Losing things during a move is one of the most frustrating problems: the laptop charger, the storage unit keys, the utility bills, grandma's gold earrings... This guide brings together the practical tips we apply at Horizont Atlantic after 15 years organising removals, so that your move is complete, orderly and free of nasty surprises.
Before the move: prepare the ground
1. Inventory with photos by room
A week before, walk through your home room by room and take photos of how each space looks. This will help you in three ways: comparing with the inventory after the move, remembering where you kept things, and making an insurance claim if something is damaged or lost.
2. List of critical items in a physical notebook
Write down in a notebook (NOT digital, phones fail during moves) the things that must not be lost: important documents, jewellery, small electronics (chargers, premium headphones, USB drives), keys, remote controls, medication. Mark where they will go and check on arrival.
3. Label ALL boxes with a colour system
Assign a colour to each room: red for the kitchen, blue for the main bedroom, green for the children's room, yellow for the bathroom, etc. Each box carries a sticker in the colour of its destination. That way, the movers leave it where it belongs without having to ask you about every item.
4. Number the boxes and keep a detailed inventory
Number each box consecutively (BOX 1, BOX 2...) and note down what each one contains in a spreadsheet or notebook. Even if it takes you 10 extra minutes per box, you'll save hours searching at the destination. If one goes missing, you know exactly what to claim.
Anti-loss packing system
The "OPEN FIRST" box — the most important one
Prepare a clearly identified box containing what you'll need during the first 24 hours in your new home:
- Sheets, pillow, a basic blanket
- Towels and a basic toiletry kit
- Mobile phone and laptop chargers
- Minimal first-aid kit (painkillers, plasters)
- Basic tableware (2 plates, 2 glasses, 2 sets of cutlery, 1 cup)
- Coffee, tea, sugar, bottled water
- Toilet paper, soap, toothpaste
- Light bulbs (because there's always one missing)
- Small toolbox (screwdriver, pliers, insulating tape)
This box travels with you personally or is loaded last on the truck so it can be unloaded first.
Personal safety bag
Apart from the removal itself, carry with you in a bag or backpack:
- Original documents (ID card, residency card, passport, deeds, contracts)
- Keys to both homes and to the storage unit
- Cash (200-500 €)
- Regular medication
- Jewellery and items of high sentimental value
- Hard drives with backups
These items NEVER go on the removal truck, not even with the best company in the world. This is about your personal security.
Packing by type of item
Tableware and glassware
Small reinforced boxes (not large ones; the weight would crush the pieces at the bottom). Wrap each plate/glass individually in packing paper or bubble wrap. Vertical, not stacked. Fill the gaps with kitchen cloths or clothes.
Electronics
If you kept the original boxes (TV, monitor, console), use them. If not, blankets + bubble wrap + tape. Photograph the back of each device with all its cables connected before disconnecting it, saving you hours reconnecting everything at the destination.
Cables
The most common mistake: putting all the cables in one huge bag. At the destination it takes you 1 hour to work out which is which. Better: each cable rolled up and labelled with masking tape ("HDMI living room TV", "USB-C Mac"). If you don't want to label them, put each cable in a separate zip-loc bag with its name.
Clothing
Use "wardrobe boxes" (boxes with a hanging rail) for clothes from the wardrobe. For folded clothes, large boxes (light weight) are perfect. Photograph the contents before closing.
Important documents
Buy a lockable file box (15-30 €) and put ALL critical documents in it: deeds, mortgage, insurance policies, certificates, original family photos, employment contracts. You carry this box personally in the car, NEVER on the truck.
Moving day
Final walk-through before closing the house
Once the truck is loaded, BEFORE you leave, do a full walk-through of the whole house, opening ALL the wardrobes, drawers, pantry, garage, storage room, terrace, balcony. It's incredible how many things get left behind in kitchen drawers or on the back shelf of the storage room.
Check behind appliances
If you're leaving the fridge, dishwasher or washing machine (because they come with the flat or are staying), check what's behind them: cables, cloths, dropped clothes, children's toys. There's usually at least one lost item.
Photo of the property's final condition
Take photos of the empty house: for your home insurance, for the letting agency (if it was a rental) and for your own memories. Also take photos of the electricity, water and gas meters with the date visible to support the final readings.
At the destination
Check the inventory against the box list
While they're unloading, tick off the boxes on your numbered list. If one is missing, you'll spot it that same day and the movers can go back to the truck to look for it. If you discover it days later, it's much harder to make a claim.
Damage: note it on the delivery note
If you notice any damage to furniture or a box while unloading, write it on the delivery note before signing to confirm receipt. This is the basis for claiming against the company's insurance.
An organised first night
Open only: the "Open first" box, the bathroom one and the main bedroom one. DO NOT try to unpack everything in one night, it will exhaust you and increase the chaos.
Apps and tools that help
- Sortly: inventory app with QR codes for boxes
- Google Sheets: for the box list shared with family
- QR labels: print them at home, scan with your phone and see the contents
- Your phone's camera: the best inventory is a photographic one
Mistake #1 that causes losses
After 15 years in the industry, the most common mistake that leads to losing things is trying to do the move alone or with inexperienced friends, with no labelling system. Boxes get loaded under pressure, nothing is noted down, friends get tired and when you arrive nobody knows where anything is.
A professional company brings a system, experience and accountability. Request a no-obligation quote and reduce to zero the risk of losing important things on the day of your move.
Frequently asked questions about not losing anything during a move
What is the most common cause of lost items during a move?
1) Poorly labelled boxes that get mixed up or end up in the wrong place, 2) small items packed with large furniture (they go their own way), 3) important documents mixed in with ordinary boxes, 4) transport of small valuables (jewellery, money) with no specific protocol. Professional labelling and personal custody of critical items prevent 95% of losses.
How do you avoid losing screws when dismantling furniture?
A transparent zip-loc bag per piece of furniture with: all the screws + a photo of the original assembly + instructions if you have them. Attach the bag to the piece of furniture itself with painter's tape (it doesn't damage the wood). When you reassemble at the destination, everything is where it should be. A more professional alternative: a small organiser box with compartments labelled per piece of furniture.
Is it a good idea to make a detailed inventory of EVERYTHING?
For long-distance moves (Canary Islands, international) or with valuable items, YES it's very useful. For short local moves with standard items, an inventory by category is enough (not item by item). Apps like Sortly or Encircle make the process easy with photo + description + location. More detail: how to make an inventory with a mobile app.
What things should I NEVER put in the removal truck?
Important documents (ID card, deeds, contracts), cash and jewellery, regular medication, computers with critical unbacked-up data, car and new house keys, everyday chargers and devices, pets, valuable plants, irreplaceable sentimental items. All of that travels with you in your own vehicle or hand luggage.
What if I notice something missing after the move?
First: check all the boxes (it's common for the "missing" item to turn up when unpacking the last box). If it hasn't turned up after 1-2 weeks: check with the removal company against their inventory, check whether it may have been left at the origin (with neighbours, at the old house), call the company's warehouse in case it was left loose. If there's a genuine suspicion of loss, file an insurance claim with evidence (inventory, photos). More on prevention: professional labelling system.
