Packing Instructions & Ergonomics

Packing Instructions

The following are guidelines to help you prepare for your move.

Please don’t hesitate to contact Moving Services if you have any questions.

Moving Ergonomics

Visit the University Health Services website for great tips on how to plan for correct ergonomics in your new space and how to move safely.


Please use Moving Services boxes whenever possible. We have carefully selected them for their ease of use and sturdiness.

  • Use caution when bending over and picking up boxes. Follow sound principles for taking care of your back.
  • Do not use boxes that worn. Worn boxes crush easily and the bottoms could fall out.
  • Pack items within moving boxes so that that they are snug and secure.
  • Do not overload boxes. They should be easy to pick up.
  • Pack all boxes to capacity. Put heavier items on the bottom and lighter ones on top.


Remove all loose materials and place in boxes.

Lateral File Cabinets

Empty all drawers in preparation for moving to avoid damage to the cabinet that cannot be repaired.

Vertical File Cabinets

Leave them full, but lock them if possible. Remove the key and tape it securely on top of the cabinet and label.

If you have lost the key, secure the lock with tape so that it cannot be accidentally locked during relocation. The movers will tape the drawers shut.

Storage Cabinets and Shelving

Remove contents and place in boxes. Label boxes in association with the cabinets or shelving.


Usually bookcases need to be emptied into boxes, but talk to your move coordinator prior to unloading.

In some cases it may be more suitable to have the vendor put the contents onto a cart to move them.


Movers will unbolt and bolt bookcases, filing cabinets, storage cabinets, and other shelving upon request. Per UCOP rules, a special crew is required for this work, so please notify your move coordinator in advance if you have items that are secured and need to be relocated.

The campus recommends that all such furniture be bolted for earthquake safety.


Disconnect all cabling and seismic tie-downs before the move crew arrives. Coil or tape cabling to the top of the monitor or place them in cartons or bags. Clearly label all components.

Do not pack computer equipment, monitors and hard drives--into boxes.

The movers will put computers, other small machines and equipment, and their associated peripherals onto carts to move them.


Do not box or leave laptop computers unattended.

Laptops must be moved by your staff as they are noti covered under campus or vendor insurance during moves. Vendors will not accept liability for repair or replacement for any laptops.

Peripheral laptop equipment can be moved by the vendor, such as docking stations, external keyboards, etc. These items should be prepped according to the above details for computers.

Personal Items

UC and our preferred vendors do not insure personal items during campus moves.

Please move personal items yourself.


If your department owns the unit, contact the company that services it, to have it prepared for transportation.

If the copier is leased, contact the leasing company to have them move the unit or prepare it for transport per your lease agreement.

Space Plans

Space plans are always recommended to save time during the move and insure accuracy. However, small moves of a single office or cubicle do not need a space plan if there is someone on site to direct the movers.

For multiple office moves, sketch out a plan of the new location and tape it to door or wall of each space to instruct the movers where the furnishings are to be placed. (Indicate the shape of the room, doors and windows for reference, and an outline for each item to be placed in the room.)

Include any special notes to the movers on these plans. Make sure there is a room number on every door or workspace in the new building or area and list this corresponding number on the space plan.

Move Labels

Small jobs, such as a single office usually do not require labels. For larger moves, your move coordinator will provide you with colored labels and will recommend how many colors you will need. On multiple office moves, every item being moved requires a label.

Items destined for the UC Surplus (formerly Excess and Salvage) always use gray labels. Do not use these labels for anything else as the items will be gone and you will not be able to recover them.

How to Mark the Move Labels
Devise a consistent labeling system that everyone uses and is easy for the movers to understand. Generally it’s best to put the destination room number in the upper right corner of the label and then use numbers, letters, or a person’s name for further designations. For example, you can use a person’s name and label the boxes 1 of 6, 2 of 6, et cetera, as long as you include the room number on the label.
Where to place labels
Desks: Place on the top surface in an easily viewable area.
File Cabinets: Place on the front of the cabinets, near the top.
Boxes: UC mover’s boxes have a designated space on the side. If you’re using other boxes, put the labels on one of the sides; not on the top of the box.

On Move Day

One person from your department should be designated as move coordinator for the duration of the move. When the move crew arrives they will report to this person, who will direct them in getting started on the job and answer any questions they may have. Your Moving Services move coordinator will also be available by phone and cell phone (or may be on the job site, depending upon job needs).

People who are moving should be fully packed and ready for the movers prior to crew arrival.

In moves involving more than one or two offices, every person except the departmental move coordinator should plan to be out of the office/area for the duration of the move. This will ensure the most efficient and safe move.

Disposing of Unwanted Items

The movers will take unwanted furniture and equipment to UC Surplus. UC Surplus requires a list of items being sent down prior to the move date. You should send this list to your Moving Services move coordinator and they will ensure this information is provided to UC Surplus.

Inventorial items must be cleared through BETS.

Broken wooden furniture will be recycled through a coordination with Cal Zero Waste and you will be billed for this along with your move costs.

Garbage will be disposed of and you will be charged fees based on volume - these fees will be included with your move charges.

Cal Zero Waste

Cal Zero Waste has programs to help recycle all paper and cardboard that you may not want to move. They also have programs to help you repurpose unwanted office supplies.