For Your Move
Your company has selected Capitol Moving & Storage to relocate your office to a new location. We understand the concerns you may have about your upcoming move.
Please take a few moments to go over this Move Guide; the information we have provided should answer many of your questions. If you need further assistance, please ask your company’s Move Project Manager or your Capitol representative.
It All Starts With a Plan
Many hours of planning by your company’s moving team and Capitol have already taken place. We have developed a Move Plan that is designed to diminish down time and maximize your company’s efficiency. Each area has been assigned a color code and placement of furnishings and equipment are already designated. And, each segment of the move has been scheduled so we can make the best use of time in packing, loading, transporting and installing furniture and equipment.
Keeping Things in the Right Place
Each piece of furniture and equipment will be labeled with a color tag assigned to your area. Your company Move Project Manager will assign your floor and room number. Carefully print your identification code on your labels before you affix them to items or cartons. Use a dark color marker and make large numbers or letter. (As you label furniture, equipment and boxes, record these items in your personal inventory list: reference this list when you arrive at your new location.)
Commercial Move Labels
A – Number indicated floor
B – Color indicates floor quadrant
C – First numeral indicates an area within the color-coded quadrant
D – Numeral following the hyphen indicates the “spot” location within the indicated area
Some items may have to be taken apart before moving. Make sure all parts of an item are tagged with corresponding consecutive numbers. If you need file cabinets set up in a particular sequence, be sure labels are numbered consecutively. Any item not tagged will remain in its present location.
You’re a Vital Part of the Process
You will play a role in the relocation process by packing your own personal items.
Please follow these guidelines:
- Pack your belongings with a neighbor at an adjoining desk and conserve boxes and van space.
- Pack letter trays, books, magazines, loose files and any papers under glass desktops. Leave glass desktops for the mover. Seal paper clips, pencils and other loose items in envelopes and pack in cartons.
- Make sure the cartons you pack are tagged with proper color codes for the new location.
- Leave contends of upright vertical files intact. Lock cabinets if possible and be personally responsible for the keys. If the keys are not available, wrap tape around lock cylinders to prevent accidental locking.) Contents of lateral files should be packaged into cartons. Your company Move Project Manager will tell you if you or a Capitol representative will pack the contents of the files.
- Empty contents of supply cabinets and pack into cartons.
- Leave large pictures and maps on the walls for the movers. Wrap small pictures and pack on edge in carton.
- Pack loose furniture casters into cartons so they won’t be lost.
- Pack miscellaneous items from desktops or credenzas, i.e. calendars, desk clocks, book ends, into a carton.
- Take personal photos, coffee cups and irreplaceable items with you.
- Leave telephones in place if they are not to be moved and Capitol will remove from desks.
- Use extra cartons instead of over-packing. Contents of bulging cartons may be damaged.
- Drain fluids, inks and powdered chemicals from machines. If you are responsible for your office copier or postage machine, contact the vendor or service company for directions on how to move them. Large machines may require special servicing by a technician.
- Take plants with you to new location; Capitol may move large plants but will not take responsibility for them.
- Check areas where you hang coats and sweaters, as well as break rooms to be sure nothing is left behind.
- Make sure you examine furniture and equipment to determine pre-move condition. You will also need to make a list of special or unusual requirements (furniture that requires unbolting or any equipment that required special shutdown procedures or servicing) and give it to your company Move Project Manager.
- Do not leave money, jewelry, or personal items on you desk. Take items of unusual value with you.
On Move Day
Movers need every bit of space they have to maneuver file cabinets, desk, chairs, equipment and cartons from your office to their new location. Some phases of your move may be planned with split second timing. So, resist the temptation to “sight see” at both the old and new locations. It could be dangerous and may hinder the progress of the movers. We need your cooperation for a safe and efficient move.
After the Move
As soon as you arrive in your new office, check to see if all items in your personal inventory have been delivered to you. If you have items marked for another area or if you are missing an item, contact you company Move Project Manager.
You will then want to get unpacked and back to your normal routine as soon as possible. As soon as you finish unpacking, pull the move labels off of your cartons and lay cartons flat in a central area for removal.
Although Capitol movers exercise extreme care, damage occasionally occurs. Before establishing a claim, you and your supervisor should determine if damage occurred during the move or if it was a pre-existing condition. Report damage immediately to your company Move Project Manager so a claim can be initiated. Claims will be coordinated through your company’s representatives and Capitol Moving and Storage.
Capitol Moving and Storage Services
- International and Domestic Facility Moves
- International and Domestic Household moves
- Electronic & Exhibit Moves
- Air Freight Forwarding
- Commercial Packing
- Warehousing and Asset Management
- Record Storage
Please consider the service your company receives when making a decision about your own relocation. Call Capitol. Your best move starts here.