How to Pack for an Employee Move: A Step-by-Step Guide

Whether you’re relocating for a new job or transferring to a different branch, an employee move is more than just packing boxes—it’s a major life transition. Unlike personal moves, employee relocations often come with tight timelines, corporate policies, and additional pressure to hit the ground running at your new position. Packing efficiently and strategically can help reduce stress, avoid last-minute surprises, and ensure you start your new chapter on the right foot.

In this guide, we’ll walk you through the essential steps of packing for an employee move—making the process smooth, organized, and manageable.

1. Understand Your Company’s Relocation Policy

Before you pack a single item, the first step is to review your company’s relocation policy. Many employers offer relocation benefits or reimbursement packages that can cover moving expenses, professional packing services, temporary housing, and even storage.

Here’s what to look for:

• What costs are covered (boxes, movers, storage, etc.)
• Preferred or partnered moving companies
• Weight or size restrictions
• Deadlines and documentation needed for reimbursement

Understanding what your employer will and won’t cover helps you plan your move and avoid unnecessary out-of-pocket expenses.

2. Create a Moving Checklist

A detailed moving checklist is your best friend during an employee move. Since relocations often come with a start date, you’ll likely have less flexibility in your timeline. Start planning early and break down your tasks into manageable steps.

Your checklist should include:

• Decluttering and sorting items
• Gathering packing supplies
• Scheduling professional movers
• Forwarding mail and updating addresses
• Transferring utilities and services
• Packing personal essentials for travel

Set calendar reminders and stick to a timeline to stay on track.

3. Declutter and Downsize

Packing is much easier—and cheaper—when you have less stuff. Before you start boxing things up, go through your belongings and decide what to keep, donate, sell, or toss. Be ruthless with items you haven’t used in a year or longer. The fewer things you bring, the faster the packing and unpacking process will be.

Decluttering before your move will:

• Lower moving costs (especially if charged by weight or volume)
• Help you stay organized
• Make your new space feel less cluttered from the start

Consider holding a garage sale or donating items to a local charity.

4. Gather Quality Packing Supplies

Investing in quality packing materials can prevent damage and make unpacking easier. While your employer might provide supplies or reimburse the costs, make sure you have enough on hand.

Here’s what you’ll need:

• Sturdy boxes in various sizes
• Packing tape and dispenser
• Bubble wrap and packing paper
• Plastic wrap for furniture
• Labeling materials (permanent markers or printed labels)

For electronics and fragile items, original boxes (if you still have them) offer the best protection.

5. Pack One Room at a Time

To stay organized and avoid getting overwhelmed, pack one room at a time. Start with areas you use the least—like guest rooms, storage closets, or seasonal items—and work your way toward everyday essentials.

As you pack:

• Group similar items together
• Label each box clearly with the contents and destination room
• Mark fragile items so movers handle them with care

Color-coded labels or stickers can make it even easier to sort boxes at your new location.

6. Prioritize Important Documents and Essentials

There are some items you should never send with the movers. Important documents, valuables, and daily necessities should stay with you throughout the move.

Keep these items in a clearly labeled folder or bag:

• Identification and passport
• Employment offer and relocation paperwork
• Financial records and insurance documents
• Medical records and prescriptions
• Chargers, devices, and travel essentials

Additionally, pack a “first night” box with essentials like toiletries, a change of clothes, basic kitchenware, and bedding.

7. Take Photos of Electronics and Furniture

Before unplugging TVs, computers, or office setups, take photos of the wiring and configuration. This makes reassembly much easier when you arrive at your new home. Do the same for disassembling furniture: take pictures of screws and hardware, and keep parts in labeled bags taped to the furniture itself.

8. Use Professional Packers If Available

If your company covers professional packing services, take advantage of them. Professional movers are trained to pack efficiently, protect fragile items, and make the moving day much smoother. Even if only partial packing is included, you can ask them to handle large furniture, electronics, or kitchenware while you pack the rest.

9. Label Everything Clearly

It may seem obvious, but labeling is one of the most overlooked steps. Each box should be labeled with:

• The room it belongs in
• Brief description of contents
• “Fragile” if needed
• Directional arrows for proper handling

Color-coding by room or using number systems (e.g., Kitchen Box #1) makes tracking easier, especially if you’re dealing with long-distance movers or storage.

10. Confirm Moving Day Logistics

The final step is confirming all your moving day logistics. Whether you’re working with a moving company or doing it yourself, make sure to:

• Confirm dates and times
• Share your contact information with movers
• Reserve elevators or parking at both locations if needed
• Pack valuables and travel items separately
• Prepare a moving-day essentials kit (snacks, water, tools)

Communication is key—stay in touch with the movers and your employer’s relocation coordinator to ensure everything runs on time.

Coast Valley Moving & Storage: Expert Movers in Newport Beach

At Coast Valley Moving & Storage, we pride ourselves on being one of the most trusted Newport Beach movers, delivering efficient, reliable, and stress-free relocation services tailored to professionals and families alike.

Unlike other Newport Beach moving companies, we combine decades of experience with personalised care to ensure every employee move is handled with precision—from careful packing to secure transport. When it comes to starting your next chapter with confidence, Coast Valley Moving & Storage is the name you can count on.

Let’s Get You Moving

Ready to make your employee move seamless and stress-free? Contact Coast Valley Moving & Storage—your trusted Newport Beach movers—for professional service you can rely on. Get your free quote today and discover why we’re one of the top-rated Newport Beach moving companies!