communication with your local movers is vital for a successful move. Provide them with all the necessary details, such as any fragile or valuable items, specific moving requirements, or access restrictions at your new location. By keeping the lines of communication open, you can ensure that your local movers are well-prepared to handle your unique moving needs.

Contact Us

A successful local move requires proper planning, organization, and the support of reliable local movers like Pony Express Moving. With their expertise and your proactive approach, your transition to a new home can be a stress-free experience.

Contact Pony Express Moving today to make your local move a seamless and enjoyable process.

How to Pack A TV Safely

This entry was posted in Local Moving, Moving Tips, Packing Tips and tagged on by .

There aren’t many items that pose more difficulty during a move than a television. Uniquely shaped, fragile, and costly–TVs aren’t something that can just be packed into any old box and tossed in the back of a truck. That’s why it’s so important to know how to pack a TV prior to moving. Sure, it may cost you a little additional time and money on the front end, but when your 65-inch flat screen arrives at your new place in the exact same condition it left the old one, you’ll be glad you invested in the effort!

Whether you’re preparing for a cross-country move or simply placing your current TV in storage after an upgrade, the following guide will teach you how to pack a TV prior to a move properly:

How to Pack A TV SafelyHow To Pack A TV For Storage or Moving: Materials, Preparation and Packaging

  1. Purchase necessary materials

There are several items necessary to make sure your TV is safe during the moving process, including:

  • Furniture Pad
  • Blanket
  • Mover’s Wrap (i.e., bubble wrap)
  • Box Tape
  • Flat Screen TV Cover
  • Cardboard TV Box
  1. Disconnect all cables and accessories

First, you’ll want to take pictures of the television and entertainment center that you’ll be disassembling for reference later, particularly photos of how the wires from accessories like DVD players and gaming consoles are connected to the back of the TV. The next step is to unplug all the cords from the back of the television and wrap them up into neat coils before placing them, along with the remote(s), in a clear, well-labeled plastic bag.

  1. Remove the TV stand or wall mount

Depending on whether your TV sits on a stand or is wall-mounted, you’ll want to remove it and gently lay it screen-side down on a towel or blanket. At that point, you can disassemble the stand or remove the wall mount, making sure to place all screws and other components in the same plastic bag as the cords and remote.

  1. Clean the TV 

After all the cables and wires have been disconnected and the TV removed from the stand or mount, you can clean the screen with a TV screen solution, used canned air to get rid of the dust in the back vents, and a microfiber cloth on the outside TV casing will do wonders on the dust.

  1. Protect the screen

When discussing how to pack a TV safely, nothing is more important than protecting the screen. Ideally, you should save the original packing material the TV came in, but if not, bubble wrap, a blanket, or a flat screen TV cover–which can be purchased at most local hardware stores–can be wrapped around the screen and secured with tape.

  1. Use the right box

In terms of the box, if you don’t have the original packaging, your best bet is to purchase a TV moving box kit from a home improvement retailer like Home Depot or Lowe’s. These handy all-in-one kits come equipped with foam cushions and double-walled boxes, which can be expanded or contracted to accommodate nearly every size of television.

  • How To Pack TV For Moving Without Box

There are some situations in which a TV box simply can’t be procured prior to a move, and in those instances, you will need to know how to pack a TV for moving without a box. Moving experts recommend that you should first wrap the television in at least three layers of bubble wrap, plus a furniture pad or thick blanket, and then secure it between larger pieces of furniture.

How To Protect A TV During Move: Shipping and Transportation

Many larger televisions simply won’t fit in a car or SUV, and even if you manage to fit your flatscreen in your vehicle, the vibrations in the cramped setting can leave the screen vulnerable to cracking or screen distortions. That’s why it’s advisable to utilize a rental truck–and be sure the TV is placed upright and between two other flat, sturdy objects (a mattress is one great option) to ensure any load shifts in the moving truck do not smash the TV.

Hire an Expert to Move Your TV

As you can probably tell, there’s quite a bit to consider when thinking about how to pack a TV safely. From making sure you have all the necessary supplies and materials to disassembling and cleaning the TV, to packaging and transporting it, it can be a lot to deal with. That’s why so many people turn to professional moving companies to handle the packing and transporting of large, costly items like TVs.

Save money with Pony Express Moving Services. Lower prices than traditional moving companies and you don’t have to drive! Free moving quotes.

Tips for Moving in the Spring

This entry was posted in Local Moving, Moving Tips and tagged , on by .

After the harsh and cold winter months comes the spring—a season that represents the start of new beginnings, and also the time of year when the weather is nice and mild. For these reasons and many more, spring is considered as one of the best times of the year for moving. When you consider the fact that movers usually offer lower rates in the springtime when compared to the summer months, it’s no surprise that many people schedule their relocations to fall within these months of the year.

Tips for Moving in the SpringPony Express Moving Services has been a trusted service provider for years, offering local and long-distance moving and storage services for commercial and residential customers. While spring may be the perfect time to schedule your move, relocation is a complex process at any time of the year. For this reason, our helpful experts at Pony Express Moving Services have gathered together this list of tips to help you make your spring move a whole lot easier.

Plan Your Move Early

Although not as busy as the summer season, the spring season is also a busy time. With this, you need to play your move early on by:

  • Finalizing your Move Date: The first and last days of the month are the busiest days so try to avoid scheduling your move during these days. If possible, choose a weekday because you will most likely be able to get a lower rate.
  • Prepare Your To-Do List: Create a checklist of all the move-related tasks that you need to accomplish.
  • Create Your Budget: Get moving cost estimates from moving companies and consider all the expenses that you need to prepare for, including a budget for gas and road stops, and also snacks and drinks for you and your moving team during the move.
  • Create an Inventory of Your Belongings: Create an inventory of all the household items that you will bring with you. This will also help you check to see if anything has been left behind when you unload your items into your new home.

Transfer Your Utilities

Moving into a home without water, electricity, gas, cable TV, or internet service is even worse than it sounds. Before you move to your new home, make the necessary arrangements to transfer your utilities and disconnect the ones installed in your current home.

Monitor the Weather

The weather during the spring season can be unpredictable. Of course, you would want to move when the weather is nice and not when it’s raining. With this, it is recommended to monitor the weather forecasts to have a smooth moving experience. You might also want to prepare furniture covers just in case the weather becomes unpleasant mid-move, to protect your belongings from the rain.

Leave Early

Nobody wants to get stuck in traffic – especially when you have a lot of household items to move. Therefore, you need to plan out your moving time and routes in order to avoid heavy traffic as much as possible. If possible, aim to arrive at your new home early – perhaps even just before sunrise, if possible – to skip getting stuck in traffic, and to finish moving in early. Doing this will also help to give you more time to get settled in at daylight, instead of trying to move in after dark or after it’s gotten too late.

Spring Cleaning Before the Move

Take the time to go through your items and sort according to which ones would you bring with you, which ones would you dispose, and which ones to sell or give to charity. Not only will this allow you to reduce the number of items that you need to pack, but also prevent you from bringing junk to your brand new living space.

Save money with Pony Express Moving Services. Lower prices than traditional moving companies and you don’t have to drive! Free moving quotes.

Things You Can Do To Make Moving Less Stressful

This entry was posted in Moving Tips on by .

We all know that moving can be stressful. There are a lot of things to do and it always feels like you might be forgetting something. Also, changing your home implies a lot of emotional strain as well.Things You Can Do To Make Moving Less Stressful

So here we will tell you 5 things you can do to make moving less stressful. We will also explore why moving is so stressful in the first place.

‍The emotional stress of moving

Moving is stressful for many people. But why is moving so stressful?

The emotional stress of moving is notorious because changing home is a complex experience. It involves a lot of little details (changing the address for every subscription or payment you have, for example). And it also involves a lot of emotional effort. A move means letting go of the home you once knew and embarking on an adventure: new neighbors, new places, and new routines.

Basically, you have a lot of little “to-dos” on your mind while also coping with the emotional stress of changing that place you call home and having to learn a lot of new things for your day-to-day activities.

‍How to make moving less stressful

You can find a lot of articles on the internet that try to teach you “how to make your move stress-free”. However, we don’t agree with that. Moving implies a bit of stress because it is an important decision. There are also many things you have to do and make sure you complete correctly. Not to mention that, like almost everything, it implies change and some uncertainties.

That is why we are believers of making moving less stressful. An important part of achieving that is knowing that, rationally, moving is a stressful event. Many things demand your attention and it can overwhelm you at times!

However, rest assured that it is completely possible to make the experience less stressful.

‍5 practical, handy tips to make moving less stressful

‍1. Accept that stress is a normal part of the moving process

The first step to overcoming moving stress is acceptance. If you acknowledge that you are probably going to incur some stress over the course of your move, you’re less likely to let it set you back when it happens. You will be prepared for it.

Think about it like this: stress is a natural human response to a demanding circumstance. However, you have a say in how you react to that stress. You can take it as something negative and have a bad time. Or you can work your way through it and accomplish great things.

Our best advice is to take the stress for what it is and acknowledge the feeling. That way, you can actually work with it instead of being controlled by it. The most important thing is to recognize the stress without letting it deter you from the tasks at hand.

‍2. Stay organized!

Something that will help you a lot before, during, and after your move is to be organized every step of the way! For this, a list will be a very good ally.

There are a lot of things you have to do before, during, and after a move. Keeping all of this only in your head could lead to extra stress and to forgetting some details. So to reduce stress and minimize forgetfulness, writing everything down will definitely make a big difference!

3. Honor the journey, all of it

Moving is also a heavily emotional process. Apart from all the things you have to do, moving means a lot of change will come to your life. You leave things behind and you meet new people. This can generate both stress and excitement. So, honor that process and live the journey fully.

Things that can help ease your stress are to research about your new town, neighborhood or city. Don’t focus only on what you are leaving behind and how that makes you sad. You can also look forward to all the new, cool things awaiting you!

‍4. Try to keep a positive mindset

Keeping a positive mindset makes a big difference in every aspect of your life, not just moving! Science has shown that positive thinking helps with stress management and can even improve your health.

So while you face the stress generated by your upcoming move, remember to see it in a positive light. Embrace it, accept it, be patient with yourself. And try to see the bright side of things. This will definitely make a difference for the better.

It is also very important to look for support in friends and family instead of dealing with everything by yourself. Speaking with others will help you keep your feet grounded and not get carried away by the stress.

‍5. Reduce clutter as much as possible

Clutter is stressful. So to reduce the visual stress created by clutter, try to minimize the junk that’s occupying extra space in your home. You will feel more relieved almost immediately. You can clear the clutter using the Marie Kondo method or simply by organizing things into three piles: sell, donate, and throw away.

This will also help you a lot with moving, because you will have less things to worry about. You can even look at moving as an opportunity to declutter. Remember how we talked about trying to keep a positive mindset? Well, how you approach organizing and decluttering can make a big difference.

Oh, and another pro tip? Unpack in your new location as soon as you can. This will help you avoid things piling up.

Save money with Pony Express Moving Services. Lower prices than traditional moving companies and you don’t have to drive! Free moving quotes.

Saving Time When Moving

This entry was posted in Moving, Moving Tips and tagged on by .

By the time moving day arrives, you just want to get it over with already. Moving to a new house is a time-consuming process, and a lot of the effort comes into play before you even get to the move.

Saving Time When Moving

Saving Time When Moving

The good news is that you don’t have to spend a lot of time on the moving process. We’ve put together a few key tips to help you save time when moving, so you can start making yourself at home.

Make a Schedule

This seems more like an obvious aspect than a hot tip for the organized ones among us. Making a schedule is crucial to saving time while moving. By planning the process, you’ll be able to tackle your tasks with ease and won’t risk scrambling at the last minute to get things done.

Start 60 days before your move and make a checklist of things you need to do. Include even the things you’re sure you could never forget. Things can easily fall through the cracks in the busyness of planning and moving. By having them on your list, you’re sure to remember them. And on the plus side: you’ll get the satisfaction of ticking things off the list.

Make sure to set due dates and fight the urge to save the harder or more tedious items for last.

Take a Moment to Downsize

We’ve shared a lot about downsizing your possessions, and with good reason: it’s honestly the best thing you can do for yourself. A home relocation is a perfect time to evaluate what you’ve got and kiss it goodbye if you don’t need it.

There are multiple benefits to channeling your inner Marie Kondo before moving day. Firstly, it just feels good to lighten your load, clear the clutter, and let someone else give your stuff a loving home. Sure, it may be hard to part with things, but trust us: you’ll be glad you did.

A more practical benefit? You’ll save time and money on your move. The less stuff you have, the less you have to pack, the less you have to move, and the less you have to unpack and find a place for. You’ll also save space in a moving truck and save the time and effort of movers, meaning you’ll spend less money on your move.

Pack Like the Pros… Or Hire Them

Saving time on moving day isn’t just about swiftly prepping and getting out of your current home. It’s also about making things efficient in your new home, which means “starting with the end in mind.”

Packing like a pro means labeling like a pro, helping to ensure your boxes arrive in the right rooms in your new home. Try creating a color-coded system for your labels, using a single color per room for easy recognition. Make sure to clearly label on multiple sides and the top, as your boxes will shift in the move.

Do future you a favor, and be specific with your box contents when you can. No, that doesn’t mean writing up a full inventory on each and every box. It means being clear about what goes where. For example, MASTER BEDROOM – NAME – DRESSER will let you know whose stuff is in the box and where you’ll expect to unpack them (the dresser, in this case).

If you really want to save some time, hire the experts to pack for you. A full-service moving company will show up at your house with all of the supplies, pack all of your things, and pack your items, so they’re safe for transport. They’ll even unpack for you in your new home and take all of the waste away with them.

Collect the Right Moving Supplies

Don’t spend time scrambling for more boxes and bubble wrap while you’re getting packed. Start with all of the moving supplies you need, and save yourself the hunting or trip to the packing store.

Once you’ve downsized, you’ll have a better idea of how much stuff you have. Then, you can start collecting boxes. Consider other things like bubble wrap, newspaper, markers, tape, box cutters, and other supplies.

Want to save time, money, and waste? Repurpose things you have for packing your items. Suitcases make great replacements for boxes. Some dressers can remain full, or you can take out the dressers and leave the items in. Rags, towels, and clothes make great padding for fragile items.

Arrange Your House for Moving Day

Check with your mover first to see if they’ll unplug your appliances if you’re moving them. Many movers won’t do it for you (or will charge more if it’s a service you need), so plan ahead. That includes light fixtures and other electronics.

Next, you’ll want to prepare your home for navigating the space with boxes and furniture. Clear walkways and ensure the path to the door is open. Tell your movers in advance if there are things in your home that you aren’t taking with you. That will save you time and effort during the move.

Enlist an Expert Moving Team

No matter how much you’ve moved in your life, an expert mover has done it more. They have moving down to a science and will save time while making it all look effortless. You may be tempted to go with a DIY move, but trust us: it almost always costs more time, money, and energy than you anticipate.

Save money with Pony Express Moving Services. Lower prices than traditional moving companies and you don’t have to drive! Free moving quotes.

Office Moving Checklist and Timeline

Moving to a new office space is just as involved a process as moving to a new home. You’ve got big, bulky office furniture, difficult-to-pack electronics, and multiple rooms worth of knick-knacks to get packed up. And usually, there’s not a whole lot of time to get it all done (you can’t exactly shut down operations for a week to sort things out). Whether you’re moving to a new floor or across the country, office relocation is a lot of work, regardless of the size of your company. If you’re trying to navigate one, use this our timeline and checklist as your guide to moving to a new office space.

Office Moving Checklist and TimelineOffice move planning can start as early as a year before your move date, but six months is typically when you start looking for relocation services and start planning the logistics of a business move. Here is our step-by-step timeline to help you stay organized.

6 months before your move

Here’s what you need to consider six months before an office move.

Review the current lease

If the lease for your current office isn’t up yet, will you lose your deposit? What repairs do you need to do before you hand the key over to the landlord? Are you responsible for property damage such as broken lights or chipped paint?

Designate an in-office moving team

Do you want to be involved in every aspect of the moving process or just some? Are you the point person or should you assign that responsibility to someone else on your team? Delegate some tasks to your moving project management team, clearly defining roles. Who is planning, packing, unpacking, organizing, decorating?

Make a decommissioning plan

Decommissioning goes way beyond just cleaning your old office. Decommissioning is more like restoring it to its original condition before you moved in. It includes removing cables and electrical installations, fixtures, signs and logos, furniture, and so on. It also involves repairs to the property damage and even small things like replacing burnt-out lightbulbs. Your lease should specify the details, and if you don’t want legal trouble or to lose your security deposit, the lease conditions must be adhered to. Make a decommissioning plan early and discuss with your moving team how to assign related tasks.

Set a budget

You might have to adjust it down the road, but at least having some idea from the get-go how much you’ll have to spend will be immensely helpful when you talk to the moving companies. Determine what your non-negotiables are, and think about where you can scale back to save some money. Also, consider the purchasing process. Who will make all the move-related purchases and how will the vendors be paid?

Decide on the level of moving coverage 

Professional moving companies offer at least one type of coverage called released value protection. It’s basic, however, at up to 60 cents per pound. This moving insurance is federally mandated and is included in the move but will only cover so much. You can always replace damaged furniture, but what is something more crucial to your continued business operations, like electronics? It pays to be protected. Think whether you should buy full value protection coverage, which offers significantly more protection, or expand mover coverage further by buying third-party insurance. Deciding on what type of insurance you’ll need will help budget the move more accurately and also communicate your moving-insurance needs to the moving companies.

Start a to-do list

Since more than one person will be involved in planning and organizing the office move, it’s a good idea to start a box or a folder with all your notes and lists. It’s even better if it’s done online. For example, as a collection of Google docs in a simple folder on Google Drive. Centralizing information is a good strategy.

Announce the move to your employees and seek feedback

Plan to send an email and then follow up with an in-person or online meeting. The email should include the new office address, moving date, key features of the new office, the reason for the move, and key dates for the moving process employees should be aware of. After a week or two, schedule an in-person meeting, if possible (or employees can attend remotely), to receive feedback and answer any questions.

Your employees might request changes in workspace needs or work style preferences, especially if the new office has both open and private floor plans. If your company is small, consider one-on-one meetings. If it’s large, and holding a meeting that everyone can attend is not feasible, you can try sending a survey or organizing department meetings. Encourage all employees to keep the move in mind when they plan or take on new projects.

Make sure everything will fit in the new office

While you may intend to bring that massive break-room fridge with you, the dimensions of the kitchen space in your new break-room might not allow for it. Instead of wasting time, energy and money on transporting items that aren’t going to work in your new office space, get the dimensions of your largest items and compare them to the measurements of your next location. This applies to things like your conference room tables, large electrical equipment, and anything else that necessitates a lot of space. Hopefully, you have chosen a new office that allows for the accommodation of your existing furniture and tech, but if you haven’t, you’ll want to know that before you move in — not after.

Make an inventory

Now that you know what will and won’t fit, record what you’re taking and what you’re leaving behind. Even if you’re on a tight budget, you might have to leave some things behind, especially if the new office’s floor plan is different. A full inventory will help you communicate your moving needs to your moving coordinator and will give you a clear picture of the items you’ll need to leave behind (and replace them after the move if necessary).

3-4 months before your move

Here’s what you need to do three to four months before an office move.

Lock in your moving date

By now you have price-compared and settled on one moving company. Make a reservation as soon as you can to secure the date.

Solidify your moving plan

Set dates and tasks for your moving plan. Think about when are the phones getting disconnected. When do the desks need to be cleared? Figure out when the internet connection getting set up in the new office. Assign team leaders and hand out responsibilities to team members (or have the team leaders do it).

Announce the moving date to your employees

Let your employees know the moving date. Communicate your expectations of when their cubicles, offices or workstations need to be packed up, when the utilities are getting disconnected, and so on. If you expect the employees to lift any boxes, ask them if there are any health restrictions. Make sure each employee knows what’s expected of them and when.

Notify your current landlord

As soon as you confirm your company’s move date, tell your current landlord or property manager when you plan to terminate your lease.

Notify outside the company

Let your partners, clients, vendors and anyone else you have business associations with that you’re moving. They will need to know your new contact information and might have questions about how the move will affect them.

Come up with a plan for specialized equipment

Do you need help moving especially heavy equipment or hazardous materials? Order ahead items that take a while to build and ship? Are you replacing or upgrading any specialized equipment that requires special handling?

Hire moving vendors

Even if you hired a full-service moving company that will do the packing and unpacking for you, you might have to seek out other vendors for your move-related needs. If your new office needs landscaping or decorating, now is the time to hire an interior designer. You might also need to hire an office cleaner if the movers or your building don’t offer this service and your current one wouldn’t be able to handle the post-move cleanup.

Start gathering moving supplies

Unless your office already has everything it needs to pack up, or the movers will be packing you, get a head start on purchasing and organizing your packing materials and moving supplies. Chances are your office probably already has a lot of supplies (some boxes, markers, scissors, labels), but you probably still need to source some specialty boxes, packing tape and packing paper. Buy it now. Get creative sourcing your supplies, too. You can get free boxes and other free packing supplies at a lot of places. For more information about what supplies you need, check out our guide to choosing the right moving and packing supplies.


Purge with an open mind and tag anything that is going to be sold or donated. Consider an office warehouse sale or arrange a charity to do a free donation pickup.

Talk to your employees again

Surely by now you have made some adjustments to the moving plan and have updates. Continue your ongoing communication with your employees as they will have questions and concerns. Invite questions or feedback by email, send out important moving updates, and remind them of the new office’s features, including anything they need to know about on-site parking, entering the building, access cards, the new neighborhood, and so on.

2 months before your move

Here’s what you need to do two months before an office move.

Design a floor plan

Determine where the office equipment and furniture will go, where the employees will be sitting, and where the common areas will be. If possible, get an idea of where the Ethernet connections and power sockets are so you’ll know where to set up the tech equipment.

Schedule disconnection, transfer and set up services

Set up internet, phone installation and utilities at the new office. Besides water and electricity setup, you might need to set up garbage and recycling pickup or security services. Plan with your IT to set up computers at the new location. Can they do it internally or do they need help from the outside vendors? Let any vendors (landscaping, security, cleaning) servicing your current office know that you will have to discontinue or transfer their services.

Buy new furniture or equipment

If you’re replacing or adding any office equipment and furniture, start purchasing now as it will take to ship and assemble. You might need help with furniture installation, and decorating takes time.

Reserve offsite storage

Reserve a commercial storage unit near your new office if you don’t have room for stuff like old files, holiday decorations and office furniture you don’t need now but might use in the future.

Come up with a company-wide labeling system

You’re your preferred labeling system — numbers, colors, shapes — as long as it’s consistent throughout the office and all employees are using it.

Start packing

The non-essentials you won’t need in the weeks leading to the move can be packed now. Get it out of the way now so you can prioritize important tasks like packing necessities.

Put address change orders in place

It’s better to start updating documents with your new address earlier rather than later, so place your orders for new business cards, letterhead, envelopes, return labels, etc. right when you know your new address. It’s much better to have all of your updated documents on hand before your move than to risk going days or weeks without them in your new space.

Check on the new office

Does it need cleaning? Can you start decorating and bringing the non-essential items you’ve packed?

1 month before your move

Here’s what you need to do one month before an office move.

Keep tagging furniture, equipment and office supplies

It’s a process, so you won’t be done in a day. Check in with your moving team to make sure the tagging is on track and the employees have what they need to pack their desks.

Finalize plans with your moving team

Confirm the move date once again, and see if there’s a need for a moving-day itinerary to coordinate moving logistics.

Order keys and access cards

Order keys and, if using, employee access cards for your new office in advance so they’ll be ready to hand out before the old office closes for good.

Back up data

Back up all important data on your computer, and use hard drive mirroring software to make a copy of your hard drive. That way if something happens to your computers in transit, you can replicate your current hard drive on a new system. You might want to scan some files to digitize them and shred the paper versions to lighten the load.

Coordinate moving truck departure and arrival

Work with your current and new building managers to secure loading and unloading times. If there are loading docks, great, but if parking is limited, or the area has heavy traffic, it might take some planning. Don’t wait till moving day.

Get a handle on building rules

Unless your company owns the building you are moving out of or into, you will need to get a full breakdown of all building rules around relocating. It may be that you are only allowed to move during non-business hours or that you must put in a special request to use the service elevator. Get these rules from building management as early as you can since it will dictate the logistics of moving day.

Try to move some non-essentials on your own first

Simplify moving day by transporting the little stuff as you can, provided there’s an overlap of timing with your new lease. You can make the whole moving process easier by taking over items like plants and bulk office supplies on your own, especially if you can get them set up in their new locations before you officially move in.

Assign everyone the task of packing up their own desk

While you may be having a moving company come in to take care of the big stuff, it will still be a major help to have everyone responsible for their own desk space. Give your staff a heads up on when they’ll need to have their desks packed up, and try to encourage them to do a little bit at a time so nobody is trying to get all packed up at the last minute. You may need to just give your team a couple of hours of time off on the day before the move to get their desks in order.

1 week before your move

Here’s what you need to do one week before an office move.

Update your address

Update the company website, your financial accounts, social media accounts, subscriptions and business listings (Google, Yelp, local directories) with your new office address. Not sure who else to notify when you move? See our change-of-address checklist. Most items apply to both residential and commercial moves.

Review your moving day schedule with the moving team

Go over what still needs to be done, when the movers arrive, what items should go first and last, who will be on-site to supervise the moving crew, and will lock up after they leave, and whether you will be tipping the movers and providing refreshments.

Remind employees to finish packing

Your IT crew will probably be packing up laptops, monitors and other IT equipment, but all employees should be finishing up clearing their desks and cubicles of office supplies and personal belongings.

Don’t forget IT

One of the biggest complications inherent in moving to a new office space is disconnecting and reconnecting all of your tech. This is a big job, and one that you can’t outsource to the movers, so it’s critical that your team gets to work on it as early as possible. If there are pieces of equipment that you’ll be getting rid of, set up a plan for recycling or donating them. If you’re planning to recycle unneeded equipment instead, check out the EPA’s resources on where and how to do it right.

The day before your move

Finish packing and labeling

By tomorrow everything should be packed and ready to be relocated. Do a walk-through to make sure that’s the case and do (or have someone else do it) the necessary last-minute packing.

Collect employee access cards and keys

Be sure to collect any company keys, parking passes and access cards to return to the landlord or property manager.

On moving day

Here’s what needs to be done on moving day.

Be at the old office to meet the movers

Make sure you (or someone from your office) are there to let the movers in and out, tip them, and provide refreshments (the last two are optional). Someone also should be there to clear a path for the movers if it hadn’t been done and to moderate the move. This includes letting the movers know what should be loaded first and last, pointing out any fragile boxes (even if they’re labeled), and pointing out what furniture items need disassembling.

Do a final walk-through of your vacated office

This is to see if any items were left behind and to document any property damage. Now is also the time to turn in all keys and parking passes unless you’ve made some arrangement with the property owner or manager. It’s a good idea to confirm the termination of your lease at the same time.

After your move

After your office move is complete, here are some action items to help you get settled in your new office space.

Unpack and test your technology

Unpack the essentials and test your phone, computers, servers, printers, and anything else you’re using. Troubleshoot as needed so you won’t miss any time conducting business.

Double-check your change-of-address updates

Confirm that everyone who needed to know was notified of your move, that your online presence lists the new address, and that any stationery, business cards, labels, etc. you are using have also been updated.

Meet with your post-move team

To make sure that you get back on track promptly and that your place of business looks like a professional office, discuss with your team who is removing tags, who is unpacking, and who is stocking the kitchen, restroom(s) and supply cabinets. They should divvy up those tasks among the employees.

Celebrate your new digs

An office relocation is stressful for everyone, including your employees. They deserve some downtime and recognition for their hard work. As a “thank you” for everyone’s cooperation in making it happen and as a way to celebrate your new space, budget in a small party for after the move. You don’t have to be completely set up yet, and it doesn’t have to be anything major — even a mid-day celebration luncheon sometime in the first week after moving will show your staff how much you appreciate their help and welcome exciting things at the new office.

Office moving FAQs

Moving offices can be daunting, and we are sure you have questions. Here are a few answers to the FAQs.

What is involved in an office move?

Planning and organizing your move involves working with your office’s moving team to go through all the steps required to move your office. These include researching, vetting and finding a moving company experienced in office relocations and working with them on the details of your unique move based on your needs and your budget. It also involves whipping your new office in shape, be it cleaning, decorating or remodeling. You should also leave your old office in the condition it was in before you moved in. Otherwise, you risk losing your deposit and facing legal issues.

Office moves also involve changing your address everywhere you have it on your office supplies and online presence, and letting people know. You will be downsizing once you decide what must come with and what you no longer need or won’t fit into the new office. Of course, a fair amount of packing is involved and working with your employees to make sure they know their tasks and deadlines. Then you have to disconnect, transfer and set up all the tech and utilities, including the internet, electricity, computers, phones, servers, and so on. Post-move, you might have to clean your old office. Then, let the new office setup begin. And, hopefully, after all this, some celebration is in order.

How long does it take to relocate an office?

You can start planning as early as a year ahead, but we recommend beginning the process no later than six months before the move. There’s a lot to be done before the movers show up to load everything up. The actual move should be done within a few hours and up to a day for local moves. For long distances, it depends on how many miles your belongings will have to clock in while on the road, which could take a few days.

How can I successfully move my office?

Provided you follow the timeline above, we recommend that you:

  • Start early (six months before the move is ideal)
  • Create a moving team and appoint its manager
  • Do research to find the best moving company experienced in commercial moving
  • Assign employees tasks (like packing up their own desks)
  • Have a clear IT disconnect/transfer/setup plan
  • Know your new and old building rules
  • Put address change orders early on
  • Be diligent about labeling your boxes
  • Make sure that everything will fit into your new space (and downsize accordingly)
  • Move the non-essentials first (and maybe even on your own)
  • Have an office party to celebrate the move. You all deserved it!

What are the steps to move my office?

Planning and organizing an office move should start with setting up your budget and determining your moving needs. Then you work on finding and hiring a moving company and working with them and your employees on a moving plan with set deadlines. For more details, see our comprehensive checklist above.

Ready to organize your office move?

Save money with Pony Express Moving Services. Lower prices than traditional moving companies and you don’t have to drive! Free moving quotes.

How to Cut Your Moving Costs

This entry was posted in Moving, Moving Tips, Packing Tips and tagged on by .

Moving can be a stressful time. With all of the little things to keep track of, it’s easy to get overwhelmed. And that’s before you even start tallying up the cost of getting to your new place.

Moving costs can often catch people by surprise. The desire to save money can also lead to some drastic and less comfortable decisions, like assuming you can handle the grunt work all on your own.

Before you decide to push all of your belongings to the roadside so you don’t have to deal with moving, check out our tips on cutting moving costs.

How to Cut Your Moving CostsCollect Free Boxes

If you want to save some money, start with the packing supplies. Rather than paying for moving boxes, try collecting free ones. Places like liquor stores, bookshops, and groceries are great places to find boxes that would otherwise be discarded. Be careful to collect boxes in relatively good shape, particularly if you have fragile things to pack. Make sure to reinforce the seams with packing tape for extra care.

For most (if not all) of your items, you don’t need to buy bubble wrap and packing peanuts. Try using rags, towels, clothes, and other soft items to wrap fragile and delicate items. Clearly label your boxes on multiple sides to keep them extra safe.

Choose Your Dates Carefully

The principles of supply and demand apply to moving and prices fluctuate accordingly. If you are able to plan your move to save money, consider moving in the lower season between late fall and early spring. Even if you don’t have the luxury to choose the time of year, you can (hopefully) still choose your day and time. Holidays and weekends are more expensive than mid-week moves. That means you’ll cut your moving costs by scheduling your move on a weekday.

Do Your Own Packing and Prepping

While full-service movers can pack everything in your house for you, it will cost you. If you’re looking to cut moving costs, handle all of the packing yourself. As most movers calculate cost based, in part, on the amount of time it takes for your relocation, the more preparation you do ahead of time, the better. Disassemble furniture yourself and collect boxes in an accessible place.

Pull in Favors

Other costs can add up, like cleaning and making repairs in your place before you leave. Call in some favors with friends and family and see if they’ll come for a bit of a practicality-centric going away party.

The same goes for child and pet care on moving day. Having your kids – the two- or four-legged kind – running around can be dangerous for both them and the movers. Enlist the help of a trusted person in your life and save the cost of daycare.


Since movers charge based on how long the move will take, you can assume that the more you have, the more it will cost you. If you want to cut your moving costs, take a moment to do some downsizing.

We recommend doing a bit of a purge before every move. Why bother packing and unpacking things you don’t want or need? Relocating is an excellent opportunity for a fresh start. You might even make some money if you have things to get rid of that you could sell. Give yourself enough time to sort, evaluate, list, and complete the transaction without pressure.

Check for Tax Deductions

Save your moving receipts – you never know how they may come in handy. If you’re moving for work, you may be entitled to a tax deduction on your moving expenses so keep good (and official) records.

Save money with Pony Express Moving Services When Moving. Lower prices than traditional moving companies and you don’t have to drive! Free moving quotes.

A February Move – What to Remember

This entry was posted in Moving Tips and tagged on by .

February is the month of hearts, candy, and tons of red decor everywhere when you walk into a store. However, despite this being the month of celebrating love thanks to Valentine’s Day…there are several people who decide that they are moving during February.

In Greater Boston, the average daily temperature throughout February has a daily average of being around 41 degrees with a low of 24 degrees. However, keep in mind, we have set record temperatures during this time before with highs being in the upper 60’s, and even posting a negative 3-degree temp at one point in February over the past several years. It can rain, it can snow, it can be sunny, and it can be bitterly cold and windy. Therefore, if you decide to move in February, you need to remember a few things to make this go off without a hitch!

A February Move -What to Remember1. Make sure that you double-check all the moving details with us prior to your move. Remember, we can move in almost any type of weather. However, if you were to be dealing with several feet of fresh snow, it may mean having to postpone by a few hours until the roadways have been cleared.

2. Have some old towels on hand to not only cover the floors but to wipe off boxes that are coming into your new home if there is snow or rain falling.

3. To save you a huge bill, go ahead and lower the heat temp in the house. Remember, people are going to be coming and going with loads, there is no need to try to heat up the great outdoors!

4. Make sure that the sidewalks, driveways, and the like are cleared as best as you can. You may want to consider throwing down some sidewalk salt if you can to make this safer for everyone.

5. To help with the cold, why not have a crockpot of hot chocolate or apple cider heating in the kitchen. You will enjoy the warm beverage as the move is taking place, and your movers will appreciate this kindness as well.

6. Pack those winter essentials with you in your car, such as an extra coat, boots, and the like. You would hate to be ready to leave the house for your new home and realize that the winter gear you normally wear was packed and loaded onto the truck!

February can be a great month for many reasons, and it could be that moving into a new home is one of the reasons that you are excited for it to get here!

Save money with Pony Express Moving Services When Moving In February. Lower prices than traditional moving companies and you don’t have to drive! Free moving quotes.