Planning A Budget For Moving

Lets face it, no one likes to move unless you are a person that loves stress. Moving is a life event that can throw you into chaos, it gets more chaotic when you add scenarios to it. Your wife is pregnant, you just lost your job or got a new job – in that case maybe its a happy move! Regardless there is an exorbitant amount of stress. One of those things is planning a budget. MONEY.

There are different types of moves but this blog post will go over what you need to think about for the different types of moves whether its an apartment move, an office move, a local move or an out of state move.

This blog is going to be a practical list of what you might encounter if you were faced with any of these situations. Lets get started!

Home Move (Residential Move)

Lets start with a local move of an apartment or a house. You are planning out what you need to move. Furniture, clothes, kitchenware, personal items, electronics, appliances.

• Usually requires fewer people and trucks.

• More emotional and personal — involves family logistics.

• Often scheduled around life events like school terms or job changes.

With that being said lets thing of the budget planning,

Local Moving Budget

Get out your note pad or your note app. Note these are NOT our prices just a general estimate.

1. Moving Company or Truck Rental

• Full-service movers: ~$500–$1,500

• Truck rental (DIY): ~$50–$200/day + mileage & fuel

2. Packing Supplies 

• Boxes, tape, bubble wrap, markers: ~$50–$200

3. Labor if you are hiring help

• Moving help by the hour: ~$25–$50/hour per mover

4. Transportation Costs

• Fuel costs (if DIY): ~$20–$100

• Parking permits, tolls, or fees

5. Insurance

• Optional mover insurance: ~$50–$150

6. Miscellaneous

• Cleaning services (move-out): ~$100–$300

• Tips for movers (~$10–$20 per person)

• Food and drinks for moving day

OUT-OF-STATE MOVE BUDGET

Now lets look at a more intimidating move. Lets see the planning that goes into moving out of state.

1. Long-Distance Movers or Freight Services

• Full-service movers: ~$2,000–$8,000 depending on distance and home size

• Container services (e.g., PODS, U-Pack): ~$1,500–$5,000

• Truck rental (DIY): ~$500–$2,000 + mileage & fuel

2. Travel Expenses

• Gas, food, lodging en route: ~$200–$1,000+

• Flights (if not driving)

3. Vehicle Shipping (if needed)

• ~$600–$1,500 depending on distance and type of transport

4. Insurance

• Higher-value moves may need extra coverage (~$200–$500)

5. Utility Setup & Deposits

• New utility deposits: ~$100–$500 depending on provider

6. Temporary Storage (if needed)

• ~$100–$300/month

7. Miscellaneous

• Same as local: packing supplies, cleaning, tips, etc.

Lastly lets go over an office move. This you would have to combine/cross-reference with either local move list or out of state list.

Office Move (Commercial Move)

• Purpose: Relocating a business from one office space to another.

• Items Involved: Desks, chairs, computers, servers, phones, filing cabinets, specialized equipment.

• Planning Needs:

  • Needs detailed coordination to avoid disrupting business operations.

  • May involve IT professionals to move and reconnect tech.

  • Often done after hours or on weekends to minimize downtime.

  • May require working with building management or IT infrastructure teams.

• Complexity: Higher, due to the need for minimal downtime and equipment handling.

  1. Set Clear Goals & Timeline

  • Why are you moving? (Growth, lease end, better location, etc.)

  • When is the move? (Set a moving date and work backwards)

  • Define your budget, must-haves, and deadlines.

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  2. Assemble a Move Team

  • Assign a move coordinator or project manager.

  • Include reps from IT, HR, admin, facilities, etc.

  • Hold regular check-ins and assign tasks.

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  3. Assess the New Space

  • Take measurements: Will furniture fit?

  • Confirm network and power requirements.

  • Arrange for cleaning, painting, or upgrades before the move.

  • Check accessibility, parking, and loading zones.

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  4. Plan for IT & Telecom

  • Inventory all equipment: computers, servers, phones, etc.

  • Schedule service transfers or new installations (internet, phone lines).

  • Back up critical data in case anything gets lost/damaged.

  • Plan downtime carefully—ideally none!

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  5. Take Inventory

  • Furniture: What’s coming with you? What needs to be bought or disposed of?

  • Supplies & storage cabinets

  • Sensitive documents (lock them down or digitize)

  • Label everything by department and destination room.

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  6. Hire Movers

  • Get quotes from commercial movers (not just residential).

  • Ask if they handle IT equipment and furniture disassembly.

  • Schedule elevator use (if applicable).

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  7. Notify & Coordinate

  • Notify:

    • Landlords (both old and new)

    • Staff

    • Clients/customers

    • Vendors and delivery services

    • Utility providers

  • Update address on website, business cards, Google Maps, etc.

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  8. Schedule the Move

  • Prefer evenings or weekends to minimize disruption.

  • Create a detailed timeline: packing, IT shutdown, moving day, setup.

  • Prepare a floor plan of the new space for movers and staff.

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  9. Final Checks

  • Walk through old office to check for damages or missed items.

  • Cancel or transfer cleaning services and mail forwarding.

  • Ensure the new office is clean, stocked, and internet-ready.

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  10. Post-Move Tasks

  • Unpack and set up desks/workstations.

  • Test all IT systems.

  • Hold a quick orientation/welcome meeting for staff.

  • Celebrate! (Office pizza or doughnuts go a long way.

Hopefully you found these lists to be helpful and somewhat practical. Contact Sweet Home Movers Chicago to help with your move.