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Writer's pictureCindy Davis

Creating Your Older Adult Moving Plan: A Step-by-Step Guide


Image of Black seniors packing up kitchen

Welcome back to our series on downsizing for a better life. In our previous posts, we discussed the emotional and practical aspects of deciding whether it's time to move and explored various living options to consider. Now that you've made the decision and chosen your new home, it's time to focus on the next crucial step: planning the move.

 

Moving can be a daunting task, especially when transitioning to a smaller space or a new community. A well-thought-out plan can help you manage the process smoothly and reduce stress. In this post, we'll provide you with a step-by-step guide to creating an effective moving plan. From scheduling your move and preparing for it to packing strategies, moving day logistics, and getting settled into your new home, we've got you covered.

 

Whether you're moving across town or across the country, careful planning and organization are key to a successful transition. Let's dive into the details and ensure your move is as seamless and stress-free as possible.

5-Step Older Adult Move Process

No. 1 Scheduling Your Move

Graphic of moving box in purple with Step 1 Scheduling Your Move

When planning your move, one of the first considerations is the distance to your new location. Whether you’re moving within the same city or across the country, the logistics will vary, and it's essential to plan accordingly.


In-City or Across the Country: Planning for Distance

Start by determining when you want or need to move and when you can move into your new home. Understanding these timelines will help you create a detailed plan. Consider the location of your new place and the best directions to get there. For in-city moves, this might involve finding the quickest route and avoiding traffic-heavy times. For out-of-state moves, there are additional factors to consider:

 

  • Loading and Travel Time. If you’re moving out of state, trucks may need to load your belongings a few weeks in advance of your move-in date. This means you need to work backward from your desired move-in date to ensure everything is ready in time.

  • Travel Logistics. Plan the actual travel for yourself and any family members. This includes booking flights, hotels, or planning a road trip if you’re driving. Ensure you have a clear route and know the travel time to your new location.

  • State Regulations. Be aware of any state-specific regulations or requirements for moving, such as permits for moving trucks or specific rules about what you can transport across state lines. For example, moving to Hawaii requires quarantining your pets.

 

By considering these factors, you can create a realistic timeline and ensure that your move, whether near or far, goes smoothly.


Mover Availability and Travel Time to New Location

One of the critical steps in planning your move is determining who will help with the move and how long it will take to travel to your new location. Whether you enlist friends and family or hire professional movers, planning ahead can make all the difference.

 

Enlisting Help

Moving can be overwhelming, especially when downsizing. Enlisting help is essential, whether you hire a professional moving manager or rely on friends and family. Professional move managers, such as those from the National Association of Senior & Specialty Move Managers, offer a range of services, from sorting and organizing belongings to coordinating with moving companies and setting up your new home. They can handle everything from reviewing contracts and negotiating rates to preparing the new space, often charging between $65 to $125 an hour, depending on the region.

 

Friends and family can also play a crucial role in processing belongings, creating new memories, and providing emotional support during the move. Even with professional help, their assistance can ease the transition and make the process more enjoyable.

 

Cost Considerations

Understanding the costs associated with moving is crucial. The average cost of a local move is around $1,250, while a long-distance move averages $4,890 for a distance of 1,000 miles. These estimates are based on a 2-3 bedroom move of approximately 7,500 pounds. Local moves can vary significantly, from $501 for a studio apartment to over $2,988 for a larger home. Hiring a labor-only company typically costs between $38-$75 per mover, per hour, with a two-mover team working four hours costing about $424 on average.

 

Long-distance moves are more expensive due to additional factors like gas prices, tolls, and compensating drivers. Costs can range from $1,123 to more than $14,107, depending on the distance and the size of the move.


Travel Time and Logistics

Planning travel time is another essential aspect. For local moves, this involves finding the quickest route and scheduling the move to avoid peak traffic times. For long-distance moves, consider the logistics of transporting your belongings, which may require the moving truck to load weeks in advance. Plan your travel, whether driving or flying, to align with the moving schedule and ensure a smooth transition.

 

By carefully considering mover availability, travel time, and costs, you can create a comprehensive moving plan that minimizes stress and ensures a successful move to your new home.


Time Requirements: How Long Will It Take?

Planning a move takes longer than you might think, so it's essential to start well in advance. Ideally, begin the process two to three months before your move date. Avoid trying to plan everything in one weekend; giving yourself ample time allows you to manage the task more efficiently and reduces the risk of feeling overwhelmed.

 

Starting early has several benefits. It gives you the opportunity to sort through your belongings at a comfortable pace, helping you avoid tossing items you might regret parting with later. Remember, it took years to fill your home with your possessions, so it will take some time to go through everything and decide what to keep, donate, sell, or discard.

 

Chipping away at paring down your possessions over time can help you avoid burnout. Spread the task over several weeks to make methodical choices, take plenty of breaks, and give yourself time to confirm what you’re keeping and accept what you’re letting go. This gradual approach ensures you make thoughtful decisions and reduces the stress of last-minute downsizing.

 

To avoid feeling overwhelmed, use any spare time effectively by dedicating it to the moving project. Take time with your treasures, allowing yourself to enjoy the memories associated with each item as you declutter. This thoughtful approach helps you stay organized and maintain emotional balance throughout the process.

 

By starting early and spreading the work over several weeks or months, you can ensure a smoother and less stressful moving experience.


No. 2 Preparation for the Move

Graphic of blue moving box for step 2 Preparation for the Move

Preparing for a move involves several crucial steps to ensure a smooth transition to your new home. In this section, we will cover key aspects such as understanding the floor plan and measurements of your new space, conducting a pre-move walk-through, creating an inventory of what to take and what to leave, and adhering to rules and regulations. By taking these steps, you can plan effectively, stay organized, and reduce stress during your move.


Floor Plan and Measurements: Knowing Your New Space

An essential step in preparing for your move is understanding the layout and dimensions of your new space. This helps you determine which furniture pieces will fit and how to arrange them to recreate a sense of familiarity and comfort.


Floor Plan for Your New Location

Obtain a detailed floor plan of your new home. This layout will be crucial in planning which furniture pieces to keep and where they will go. It helps you visualize the space and make practical decisions during the downsizing process.

 

Make a detailed floor plan of your new home, going room-by-room. This plan should include measurements of doors, windows, and essential spaces to ensure that your furniture will fit as intended. A well-thought-out floor plan allows you to plan the placement of your belongings accurately and avoid surprises on moving day.


Taking Measurements

When you visit your new home, take detailed photos and measurements of critical areas such as doors, windows, closets, and rooms. This information is vital for planning your furniture layout, ensuring everything fits as intended. Also, consider the clearance needed for walkers or wheelchairs if mobility becomes an issue in the future. Knowing these dimensions in advance allows for a smoother transition and prevents last-minute surprises.


Assessing Furniture Fit

One way to decide what furniture to take with you is to measure your current pieces against the room-size dimensions of potential new homes. Compare these measurements to ensure your furniture will fit comfortably in the new space. Remember, a two-bedroom house will need less furniture than a three- or four-bedroom home. By measuring in advance, you can make informed decisions about what to keep and what to let go of.


Creating Familiar Spaces

Taking pictures of your current home’s familiar spaces allows you to recreate them in your new home. This sense of familiarity can ease your transition and help you adjust to the new environment more quickly. Having visual references will guide you in arranging furniture and decor similarly to your previous setup, providing comfort and continuity.

 

By thoroughly understanding your new space and planning accordingly, you can ensure a more seamless and stress-free move. This preparation helps maintain a sense of familiarity and comfort in your new home, making the adjustment period much easier.


Walk-Through: Pre-Move Inspection

A pre-move walk-through of your new home is a valuable step in preparing for your move. This walk-through helps you envision your layout and determine what furniture and items are necessary to bring with you.


Envisioning Your Layout

During the walk-through, take time to envision what your new space will look like. This mental exercise helps you decide what furniture pieces will fit and what items you can leave behind. By picturing your layout, you can make more informed decisions about what to bring.

 

Take photos of the existing space and the placement of items in your new home. This visual reference will be invaluable when setting up your new space to match the comfort and familiarity of your current home. Documenting the layout helps you recreate the same arrangement, providing continuity and easing the transition.

 

Checking Out Model Homes

If you’re downsizing to a smaller home, visit small-home open houses or model homes to get an idea of the furniture arrangements that work well in compact spaces. Bring a measuring tape and notepad to keep track of the dimensions of furniture pieces you like. This hands-on approach helps you understand how different pieces will fit and function in a smaller space.

 

By conducting a thorough walk-through and taking detailed notes, you can better plan your move and ensure that your new home is comfortable and functional. This preparation helps you make strategic decisions about what to bring and how to arrange your new space effectively.


Inventory: What to Take and What to Leave

Creating an inventory of your belongings is an essential step in the moving process. It helps you determine what to take and what to leave behind, ensuring a smooth transition to your new home.

 

  • Create Comprehensive Lists. Lists are a downsizing senior's best friend. As you declutter, take a complete inventory of your belongings. Use a list or spreadsheet to help you decide what’s important. This checklist can prevent situations where you accidentally keep multiple items when only one is needed. Copies of these lists should be made and shared with those assisting in the move to ensure everyone is on the same page.

 

  • Identify Valued Possessions. Start by listing the five or six possessions you value the most. Identifying these items before you begin decluttering will help you focus on what truly matters and ensure that your most cherished belongings are prioritized.

 

  • Organize Important Documents. Keep track of important documents such as medical records, birth certificates, and passports. Organize these documents into a folder and place them in a secure, easily accessible location throughout the moving process. Consider shredding any files you no longer need and, if possible, scan them onto a computer or take photos for digital storage.

 

  • Essential Items Checklist. You’ll need a core set of belongings that help you live comfortably. Before you get rid of anything, make a checklist of essential items that must go to your new home. This list should include everyday items like furniture, appliances, dishes, clothing, linens, and electronic gadgets. Post this list somewhere visible, like your fridge, so you can easily add to it as needed.

 

By carefully organizing and taking inventory of your possessions, you can ensure that only the most important and necessary items make it to your new home, making the transition smoother and more efficient.


Rules and Regulations: Compliance and Considerations

Understanding the rules and regulations of your new home is crucial to ensure a smooth move and avoid any surprises. Here are some key compliance and considerations to keep in mind:

 

  • Door and Elevator Sizes. Before moving in, check the sizes of doors and elevators to ensure your furniture and belongings can fit through them. Measure your larger items and compare them with the dimensions of the entryways and elevators in your new home to prevent any issues on moving day.

 

  • Inclusive Packages. If your new home or community offers inclusive packages, take note of what is included. These might cover essential items such as laundry facilities, microwaves, grab bars, and window coverings. Knowing what is provided can help you decide what to bring and what to leave behind.

 

  • Community Policies. Familiarize yourself with any community policies regarding hanging things on the walls, painting, and other modifications. Some communities may have restrictions on what you can alter in your living space. Understanding these policies in advance will help you plan your decorating and settling-in process.

 

  • Trash Regulations. Learn about the trash regulations in your new community. This includes pickup days and times, the types of bins provided, and recycling rules. Knowing these details can help you manage your waste effectively and stay compliant with community guidelines.

 

  • Community Care Recommendations. If you are moving to a community care facility, ask for recommendations for services that frequently assist in that location. This could include movers who are familiar with the community's layout, cleaning services, or other support services that can ease your transition.

 

By understanding and adhering to these rules and regulations, you can ensure a smoother move and a more comfortable transition into your new home.


No. 3 Packing Strategies

Graphic of green moving box for Step 3 Packing Strategies

Packing up your home is not just a logistical task; it’s an emotional journey. As you go through bins filled with a lifetime’s worth of treasured memories, take some time to reminisce. It's perfectly fine to stop and feel nostalgic, reflecting on the happy moments in your life. This process can be both therapeutic and rewarding, making your move a more meaningful experience.


Organization: Efficient Packing Methods

Packing efficiently can make your move smoother and less stressful. Here are some strategies to help you organize and pack your belongings effectively:

 

  • Start with Practical Must-Haves. Begin by tackling practical must-haves like kitchen and bathroom supplies. These items are essential for daily living and easier to pack. Save the big, emotional items (such as art, heirlooms, and photos) for later. You’ll need more time to decide what to do with these things, but you may find it easier to make decisions once you’ve gotten into a rhythm with the basics.

 

  • Prioritize Problem Areas. Address problem areas early on, such as the garage, attic, closet, or office. These spaces often contain keepsakes or heavy items that can be challenging to sort through. Enlist help for these tasks to assist with prioritizing, letting go, and lifting. Tackling at least one tough job early can provide a sense of accomplishment and momentum.

 

  • Go Room by Room. Packing room by room, including basements and crawl spaces, will help when you unpack at your new home. Because you packed by room, you can unpack boxes in their appropriate locations. This methodical approach simplifies the unpacking process and ensures that items are easy to find.

 

  • Label Each Box Clearly. Create a labeling system for your moving boxes. Label each box by room and the contents inside to eliminate confusion as you move the boxes into your new space. For example, a label might read, “Kitchen – Daily plates and bowls. Box 1 of 10.” Once all the boxes in a room are packed, number them sequentially and note the total box count. This helps you keep track of your belongings and ensures nothing is missing. Do the numbering step last to avoid renumbering if anything changes.

 

  • Prepare Keepsakes for Family. If you know you’re going to see family members for a holiday or special event, set a goal to have a box of keepsakes ready for each person you’ll be seeing. This thoughtful gesture not only helps with the downsizing process but also allows you to share cherished memories with loved ones.

 

By following these efficient packing methods, you can streamline your move, reduce stress, and ensure that your belongings are organized and easy to find when you arrive at your new home.


The Five-Box Method for Decluttering and Packing

Deciding what to do with items can be overwhelming, but using the Five-Box Method can simplify the process and make it more manageable. The idea is to label five boxes as keep, store, trash, donate, or sell.

As you sort through your belongings, place each item into one of these five boxes. Each day, aim to place at least one item into each box. This systematic approach helps you make decisions about what to do with your possessions and ensures that you stay organized. As you get into the rhythm of sorting, increase the number of items you place into each box until they are full. Once a box is full, start the process over with new boxes.

 

Discarding duplicates is an easy way to begin decluttering. Many of us have multiple items that we don't need. For example, if you have three casserole dishes but only use one, it's safe to get rid of the extras. The same goes for other items like winter coats, books, or kitchen gadgets.

 

When deciding which box an item belongs in, ask yourself if it is:

 

  • Necessary?

  • Utilized regularly?

  • Something you really want?

  • A duplicate?

  • Sentimental?

  • Financially valuable?

  • A fit in your new space?

  • An item a family member or friend appreciate the item or use it?

 

By using these questions as a guide, you can efficiently sort through your belongings and place them in the proper box.


5-Box Declutter box #1 keep

Box #1 Keep

Your keep box is for those items you know without thinking that you'll be hanging onto. Clearly label this box to avoid inadvertently sending it with the donation box.

 

  • The One-Year Rule. If you have trouble deciding whether to keep an item, think about whether you’ve used it within the last year. If you haven’t, you probably won’t within the next year either, so it’s best to let it go.

 

  • Consider the Amenities. When deciding what to keep, think about the amenities provided by your new living situation. For example, if your senior living community has a café where you can grab coffee, you might not need to bring your coffee maker. If housekeeping services include ironing, you might not need your iron and ironing board. Consider how often you will prepare your own food versus eating in the dining room. These questions can help you determine which items are truly needed in your new space.

 

  • Avoid the "Maybe" Pile. It's tempting to create a “maybe” pile but try to resist! Or at least keep it to very few items. Eliminating the “maybe” option keeps you on task and helps minimize “analysis paralysis,” which is spending too much time focused on one thing. Making decisive choices about what to keep will streamline your packing process and ensure that you only bring what you truly need and use.


5-Box Declutter #2 Store

Box #2 Store

If you’re not ready to part with certain belongings, consider giving them a temporary new home in storage. Investing in a small storage unit can help ease some of the stress of downsizing by allowing you to keep seasonal decorations and your most valued items without cluttering your new space.

 

  • Emotional Attachment and Practicality. While storage can be a great solution for items you’re not ready to let go of, remember that the emotional pull you feel for the "store" box may wane after paying the storage bill for a few months. Evaluate whether the cost of storing these items is worth it in the long run.

 

  • Space Considerations. If everything doesn’t fit in your new apartment, that’s okay. You may not have the space to keep a Christmas tree in the closet for once-a-year use but storing it off-site can be a practical solution. Check if your senior living community offers on-site storage. Many do, and if it's full, you can usually get on the waitlist.

 

  • Finding the Right Storage. If you’re not ready to part with the bulk of your belongings, start exploring storage options in your area. Again, you’ll need to take measurements of the items and boxes to determine the size of storage unit you’ll need. Keep in mind that the more space you need, the more you’ll spend. Depending on what you’re storing and where you live, you might need climate-controlled space to preserve items sensitive to weather extremes. This is especially important in humid climates, where an air-conditioned unit might protect your belongings from extreme heat and cold, while a climate-controlled space safeguards wood and leather furniture, artwork, and other humidity-sensitive items from damage.

 

Using storage wisely can help you manage the transition to your new home while keeping important items safe and accessible for when you need them.

Graphic 5-Box #3 trash

Box #3 Trash

The trash box is for items you know without a doubt need to be discarded. There should be no "maybes" in this pile. Once you decide something belongs in the trash, avoid the temptation to go back and second-guess your decision. To prevent this, make it a habit to add items from the trash box to your regular garbage pick-up bins promptly.

 

  • Assessing Essential Items. Downsizing your home presents an excellent opportunity to assess the state of your essential items. Have your towels seen better days? Is it finally time to toss out those ancient, warped frying pans? Use this chance to get rid of items that are past their prime and consider replacing them with newer models that will last for years.

 

  • Discard Broken and Deteriorated Items. Throw out anything that is broken, cracked, or deteriorated. These items no longer serve their purpose and take up valuable space.

 

  • Junk Removal Services. For broken items or unwanted items that charities won't accept, consider calling a junk removal service like 1-800-GOT-JUNK. These services can help you efficiently dispose of large amounts of trash and items that require special handling.

 

  • Local Dump and Bulk Trash Days. Take advantage of your local dump or target bulk trash days to haul away large items. Be sure to check your local regulations for special handling items like electronics, furniture, and paints.

 

By strictly adhering to these guidelines for your trash box, you can ensure that only unusable items are discarded, making the decluttering and packing process more efficient and effective.


Graphic 5-Box Declutter #4 Donate

Box #4 Donate

When it comes to items that are still in good condition but no longer fit your lifestyle or space, the donate box is your best friend. Large items like formal dining tables, sectional display hutches, or armoires may need to move to the donate or store category. Ensure your donate box is clearly marked to avoid confusion.

 

  • Convenient Donation Options. If the thought of hauling heavy or bulky items to a donation center is holding you back, many organizations offer convenient pickup services. Here are some organizations that will pick up your donations:

 

 

  • Medical Equipment. Also check to see if there is a local charity that accepts durable medical equipment like canes, walkers, and toilet seat risers. These items can be very expensive for people on a fixed budget without insurance coverage and are a valuable benefit for those in need.

 

  • Tax Deductions. If you itemize on your tax returns, donating your belongings can provide you with a tax deduction. Keep a detailed record of your donated items and request receipts from the donation organizations to include with your tax documentation.

 

By donating items that are still in good condition, you not only help others in need but also make your downsizing process more efficient and meaningful.


Graphic 5-Box Declutter method #5 Sell

Box #5 Sell

When it comes to large furniture pieces like hutches and sectional couches that may not fit well in a smaller home, selling them can be a great option. Not only will you free up space, but you can also earn money to help pay for new items that take up less square footage. Here are some strategies for selling your belongings:

 

  • Host a Yard / Garage Sale. One of the easiest ways to repurpose items you don’t want to take with you is by hosting a yard or garage sale. This allows you to make a profit while finding new homes for your belongings. Additionally, it’s a great opportunity to say goodbye and share your next steps with neighbors and community members.

 

  • List on Facebook Marketplace. Facebook Marketplace is a convenient platform for selling items locally. You can quickly list your items, reach a large audience, and negotiate with potential buyers. It’s an effective way to sell furniture, electronics, and other household items.

 

  • Place on Consignment. For valuable items, consider placing them on consignment at a local shop. Consignment stores sell your items for you, and you receive a percentage of the sale price. This can be especially useful for high-quality furniture, artwork, and collectibles.

 

By selling items that won’t fit in your new home, you can make the downsizing process more efficient and profitable. Use the proceeds to purchase new, space-saving items that suit your new living environment.


No. 4 Moving Day

Moving day is a significant milestone in the relocation process, filled with both excitement and a bit of stress. Proper preparation can make this day run smoothly and efficiently. In this section, we will discuss the emotional aspects of saying goodbye to your old home, the practical steps for packing an essentials bag to keep important items accessible, and the strategies for ensuring everything goes as planned. By addressing these key areas, you can help ensure a seamless transition to your new living space.


Saying Goodbye: Emotional Preparation

Moving day can be an emotional experience, especially if you are leaving a home filled with memories. Take time to say goodbye to your old home and the people in your community. Consider the following steps to help with the emotional transition:

 

  • Reflect on Memories. Walk through each room and reflect on the memories you’ve made there. Take photos to capture the moments and spaces that have meant the most to you.


  • Host a Farewell Gathering. Organize a small get-together with friends and neighbors to say goodbye. This can provide closure and allow you to share your next steps with those who have been part of your life.


  • Write a Letter. Pen a letter to your old home expressing your gratitude for the memories and experiences it has provided. This can be a therapeutic way to acknowledge the transition and prepare for the new chapter.


Essentials Bag: What You Need Immediately

On moving day, having an essentials bag is crucial to ensure you have easy access to important items throughout the transition. Pack a bag with the following essentials:

 

  • A few outfits

  • Sleepwear and undergarments

  • Bedding and bath items

  • Medications, eyeglasses, and medical equipment

  • Toiletries

  • Cleaning supplies (sponge, soap, paper towels)

  • Basic kitchen and meal supplies (disposable plates, cups, and utensils; snacks)

  • Important papers

  • Payment for movers (and a small amount of cash just in case)

 

Having these items readily available will make the first few days in your new home more comfortable and less stressful.


No. 5 Getting Settled

Settling into your new home is an important part of the moving process, as it helps you transition smoothly and feel comfortable in your new environment. In this section, we will explore strategies for unpacking efficiently to make your new space feel like home, as well as tips for socializing and connecting with your new community. By taking these steps, you can ensure a smoother adjustment period and start enjoying your new surroundings more quickly.


Unpacking: Making Your New Space Feel Like Home

Unpacking can be a daunting task, but with the help of volunteers, it can be more manageable. Ask friends or family members to assist you in unpacking and setting up your new space. Utilize the photos you took of your old home to help guide them in placing items where you want them without you having to be everywhere at once. This will help recreate a familiar environment and make your new home feel more like your old one.


Socialization: Connecting with Your New Community

Adjusting to a new environment, especially one that is significantly different from your old home, can take weeks or even months. Give yourself plenty of time to settle in, get to know new people (including caregivers), and start feeling at home.

 

  • Get Adjusted to Your New Neighborhood. Take time to venture out and meet your new neighbors and explore your new surroundings. Familiarizing yourself with the people and places around you will help you feel more comfortable and relaxed.

 

  • Make Plans to See People. Set concrete dates to meet or chat with friends and family. Having familiar faces visit or call from time to time can make the transition easier.

 

  • Join Classes and Clubs Ahead of Time. Being part of a group of like-minded people helps stave off loneliness and anxiety. If you’ve signed a contract, be proactive and enroll in activities you can look forward to.

 

  • Treat Yourself. Whether you’re decluttering or moving, take the opportunity to gift yourself something you’ve always wanted. Maybe it’s a new couch or a painting. Set the tone by making any new space feel special and uniquely yours.

 

By taking these steps, you can ensure that moving day and the weeks that follow are as smooth and stress-free as possible, helping you settle into your new home with ease.


Best Wishes for Successful Senior Moves

Moving to a new home is a significant life event, filled with both challenges and opportunities. We hope this guide has provided you with valuable insights and practical tips to make your transition as smooth as possible. Remember, the key to a successful move is careful planning, organization, and taking the process one step at a time.

 

As you embark on this new chapter, be kind to yourself and allow time to adjust to your new surroundings. Moving can be emotionally and physically demanding, so pace yourself and don't hesitate to ask for help when needed. We wish you all the best in your new home and hope that it brings you comfort, happiness, and many wonderful new memories.

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