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Office & Industrial Relocation Employee Packing Instructions

The following information and instructions have been prepared to make the packing/moving process easier for your employees and to reduce unnecessary delays for the moving company. Following these instructions will help to make a smooth and efficient transfer to your new location.

General Information

Employees will be responsible for their own packing before the actual move. Please follow the instructions outlined below. They will be of assistance to you not only before the move, but also when you unpack in you new office.

Packing Instructions

  • Personal Items: Chipman Relocations cannot be responsible for your personal possessions such as money, lighters, fountain pens, etc. For your own protection, we suggest you move these items on your own.
  • Cartons: Be sure that all cartons are properly assembled. See your supervisor for instructions. Chipman has special cartons for electronic equipment, bulk supplies, lamps and other breakables. If you require any special packing services, ask your supervisor to advise the move coordinator.
  • Desks & Credenzas: Pack ALL contents. This includes current work assignment papers, letter trays, books, files and other loose items. Pack in envelopes and then pack the envelopes in cartons. Protect all glass with paper or other stuffing material. Leave glass tops and desk pads on top of your desk for Chipman to move.
  • Filing Cabinets: Standard upright file cabinets can be moved with contents intact. Tighten the follow blocks to secure the contents. The contents of lateral file cabinets must be emptied and packed in cartons. Chipman will supply both letter and legal size cartons designed for packing files. Any file cabinets that are gang bolted together should be unbolted prior to move day. Files will be moved in an upright position throughout the move and can be locked if unbolting is completed. REMOVE KEYS!
  • Supply or Storage Cabinets: Pack all contents in cartons. Cabinet doors should then be locked, taped or tied.
  • Bookcases: Remove all books and other contents and pack in cartons. Stand books on end.
  • Coat Racks and Lockers: Pack all items and contents.
  • Office Machines: DO NOT PACK. Leave the machines on top of desks or stands. Typewriter carriages must be centered and all machines must be unfastened and disconnected. Pads and covers should be packed in cartons. Electric cords should be detached, rolled up and fastened to the machine with string, scotch tape or rubber bands.
  • Pictures, Maps and Bulletin Boards: Remove all from walls. Consolidate small pictures in a carton. Cushion with packing paper and place them on end, back to back, in the carton. Consolidate and pack together all large pictures, etc., located in one room. Chipman will see that these items are adequately packed.
  • Special Equipment: Professional servicing may be required for data processing and copier equipment. Please check with the manufacturer's service department for move preparation requirements. All equipment containing liquid must be drained prior to the above.

Plants: Chipman cannot be responsible for safe transportation of plants. Employees should arrange other methods of transportation.



Furniture Casters: Remove all loose casters and pack in cartons.

  • Odds and Ends: Be sure all loose items such as desk clocks, calendars, bookends, etc., are packed in cartons. Leave oversized items (lamps, desk pads, etc.) For the mover to handle.
  • Consolidate: Consolidate your office belongings with those of other employees being relocated in the immediate area at the new location. This will help conserve carton space.
  • Carton Stacking: Please do not stack full cartons on top of furniture. The movers will remove furniture first; try to keep pathways as clear as possible.

Important:  All packing should be completed prior to the start of the actual move.
Only personnel directly involved with move should be present during the course of the move.


Coding and Tagging Procedures

  • Color-Coded Moving Labels: Chipman Relocations has coordinated a color-coded labeling system to assure the proper placement of furniture at the new location. The new offices have been divided into designated color zones by department. Within the color zones, each individual work area has been assigned a number. Within these individual work areas each piece has been assigned an alphabetic letter. Your Move Coordinator has assigned any employee who will be responsible for all labeling. It is critical that the tagging procedure is carefully followed to facilitate a smooth and uneventful relocation.
  • Items Not to be Moved: Only tagged items will be moved. If an item is not tagged with a label, the movers will leave it behind.
  • Special Types of Furniture: Items such as L-shaped desks and conference tables will need to be dismantled. Be certain that all parts of the dismantled furniture have the same tag color and code information.
  • Preparation of New Location: Your new offices must be well marked to assure proper furniture placement. Clearly label each work with the assigned number and color code. Place several coded floor plans in clear view near the entrance doors.
  • Tag Placement: Please place tags in a uniform manner. Consistency in placement of tags will assist the mover in quickly and efficiently placing your furniture and equipment in the proper locations at destination. To make removal of the tags easier, fold the corner of each tag prior to placement on furniture.


After the Move

Your first concern will be to get unpacked and back to a normal operating routine as quickly as possible. As soon as you have completed unpacking, break cartons down and place them in a central area as designated by your Move Coordinator.

Although the mover will exercise extreme care, some damage may occur. If damage has occurred, report it in writing to your Move Coordinator within three days.