Name one decision owner
Choose one person who can answer keep/remove questions during the appointment. Conflicting instructions cost time and risk moving the wrong asset.
Give that person the facility contact, gate instructions, unit details, and the approved scope.
Classify assets before the crew arrives
Use clear groups: retain, transfer, return to lessor, confidential review, remove, and undecided. Serial-numbered equipment and leased fixtures should never enter a general removal pile without authorization.
Move confidential records and active customer files out of the work zone. Locked cabinets still need an ownership decision.
Build a photo inventory
Photograph each wall and the largest assets. Record counts for chairs, desks, shelving bays, file cabinets, electronics, fixtures, and pallets or cartons.
The inventory does not need to become a complicated database. It needs to be clear enough for the estimator and onsite approver to discuss the same load.
Plan facility and business access
Confirm vendor hours, elevator reservations, loading rules, certificate requirements, and any restrictions on carts. Tell neighboring staff when the route crosses an active workspace.
After completion, compare the empty unit with the approved inventory and keep the final photos with the rental-closeout record.
Ready for a scope review?
Send the unit size, largest items, and access notes. The crew confirms the estimate before loading.
Plan your estimate