When you’re in the middle of a long distance move, there’s a moment that catches just about everyone off guard. You watch the truck pull away with everything you own inside, and then it hits you. Your stuff is out of your hands for days or even weeks.
You might start wondering where the truck is, how your furniture is being handled, or whether all your boxes are still safe and secure. Even if you’ve chosen a professional moving company and have a great move coordinator, it’s still hard to shake the feeling that your belongings are out of reach. In fact, it’s totally normal to feel uneasy about that.
At National Van Lines, we’ve helped thousands of families navigate this exact step. We know how important it is to understand what’s happening behind the scenes until everything arrives at your new front door.
This guide walks you through exactly what to expect before, during, and after long distance moving. Whether you’re weeks away from moving day or just starting to plan, we’ll help you feel more confident and more prepared.
How to Prepare for Pickup on Moving Day
Preparing for a long distance move starts well before the truck pulls up, but the day of pickup comes with its own set of to-dos. The goal is to make sure everything is ready to be loaded efficiently, safely, and without confusion.
Here’s how to get your home ready before the crew arrives:
- Finish packing completely. All boxes should be sealed and labeled with the room and contents. Loose or half-packed items can slow the crew down and increase the risk of damage during transit.
- Separate what’s not being moved. Anything staying behind or traveling with you should be placed in a clearly marked “do not move” zone. This includes valuables, medications, important documents, and personal electronics.
- Clear paths for the crew. Make sure stairways, hallways, driveways, and entry points are accessible and free from clutter or obstacles. If you live in a high-rise, confirm elevator reservations ahead of time. We recommend calling in the reservation as soon as you have a confirmed moving date. The sooner you can provide that information, the more time your apartment complex has to organize for your move.
- Highlight special items. If you have anything fragile, oversized, or high-value, point it out to the driver when they arrive. Your move coordinator may have already flagged these, but it’s always worth confirming.
- Be available for questions. The crew may need quick decisions from you throughout the process. Be present, but try to stay out of their way so they can move efficiently.
Being prepared on pickup day helps avoid delays while also protecting your belongings. By preparing now, you’re investing in your own peace of mind for moving day and beyond.
How Is My Stuff Picked Up on Moving Day?
Once moving day arrives, your home becomes an active job site. Your driver and crew will arrive with a plan, but they’ll still need your help to make sure everything goes smoothly.
Here’s what you can expect:
Walk-through and inventory check
Before loading begins, the driver will do a walk-through of your home with you. During this time, they’ll confirm what’s being moved and check for anything you may have decided to leave behind. This is also your chance to point out fragile or high-value items one last time.
Tagging and documentation
Every item being moved will get a numbered tag, usually a small colored sticker with a barcode or hand-written number. These tags match up with an inventory list that notes what each item is and the condition it was in at pickup. If there’s a scratch on the dresser or a broken chair leg, it gets noted here so everyone has the same record.
Loading the truck
The crew will load your belongings using a system that keeps things balanced, protected, and accessible for delivery. Heavy furniture goes in first, followed by boxes and fragile items that require extra care. If your home has tricky access like a long driveway or narrow staircases, the team will adapt the plan as needed.
Final paperwork and questions
Once everything is on the truck, the driver will go over the completed inventory list with you. You’ll be asked to sign off on the document, and you’ll get a copy for your records. If anything is going into storage, that will be noted too.
It’s always helpful to keep in mind that this aspect of moving day is a coordinated process that’s made to keep your move secure and organized from square one. If you happen to get overwhelmed on moving day as this step occurs, take a deep breath, and remind yourself that your movers have this process down to a science.
What Happens During Transit
After pickup, your belongings are officially on the road. Depending on the details of your move, the process in transit may look a little different from one customer to the next, but the overall goal is the same: Safe and efficient delivery.
Direct vs. consolidated shipping
Long distance moves usually are part of what’s known as a consolidated load. That means your items are grouped with other customers’ shipments heading in the same general direction. Either way, everything is clearly tagged and kept separate. Your items are not mixed in with someone else’s.
Careful route planning
Drivers follow detailed schedules based on Department of Transportation rules, customer delivery windows, and road conditions. They’re required to take breaks and follow strict guidelines on how long they can drive each day. All of this is factored into the timeline for your move.
EXAMPLE: You’re moving from Illinois to Arizona. Your shipment may take 5 to 10 days to arrive depending on weather, routing, and how many deliveries are ahead of yours.
Communication and check-ins
Every moving company handles updates a little differently. Some offer online portals where you can track your shipment in real time, while others may use text messages, email updates, or direct communication through your move coordinator.
FYI: No matter who you choose, be sure to ask early in the quoting process what communication options are available, especially if consistent updates are important to you. Knowing how your mover keeps you in the loop can make the whole experience feel more predictable and less stressful.
When Storage Comes Into Play
Not every move is a straight line from point A to point B. Sometimes, your moving timeline doesn’t match up perfectly. That’s where storage services come in.
Why you might need storage
There are several reasons storage may be part of your long distance move:
- Your new home isn’t ready yet due to construction or closing delays
- You’re waiting on a job start date or lease to begin
- You’re traveling ahead of the delivery and want your belongings to arrive later
- The moving truck arrives before you do and needs a secure place to hold your shipment
PRO-TIP: Want all the facts about how to get the best storage unit for your needs? We wrote a blog about that— keep reading to get informed!
What to Expect at Delivery
Delivery day is the home stretch. By this point, your belongings have traveled hundreds or even thousands of miles. Now it’s time to get everything safely into your new home.
Coordinating your delivery window
A few days before your scheduled delivery, your move coordinator or driver will reach out to confirm the time frame. If your shipment was in storage, they’ll schedule the release from the warehouse and confirm when the crew will arrive. You won’t need to guess when the truck is showing up. Someone will be in contact.
Unloading your shipment
When the crew arrives, they’ll unload everything and check each item off the original inventory list. Those colored stickers from pickup day help confirm that everything matches what was loaded. You’ll be asked to sign off as each piece is delivered.
Optional services at delivery
If you select unpacking or debris removal services, those will be completed after everything is unloaded. These extras can help you settle in faster and avoid dealing with leftover boxes and wrapping materials.
Additional tips for a smoother finish
- Tipping: While not required, tipping your movers is a thoughtful way to show appreciation. If you feel the crew went above and beyond, many customers tip around 20 to 40 dollars per mover, depending on the complexity and length of the job
- Box recycling: Break down your boxes and ask if the moving company can take them for recycling. Some local recycling centers will accept moving materials for free
- Post-move walkthrough: Once the truck is empty, take a final look around with the driver to make sure nothing was left behind or missed on the list
While delivery day isn’t exactly the end of your move (you’ve got boxes to unpack, after all!), it’s the final checkpoint for your moving crew. We recommend working with them directly to ensure a smooth and mutually respectful process.
Prepare Now to Feel More in Control Along the Way
A long distance move involves a lot more than just getting from point A to point B. When your belongings are out of sight, it’s easy to feel like they’re out of your hands too. But understanding what’s happening at every step, from pickup to delivery, can help you feel more grounded and confident during the process.
Right now, you might be at the early planning stage, trying to figure out how it all works. Or maybe your move is just around the corner and you’re feeling the pressure of what’s next. Either way, the more informed you are, the smoother your move will be.
If you choose National Van Lines, we keep you informed through our dedicated MovePro team, who provide status updates and estimated arrival times. While you may not receive daily notifications, you’ll always have your trusted MovePro coordinator you can contact with any questions or concerns.
You’ve just discovered how the process of pickup, storage and delivery works in a typical long distance move. But, what about all the other tasks and to-dos you need to get done for the big day? Keep reading to get all our expert tips on what to do when your actual moving day arrives.
