One Folder for the Move: The Documents You'll Actually Need
Sales, rental applications and moves all ask for the same papers. Gather them into one folder before anything is listed, and the rest of the move gets quieter.
In this article 12 sections
In years of working in a conveyancing office, I watched more sales stall over a missing certificate than over price. The document existed somewhere. It just was not to hand when it was needed. A move asks for the same papers again and again: the agent wants them, the buyer's solicitor wants them, the letting agent wants them, and the removal day itself needs a few more. Gathering them into one folder before anything is listed is a small job that saves a great deal of stress later. Here is what to put in it. If the pile feels overwhelming, our step-by-step method for decluttering decades of paperwork will help you clear the decks first.
1. Identity documents
Agents, solicitors and landlords usually need to check who you are. Have your passport or national ID card and driving licence ready, plus one or two recent proofs of address such as a utility bill or bank statement. Check expiry dates now. Renewing a passport in the middle of a move is an avoidable worry.
2. Deeds, title and property records
Find your title deeds or the details of how your ownership is registered, along with any leasehold or management documents if you live in a flat. Add planning permissions and building approvals for extensions, conservatories or loft conversions. Missing approvals are a common cause of delay, so if you know something was done without paperwork, tell your agent early. Our guide on what to fix before you list your home covers the practical side.
Before you begin
If your papers are spread across drawers and boxes, a quick sort first will make this much faster. Requirements also differ by country, state and type of transaction, so treat this list as a starting point and check what your agent, solicitor or local authority needs.
3. Warranties and certificates for the home
Gather service records for the boiler or furnace, electrical safety certificates, gas safety records where they apply, and guarantees for windows, damp-proofing or a new roof. If your country uses an energy rating for homes, have a current one. In the UK this is the Energy Performance Certificate, which is generally needed before a home is marketed for sale or rent. Buyers in many places also commission a home inspection or survey, and having these records ready helps answer their questions quickly.
4. Utility accounts and meter readings
List every utility and service with its account number: electricity, gas, water, broadband, phone and any oil or bottled gas supplier. Leave space to record final meter readings on moving day, with a dated photo of each meter. This simple step prevents most billing disputes later.
5. Council or property tax
Keep your latest local property tax bill and account reference. You will need to tell the authority when you leave and register at the new address. In England, Scotland and Wales, the council tax pages explain how to do this. Elsewhere, your local or county tax office will have its own process.
6. Mortgage statement
If you have a mortgage, add your most recent annual statement and the lender's contact details. Your solicitor or closing agent will need these to arrange the redemption figure. If you are moving the mortgage or taking out a new one, keep those papers here too.
7. Insurance policies
Include buildings and contents insurance, plus any life, health or travel policies that list your address. Note renewal dates. You will need to arrange cover for the new home from the day you become responsible for it, and update or cancel the old policy at the right moment.
8. Wills and powers of attorney
A move is a good prompt to review your will and any power of attorney. Note where the originals are kept and who holds copies. These documents may not need changing just because your address does, but property you leave to someone may have changed. Official pages such as the UK government's guides to making a will and power of attorney explain the basics. A solicitor or other qualified professional can advise on your own situation.
The document usually exists somewhere. The trouble is that it is not to hand when it is needed.
9. Medical records and prescriptions
Keep a current list of medications, repeat prescriptions, allergies and the contact details for your doctor, dentist and any specialists. If you are moving to a new area, you will usually need to register with a new practice. Bring enough medication to cover the gap, and ask how records are transferred where you are going.
10. Post redirection
Set up mail forwarding to start a few days before you move. In the US, you can arrange it through the USPS forwarding service; most other national postal services offer something similar. Keep the confirmation and the end date in the folder.
11. Your address-change list
Finally, write one list of everyone who needs your new address: bank, pension providers, tax authority, doctor, insurers, employers, subscriptions, friends and family. In the UK, you must also update the address on your driving licence. Tick each one off as you go, with the date.
A printable checklist
Copy this into the front of your folder. If you are working through the house at the same time, it pairs well with the 90-day downsize, room by room.
| Document group | What to include | Original or copy | Done |
|---|---|---|---|
| Identity | Passport or ID card, driving licence, two proofs of address | Copy in folder, originals secure | ☐ |
| Property records | Deeds or title details, leasehold papers, planning and building approvals | Copy | ☐ |
| Home certificates | Boiler and electrical records, safety certificates, guarantees, energy rating | Copy | ☐ |
| Utilities | Account numbers for every supplier, space for final meter readings | Original list | ☐ |
| Local property tax | Latest bill and account reference | Copy | ☐ |
| Mortgage | Latest statement and lender contact | Copy | ☐ |
| Insurance | Buildings, contents and other policies with renewal dates | Copy | ☐ |
| Wills and powers of attorney | Where originals are kept and who holds copies | Note only | ☐ |
| Health | Medication list, prescriptions, practice contacts | Original list | ☐ |
| Post redirection | Confirmation and end date | Original | ☐ |
| Address changes | Everyone who needs the new address, ticked and dated | Original list | ☐ |
When should I start gathering documents for a move?
Should I keep original documents in the moving folder?
What if I cannot find my deeds or a certificate?
Do I need to change my will when I move house?
This guide is part of our Paperwork series. One small job a week arrives in Sunday Notes, with nothing to sell you.
In this article 12 sections
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