Creating a complete inventory before a move is not just about "getting organised": it is the foundation for accurate quotes, appropriate insurance, customs control (for international moves or moves to the Canary Islands), and for not losing anything in the chaos. With modern mobile apps, drawing up a detailed inventory takes far less time than with pen and paper. This guide explains how to create a professional inventory using an app in 1–2 weekends.
Why you need an inventory for your move
1. More accurate quote
A removal company quotes based on volume (m³) and specific characteristics (fragile, bulky, heavy). If you provide a detailed inventory, the quote will be more accurate and there will be no surprises on moving day.
2. Correct insurance
Declared-value insurance is calculated based on the total value of your goods. Without a valued inventory, the insurer assumes minimums and you have no proof in the event of a claim. With an inventory, you know exactly what you have and what it is worth.
3. Customs documentation
Moves to the Canary Islands or international moves require a complete inventory in the DUA (Single Administrative Document). The removal company prepares it, but it needs the data. Your own inventory speeds up the process.
4. Tracking items afterwards
With a digital inventory ("the air fryer is in box 23, living room"), you find what you need after the move without opening 40 boxes.
5. Loss control
If after the move you notice something is missing, the inventory lets you make a claim to the company with concrete proof. Without an inventory, it is your word against theirs.
The best free apps for a moving inventory
Sortly (recommended)
- Free plan: up to 100 items
- Features: photo + description + value + location (box, room)
- Export to PDF to hand over to the company or insurer
- Sync across devices
- Web + iOS + Android
Encircle
- Completely free (no item limit)
- Designed for home/insurance inventory
- Generates a professional PDF report
- AI algorithm recognises objects in photos
Magic Plan
- Generates 2D floor plans of your home + items in each room
- Useful if you need to plan furniture placement at the destination
Google Sheets / Excel
- If you prefer simplicity: a spreadsheet with columns (item, room, box, value, photo link)
- Easily shared with family or the removal company
- No limits, fully customisable
The step-by-step process (1–2 weekends)
Phase 1: Room-by-room inventory (Saturday)
Start with one room and finish it before moving on to the next. For each significant item:
- Photo of the item (required for declared-value insurance)
- Name or brief description ("3-seater IKEA Klippan sofa, black")
- Estimated value (if it was expensive or has high sentimental value)
- Current condition (new, good, used, damaged)
- Category (furniture, appliance, decoration, books, clothing, etc.)
Phase 2: Classification by urgency (Sunday)
Classify each item:
- Essential: taking everything
- Convenient: taking it if there is room
- Dispensable: sell, donate or discard before the move
Phase 3: Box-room assignment (during packing)
When you start packing, assign in the app:
- Box number the item goes into
- Destination room in the new home
When finished, you have a complete inventory with the exact location of everything.
What to include and what NOT to include in the inventory
DO include
- All furniture (sofas, tables, chairs, wardrobes, beds)
- Appliances (all of them)
- Electronics (TV, computer, tablet, games console)
- Lamps, mirrors, pictures, significant decorative items
- Books (you can inventory by box: "Box 12: 25 twentieth-century fiction books")
- Clothing by category (not item by item: "Wardrobe 1: women's winter clothing")
- Kitchen by category ("Crockery: 8 flat plates, 8 deep plates, 6 dessert plates, 12 glasses…")
- Valuables (jewellery, watches, instruments)
DO NOT include (waste of time)
- Socks and underwear (volume, not individual item)
- Consumable products (shampoo, food, cleaning products)
- Christmas decorations and similar (whole box, not per item)
- Cheap office supplies (pens, post-its, staples)
- Plants (not useful for customs inventory)
Inventory for international moves
If your move is to the Canary Islands or abroad, the inventory must follow a stricter format:
- Bilingual: Spanish + English (or destination language)
- Valued: each item with its value (even approximate)
- Condition declared: new / used / antique / collectible
- Make and model of appliances and electronics
- Customs category (added by the removal company)
More detail: REF de Canarias and international removals from the Canary Islands.
Inventory for insurance
Declared-value insurance
If you take out declared-value insurance for your move, the insurer will require:
- List of items with individual values
- Photos of high-value items (>1,000 €)
- Original purchase receipts (electronics, appliances, jewellery)
- Appraisals (works of art, instruments, antiques)
Home insurance after the move
When insuring your new home, the inventory compiled during the move will help you to:
- Calculate the value of the contents (important for the insured sum)
- Prove ownership and value in the event of a future claim
- Create "before" evidence against possible theft or damage
Estimated time for a complete inventory
For an average flat (2–3 bedrooms) using a mobile app:
- Bedrooms: 2–3 hours each (including wardrobes)
- Living room: 3–4 hours (furniture + books + decoration)
- Kitchen: 4–5 hours (lots of crockery, small appliances, pantry)
- Bathrooms: 30 minutes each
- Storage room / larder / garage: 2–4 hours
- Office: 2–3 hours
Typical total: 15–25 hours spread over 2 weekends. A lot, but worthwhile.
Common mistakes in the inventory
- Trying to make it perfect: going item by item will lead to paralysis. Use categories for many similar small items
- Putting the inventory off: thinking "I'll do it during packing" → you won't
- Not photographing high-value items: the photo is the proof for insurers and customs
- Not updating after discarding items: if you sell/donate items, mark them in the app
- Not exporting a final PDF: having everything in the app is no use if there is no printable backup
Frequently asked questions about moving inventories
Is it compulsory to do an inventory for a domestic move?
Not compulsory, but recommended. For domestic moves a simple inventory (room-by-room list of main items) is sufficient. For international moves or moves to the Canary Islands it is PRACTICALLY compulsory due to customs requirements.
Will the removal company do the inventory for me?
The customs inventory (for the DUA) is prepared by the removal company using basic data. The detailed item-by-item inventory with values (for declared-value insurance) must be done by the client, because only you know what you have and what it is worth.
What do I do with the photo of each item?
Store them in the app (Sortly and Encircle manage them automatically). If you use Excel/Sheets, upload the photos to Google Drive and link to them in the corresponding cell. Back up on an external hard drive + cloud.
How long should I keep the inventory after the move?
Minimum:
- Domestic move: 1 year (claim period)
- International move / Canary Islands: 5 years (customs tax period)
- For insurance: for as long as the policy runs, at least the contents section
It is advisable to keep it indefinitely: it will come in useful for future moves, home insurance claims and estates.
Is there an app specifically for moves to the Canary Islands?
Not one specific to the Canary Islands, but Sortly and Encircle export PDF in a format compatible with the DUA. If you need help with the customs inventory, at Horizont Atlantic we provide you with a specific template covering all the required fields.
Do you offer detailed inventory as a service?
Yes, as an add-on, but it is a premium service (increases the cost of the move by ~10–15%). Most clients do it themselves using a free app and hand us the PDF to integrate into the DUA. More efficient and cost-effective.
Inventory advice for your move to the Canary Islands
At Horizont Atlantic we provide you with an inventory template optimised for moves to the Canary Islands and international moves, compatible with customs requirements. Contact us and we will send you the template with no obligation.
