How to organise a move step by step: checklist, procedures and essential tips

What to do before the move: key steps to start off on the right foot

The days leading up to a move are key to avoiding unnecessary rush. These are the first steps you should take:

• Choose a fixed date for the move. If you are going to hire a company, the sooner you book, the better availability and pricing you will get.

• Make a task list. You can use an app, an Excel sheet or download a predefined checklist. The important thing is not to rely on memory.

• Inform the landlord(if you are renting) with the notice required by the contract. If you have just bought, coordinate the key handover with the notary and the real estate agency.

• Organise your personal schedule. Moving house involves calls, visits, deliveries, errands, etc. Make sure you have a few days with some margin.

• Do a clean-out. The fewer things you take, the easier and cheaper the move will be. Donate, sell or recycle what you no longer use.

Relying on a real estate agency can save you unnecessary steps, as you can ask them any questions about timelines and procedures.

Documents and procedures needed for a smooth move

A key part of organising a move is managing the paperwork. Having everything up to date avoids surprises and lets you move into your new home without setbacks. These are the documents you should prepare in advance:

• Purchase or rental contract. Always keep it accessible. It’s your legal support in case of any questions.

• ID and updated personal data. Some procedures (such as registration at your new address) require valid, updated identification.

• Utility ownership. Request the change of name for electricity, water, gas and internet. This will help you avoid interruptions or charges from previous occupants.

• Registration at your new address. You can complete this online in most town halls.

• Notifications of address change. Tax office, Social Security, DGT, bank, insurance companies, etc. The sooner you do this, the fewer issues you’ll have later.

At Engel & Völkers we always recommend keeping all receipts, as some procedures may require proof of address or proof of ownership changes.

How long does it take to organise a move?

The time needed to prepare a move depends on several factors: the size of the home, whether you have professional help, and how far in advance you can plan each step. As a general reference:

• For a medium-sized home, it’s best to begin preparations at least 4 weeks in advance.

• If you are packing yourself, organise the process by rooms and spread the work over several days.

• Administrative procedures (utility changes, registration, etc.) can take between 7 and 10 days depending on the municipality or provider.

How to organise packing efficiently

A well-organised move also requires knowing how to prepare your belongings. Here is a list of tips to pack more efficiently and avoid unnecessary issues:

• Start with items you don’t use daily. Off-season clothing, books or decorations can be packed first. This way you won’t feel your routine is affected in the days before the move.

• Label each box clearly. Indicate its contents and the room it belongs to. If possible, use colour codes or numbers.

• Prepare a “first-days box.” Include essentials for the first 24 to 48 hours: comfortable clothes, toiletries, medication and important documents.

• Avoid overloading boxes. Distribute weight and volume. Even if you want to save space, the most practical thing is that each box can be moved easily and without risk of breaking or injury.

• If you decide to hire a moving company, do so in advance. Compare quotes and ensure that they include liability insurance.

How much does it cost to organise a move? Factors that influence the price

The cost of a move can vary considerably depending on several aspects: from the size of the home to the distance between the two properties, the volume of objects or whether unpacking services are included. These are some estimates:

• Small move within the same city: from €250 to €600

• Medium move (2–3 bedroom flat): between €600 and €1,000

• Long-distance move or moves with additional services: from €1,000 to €2,500 or more.

The price depends on each case. That’s why we recommend always requesting a personalised quote, especially if you need a full move or are relocating to another city.

Changing homes: how to manage utilities

When you move into a new home, certain basic utilities must be operational from day one. Managing them in advance will save you issues. It’s also an opportunity to adjust rates, change providers or cancel services you no longer need:

• Request cancellations at your previous home or arrange the transfer if the next tenant agrees.

• At the new property, request activation or a change of ownership in advance. Some companies take several days to activate services.

• Check any binding periods if you have TV services, internet or alarms.

• Record meter readings at both homes to keep reliable records in case of discrepancies.

What to do on moving day: checklist to avoid forgetting anything

When moving day arrives —if you have prepared everything in advance— you only need to ensure the transfer goes smoothly. Here are some key steps:

• Confirm the arrival time of the moving company or the people helping you.

• Keep the box inventory at hand, along with tape, scissors and rubbish bags for any last-minute needs.

• Supervise fragile and valuable items. If possible, transport them yourself.

• Check the condition of the home you’re leaving and take photos if you are renting (they will be useful for recovering your deposit).

• Do one final walkthrough before closing the door, checking wardrobes, storage rooms, balconies or garages.

What to do after a move: essential tasks upon arrival

Even once you’re in your new home, there are still a few tasks left to complete the process properly:

• Change the lock if the home is purchased, especially if it has had previous owners or tenants.

• Confirm that all services are working correctly.

• Check that your address change notifications have taken effect.

• Organise little by little, starting with essential spaces: bathroom, kitchen, bedroom.

• Store all important documents related to the move and the new home in one place.

How a real estate agency can help you organise your move

Organising a move also means coordinating contracts, reviewing conditions, ensuring timelines, solving doubts and anticipating problems.This is why relying on a professional real estate agency can make all the difference. At Engel & Völkers, we support our clients throughout the entire process so they don’t forget any steps. Contact our team and find the home of your dreams.

Frequently asked questions about how to organise a move

How far in advance should I start preparing a move?

Ideally, you should begin between 4 and 6 weeks before the planned date. This gives you time to notify your departure, hire a moving company if needed, prepare the packing without rush and keep everything coordinated.

What documentation do I need to keep on hand during a move?

It’s always recommended to have: the rental or purchase contract, your ID, payment receipts, the inventory (if delivering or receiving a furnished home) and contact details for the real estate agency, the moving company and service providers.

Which procedures can’t I forget when changing homes?

The most important ones are: changing utility ownership, registering at your new address, informing official institutions (Tax office, DGT, Social Security) and cancelling services you won’t use anymore.

Can I handle the move myself or do I need a company?

It depends on the volume, available time and whether you have help. If you’re moving alone, with delicate items or from a large home, hiring a professional company can make the process much easier. Plus, many offer damage insurance.

How much does a move cost?

The price depends on the size of the home, the distance, the number of items and whether you hire additional services such as packing or furniture disassembly. As a reference, a move within the same city can range from €300 to €800.

What is the best time of the month to move?

Avoid weekends, the first and last days of the month and public holidays. These are the most in-demand —and sometimes more expensive— dates. If you can, choose weekdays to save money and have better availability.