How do I coordinate moving dates?
Want flawless moving dates — and zero last-minute chaos? Read this now.
Stop guessing. Plan like a pro.
Moving is a project. Miss one date and everything cascades: closing delays, double rent, lost deposit, angry movers. Use this clear, repeatable system to coordinate moving dates and lock every deadline.
The 7-step moving-date system
- Set your single source of truth (Day -60 to -30)
- Pick one calendar: Google Calendar or a shared moving app. Put the closing date, possession date, and preferred move day in it. Share with everyone: partner, agent, lender, lawyer, and movers.
- Work backward from closing (Day -30 to -14)
- Confirm the closing/possession date with your lawyer and lender. If either can move, set a backup window (±3 days). Book movers immediately for your preferred move day and the two backups.
- Reserve logistics (Day -21 to -7)
- Reserve elevator time, parking permits, and loading zone spots if you’re in a condo or city street. Book packing help and utility start/stop dates. Put confirmation numbers in your calendar event.
- Coordinate the timeline on paper (Day -14 to -7)
- Create a simple timeline: when keys transfer, when movers arrive, when utilities switch, when cleaners come. Share it as a PDF with everyone. Make the movers confirm arrival time by email.
- Confirm 72 and 24 hours out
- Call and email your mover, seller’s agent, buyer’s agent, and lawyer at 72 hours and again at 24 hours. Ask each one: “Any change?” If yes, trigger Plan B.
- Build Plan B and Plan C
- Plan B: If closing shifts 1–3 days, use your reserved backup mover day. Plan C: If closing shifts more than 3 days, cancel and rebook movers with clear cancellation terms. Always keep receipts and screenshots.
- Move day checklist (Morning of move)
- Confirm keys are ready. Verify elevator, parking, and building rules. Do a final walk-through with a checklist: meters, appliances, and damage notes. Tip: take photos timestamped on your phone.
Quick rules that save money and stress
- Book movers early — top movers get full weeks booked.
- Pay refundable deposits, not full fees, until possession is locked.
- Overlap 1–2 days between move-out and move-in if possible. It costs less than fixing mistakes.
Why this works
This system forces decisions early, creates redundancy, and gives you fallback dates. That beats scrambling. It’s pragmatic: set the calendar, lock logistics, confirm often.
Tony Sousa is a local realtor who coordinates closing dates, mover bookings, and building logistics for clients in the Toronto area. For help aligning your closing and move day, contact Tony at tony@sousasells.ca or 416-477-2620. Learn more: https://www.sousasells.ca
Need someone to lock your move date today? Reach out and get a simple timeline within 24 hours.
