Labelling your moving boxes properly is the difference between finding your bedsheets in 5 minutes or spending 2 hours opening random boxes. It is the simplest task in any move, yet also the most underestimated. This guide explains the professional labelling system we use at Horizont Atlantic and that you can apply yourself.
Why labelling well matters so much
- Saves 5–15 hours of chaotic unpacking after the move
- Reduces stress: you find what you need urgently without searching
- Allows you to prioritise: you know which boxes to open first (kitchen, bathroom, bedroom)
- Facilitates organisation: each box goes straight to its room
- Increases safety: the team knows which boxes are fragile
The professional labelling system in 4 levels
Level 1: Destination room
The most important thing: where the box goes in the new home. Use a colour code or clear wording:
- KITCHEN (yellow label)
- LIVING ROOM (blue label)
- BEDROOM 1 (green label)
- BEDROOM 2 (orange label)
- BATHROOM (purple label)
- OFFICE (grey label)
- STORAGE ROOM (brown label)
On arrival at the new home, stick a sign of the same colour on the door of each room. The removal team places each box in the correct room without needing to ask.
Level 2: General contents
A brief description of the contents (not a detailed inventory):
- "Kitchen – everyday crockery"
- "Kitchen – cooking utensils"
- "Kitchen – non-perishable pantry items"
- "Bedroom – bed linen"
- "Living room – books A–M"
- "Bathroom – towels and bathrobes"
Level 3: Fragility
A clear visual indicator:
- FRAGILE (large text, in red)
- ↑ THIS SIDE UP (with arrow)
- DO NOT STACK (for boxes with glassware or lamps)
- HEAVY (boxes of books, tools)
Level 4: Opening priority
Mark with a colour or symbol which boxes you need to open first on arrival:
- ★ ESSENTIAL DAY 1: sheets, towels, chargers, first meal
- ● WEEK 1: everyday clothing, crockery, cleaning products
- ○ WHEN YOU HAVE TIME: decoration, books, seasonal clothing
The labelling kit
- Thick permanent markers: black and red (at least 2 of each, they run out)
- Coloured stickers round or square (stationery shop or online: ~5€)
- Large adhesive labels (approx. 60×90 mm): make it easier to write and read
- Clear packing tape: to cover labels and protect them from abrasion
- A notebook or app: to keep a more detailed inventory if needed
How to label each box correctly
Label position
Stick the label on at least 2 sides of the box:
- One long side
- The top lid
If the box is stacked under others, the side label will let you identify it without moving it.
Text to write
Simple template, applies to all boxes:
ROOM: KITCHEN CONTENTS: Everyday crockery STATUS: FRAGILE PRIORITY: ★ DAY 1 NUMBER: 23 / 60
Sequential numbering
Number each box with the total count: "23 / 60" means "box 23 of 60 total". This is useful for:
- Checking on arrival that all boxes are there (box 17 is missing!)
- Quick reference in the digital inventory
- Locating a specific box among all of them
Special boxes that require different labelling
"FIRST NIGHT" box
A specific box with everything needed to get through the first 24 hours without unpacking anything else:
- Sheets, pillowcases, blanket
- Towels (1 per person)
- Basic toiletries (toothpaste, soap, toilet paper)
- Mobile phone and laptop chargers
- Torch or candle + lighter
- Scissors and a box cutter (to open boxes)
- Non-perishable snacks and water
- Disposable cutlery and a couple of plates
Label this box in huge lettering: "OPEN FIRST – FIRST NIGHT". Ask the team to leave it in a visible spot (hallway or living room).
Important documents box
Do NOT send this on the lorry. Take it with you:
- ID card, passport, family record books
- Deeds, contracts, insurance policies
- Medical records
- Cash, jewellery, most valuable items
Boxes with liquids
Clear label "LIQUIDS – UPRIGHT":
- Cleaning products
- Shampoos, shower gels, perfumes
- Wine/oil bottles (if you are taking them)
Each bottle in an individual zip-loc bag in case it leaks.
Digital inventory: the free app that saves you hours
Combining physical labelling with a digital inventory is the professional method. Recommended applications:
- Sortly (free plan): photo + description + location. Ideal for medium-sized moves
- Notion / Google Sheets: simple table with box number, contents, destination location
- Encircle (free): designed for home/insurance inventory
After numbering each box, log the detailed contents in the app. Later, when you are searching for "the Kindle charger", you find it in 5 seconds by searching the app and going straight to box 34.
Colour system: practical example
If your new home has 6 rooms (kitchen, living room, bathroom, bedroom 1, bedroom 2, office):
- Buy round stickers in 6 colours
- Assign 1 colour to each room (kitchen=yellow, living room=blue, etc.)
- Stick a sign of the corresponding colour on each room door on arrival
- Each box gets the sticker of its destination colour + a label with details
- The team places each box in the room of the correct colour
Result: the removal team unloads the lorry without asking you anything. You save time and mental energy.
Common labelling mistakes
- Labels on one side only: if the box is turned the label cannot be seen
- Small text: difficult to read quickly on a stacked box
- Too much detail: "crockery 6 deep plates 6 flat plates 8 glasses..." → better to write "everyday crockery"
- No fragility indication: boxes with glass that are not marked end up crushed
- Confusion between rooms: if you have 2 bedrooms, number them (BED 1 and BED 2, not just "BEDROOM")
- Labels that peel off: use quality adhesive labels or reinforce with clear tape
Frequently asked questions about labelling boxes
Do I need to buy professional labels or is a marker pen enough?
A thick permanent marker directly on the cardboard works perfectly. Adhesive labels are more professional but not essential. What matters is the colour system and clear information.
How long does it take to label the boxes properly?
Add approximately 1–2 minutes per box to the packing time. In a 60-box move that is 1–2 extra hours. They will save you 10+ hours of unpacking afterwards. A completely worthwhile investment.
Does your company label boxes when it does full packing?
Yes. When you book a full packing service with Horizont Atlantic, we label every box with: destination room, general contents, fragility and numbering. We hand you a printed inventory at the end. More about services: how to choose a professional company.
Is there a way to know which box something is in after the move?
Yes, with a digital inventory. Apps such as Sortly or a simple Excel spreadsheet let you look up "iPad charger – Box 34 – Office". Recommended if:
- Large move (60+ boxes)
- You will have things in temporary storage
- You will not be unpacking everything at once
Is it worth labelling the furniture too?
Yes, especially furniture that is disassembled. Use painter's tape (does not damage the wood):
- Destination room for the piece of furniture
- If modular: part number ("MODULE 3 OF 5 – OFFICE BOOKCASE")
- Screws and fittings in a labelled zip-loc bag attached to the furniture itself
Do you also need to label boxes going into storage?
Those especially. For items in temporary storage (weeks or months), good labelling plus a digital inventory is essential: when you need to find something 6 months later, you will know exactly which box it is in without unpacking everything.
Move with professional labelling included
At Horizont Atlantic professional labelling is included in our full packing service. If you book a move with packing, your boxes will arrive at your destination numbered, colour-coded and with a printed inventory. Request a quote specifying that you want the service with professional labelling.
