What Important Documents to Take When Moving Out

Considering the magnitude of the moving process, you may find it quite a challenge to effectively plan and organize all the complicated aspects of your forthcoming relocation and take proper care of all the arduous moving-related tasks.

However, unless you pay meticulous attention to every small detail of your move, you risk great troubles down the road. Along with all the key issues to deal with when organizing your residential move, such as finding an appropriate new home, booking the services of trustworthy movers, sorting out and packing your belongings, etc., you also need to take care of the necessary paperwork.

This seemingly simple task, however, often proves to be more time-consuming and nerve-wracking than you may expect. Collecting and organizing all the records and papers you are going to need prior to, during, and immediately after your relocation requires a lot of diligence, time, and effort – not only are you supposed to assemble and sort out a large number of important documents, but you also have to meet specific deadlines and to find a way to keep all your paperwork safe during the entire moving process.

Worst of all, the procedures required to retrieve, update, register, or cancel certain important documents are often slow and problematic.

So, it is a good idea to start preparing the necessary documents well in advance. Dealing with paperwork may be dreadful but having it in order will give you peace of mind and will help you settle into your new area without any troubles.

Read on to learn what important documents to take when moving out.

What Documents To Collect Before Your Move

Some of the important documents to take with you when moving will be neatly stacked in your filing cabinets, others will be scattered around your home, and still others will have to be retrieved from different institutions. You are going to need:

• Personal ID documents. Gather your and your family members’ birth certificates, passports, driver’s licenses, social security cards, marriage certificates or divorce certificates (if any), military documents (if applicable), etc., and put them in a small fireproof lockbox. Have in mind that you may need these documents along the way or before your shipment has been delivered to your new home, so keep them at hand all the time;
• Moving documents. When you sign a contract with your chosen movers, they should provide you with a number of important documents, such as a binding estimate, an inventory list, moving-guide pamphlets with lots of useful information and practical tips, etc. You will need to consult these documents (as well as your personal moving calendar and your customized moving checklists) frequently throughout the moving process, so keep them in a secure and easily accessible location (separate from your other documents) until moving day. When the moment comes to leave your old home for good, put all the move-related paperwork in the lockbox with the rest of your documents and take them with you;
• Financial documents. Keep your credit cards, bank account statements, saving statements, bank transaction statements, loan papers, income tax papers, tax receipts, and tax deduction bills safe and away from other people’s eyes. It is also a good idea to designate a separate plastic sleeve of your documents’ folder where to put all the receipts for moving-related expenses, as well as any receipts from charity organizations ti which you have donated items before your move. You will need these receipts for tax deductions at the end of the year;
• Property-related documents. Selling and buying agreements, lease copies, mortgage documents for both your old home and your new residence, insurance policies for your property, auto insurance cards, registration documents of motor vehicles, and other property-related documents are also among the important documents to keep when moving house;
• Medical records. Visit your doctor shortly before your move and obtain all the medical documentation you are going to need in your new city – records of your and your family members’ vaccinations, health problems, specific medical needs, etc. Also, have your prescription medicines transferred and don’t forget about your dentist records either. If you have pets, you’ll have to retrieve copies of their veterinary records and vaccination certificates, as well;
• School records – don’t forget to collect your children’s school records, as you will need them to enroll your kids into new educational facilities after the relocation. If your child is applying for a college or university, be sure to request certified copies of his/her school transcripts; How to Find a Good School When Moving
• Job-related documents. Whether you are moving for work or in pursuit of better employment opportunities, make sure you have your professional licenses, skills qualifications, degree certificates, and letters of reference with you.

Any contracts, warranties, manuals, etc. may also come in handy under certain circumstances, so it is a good idea to bring them along to your new home.

Also, prepare a list of important phone numbers (emergency numbers, medical facilities, auto services, your moving company, the hotel you intend to spend the night in on the way to your new home, friends and relatives, etc.) that you can easily access at any time.

It is essential to have all these phone numbers written on paper as your phone may run out of battery or get damaged.

What Documents Do You Need When Moving Abroad?

When moving abroad, you are recommended to contact the embassy of your future country well in advance and ask them about the documents you are going to need (paperwork requirements vary widely from one country to the next). In addition to the above-described documents, you will most probably need:

• Valid passport;
• Visa and work permit (depending on the reason for your relocation);
• International health insurance policy;
• Immunization record (you may need some new vaccinations, depending on your destination country);
• Pet information and vaccination certificates (when importing pets);
• Emergency contact list, as well as the address and contact details of the U.S. embassy in your new country.

You may also need to prove you have sufficient funds to stay in your chosen country.

It is a good idea to obtain an apostille stamp on your important documents (birth certificates, marriage certificates, degree certificates, professional licenses, etc.) to assure foreign officials and government agencies that your documents are legitimate.

Keep in mind that all the procedures for issuing and/or updating documents take long to complete, so start preparing the paperwork as early as possible.

How To Organize Important Documents For Your Move

It will be easier to organize your documents, if you separate them into different categories first. So, sort out your papers by subject and look through each individual document to determine how important it is and whether it should be kept or not. Be careful not to accidentally discard a document you are going to need.

Once you have sorted out all your documents, it’s time to pack them for moving.

• Get accordion folders or envelopes with fasteners;
• Buy a fine-tipped permanent marker and labels of different colors to be able to color code the different sections of your files (school transcripts, medical records, insurance policies, bank papers, etc.);
• Sort your documents into separate folders or envelopes and label them accordingly;
• Purchase a specialized file box, a small lockbox, or a portable safe and transfer the document folders inside;
• Mark the outside of the box clearly to indicate that it is not to be loaded onto the moving truck. It is a good idea to keep the box with you all the time or to lock it in a safe room with the rest of the items you are about to relocate yourself – your box of essentials, your valuables, etc.

Keep your documents organized in a way that makes it easy to find whatever you need in a matter of minutes. It is critical to know precisely where your records and identifications are during the hectic moving process.

Keeping your paperwork properly organized will not only give you peace of mind but will also save you a lot of valuable time (when searching for a specific document) and, under certain circumstances, even money (when it comes to insurance, taxes, etc.).

How To Keep Your Documents Safe During The Moving Process

It is very easy to misplace and lose a small item in the moving chaos that will take reign over your home in the weeks prior to Moving day.

Keep in mind that documents, however important, are just sheets of paper. If scattered around the house, they may be easily mistaken for worthless pieces and thrown out or used as wrapping materials.

So, you should be very careful as to where you keep your papers and who has access to them. Otherwise, you risk having important documents destroyed or significant personal information stolen. To avoid trouble, you are strongly recommended to:

Step 1. Keep Your Important Documents With You

As already mentioned, it is a good idea to keep your paperwork in a small safe or lockbox and to store it in a separate room that only you and your family members have access to. This way, you will make sure your documents are not accidentally loaded onto the moving truck, discarded as trash, or stolen.

Remember that you should not entrust your documents to the movers under any circumstances – an accident may happen and your papers may be lost or damaged during the transportation.

Besides, it is very likely that you are going to need some of your documents on the way to your new home or before your shipment has been delivered.

So, regardless of whether you intend to fly to your new city or to drive your own car, make sure your documents travel with you.

Things You Should Never Entrust to Movers

Step 2. Make Copies Of Your Important Documents

Having duplicate copies of your most important papers may come in handy in many situations, but what matters the most is that you will have backup in case any original documents get lost or stolen. 

So, make several photocopies of every significant certificate, license, record, etc. you have and keep the duplicates in a separate folder. As a matter of fact, it may be a good idea to leave one set of copies with a close friend or a relative, just in case.

You are also advised to make digital copies of your documents – it will be very useful if you happen to lose the originals or hard copies of your documents. Scan your papers and save them both onto your computer and on an external hard drive (or on a flash drive). Don’t forget to email the scanned copies to yourself and/or store them in the cloud, as well.

Step 3. Do Your Best To Prevent Identity Theft

If identity thieves get hold of sensitive personal information (passwords, credit card numbers, etc.), you may get into a lot of trouble and lose a lot of time, money, and nerves before you are able to put your life back on track. So, make sure no one has access to your documents or your digital data:

• Keep your documents with you or locked in a safe room, as already discussed;
• Never throw documents in the dumpster – keep in mind that lots of sensitive information is printed on outdated and no longer needed papers, so you need to make sure no information can be retrieved from them in order to protect yourself and your family against identity theft. Shredding or burning old documents is your safest and easiest option;
• Protect your digital information – prevent access to your electronic devices on Moving day, protect your computer and your Internet accounts with strong passwords, wipe all the data from electronic equipment you have decided to donate, move smaller pieces (tablets, flash memory sticks, etc.) yourself, format any memory-storing devices before lending them to someone, etc.;
• Change your address and forward your mail on time, to make sure no important paperwork is delivered to your old address and gets in the wrong hands;
• Monitor your statements and immediately freeze your credit if you notice anything suspicious;
• Oversee all the procedures on moving day personally to make sure no one will meddle with your personal items;
• Never ever sign blank papers!

How to Prevent Identity Theft When Moving

What Documents To Change When Moving

When moving house, you will be required to change/update some of your documents.

You will have to meet specific deadlines for putting your paperwork in order when it comes to your driver’s license, for example, or your car registration and insurance, your voter’s registration, etc.

So, check your new state’s regulations in advance and take appropriate measures to have everything done in time.

• Change your address with the USPS shortly before or immediately after your relocation, not only to have your mail delivered to your new home but also to have other important documents (that are somehow related to your place of residence) updated sooner;
• Update insurance policies – contact your insurance companies and let them know your new address so that your insurance policies (motor insurance, home insurance, life insurance, health insurance, etc.) can be timely updated;
• Transfer your driver’s license and obtain a new registration certificate for your vehicle – you need to visit the local DMV office in your new city within 10 to 30 days after your relocation (depending on the state) and submit the required documents;
• Transfer utility accounts (your electricity account, gas account, etc.) – contact service providers in your new area and arrange to have the utilities running in your new home on move-in day;
• You can move your bank account to a local branch of your bank in your new city. If you prefer not to, you have to at least inform the bank of your new address, so that they can update your contact details. You also need to contact your credit union, credit card company, pension provider, and any other financial institutions where you have accounts;
• Update your electoral registration – when you move outside your county, you need to re-register with your new county or state in order to vote there;
• Contact the pet microchip registry your pet is enrolled with and update your contact details;
• Don’t forget to cancel/transfer subscriptions, cancel memberships, etc.

Depending on your particular circumstances, you may also need to update your address with the IRS, Medicare, Social Welfare agencies, Social Security Administration, etc.

Who to Notify When Moving

Dreadful as the task may be, you need to take proper care of all the important documents when moving in order to ensure your peace of mind and avoid troubles down the road. It will be worth the time and the effort.