Documents and Bills You Need for Relocation

A move generates more paperwork than people expect — a quotation, an inventory, a tax invoice, sometimes an insurance declaration and an e-way bill, and afterward a list of address updates across bank, Aadhaar and utility accounts. None of it is complicated on its own, but missing one document at the wrong moment causes real delay — a reimbursement claim rejected, a delivery held up, an insurance claim reduced. This guide covers what to check for and when.

What a proper quotation should list

Before you book any move, insist on a written quotation, not a verbal figure over a phone call. Cost depends on the survey — item volume, distance, vehicle type and any special handling — so a mover who quotes a number without seeing your house or asking detailed questions is guessing, and that guess tends to change at loading time. A proper quotation should specify:

• What is included — packing material, dismantling and re-assembly, loading, transport, unloading and unpacking
• The vehicle type and whether it is a dedicated or shared load
• Whether GST is included in the figure or added separately
• What is excluded — for example, if a special item like a piano or safe needs separate handling
• Payment terms and stages, if any
• Validity of the quotation and what could change it, such as a revised item list at the survey

The signed inventory sheet

On loading day, the crew prepares an inventory listing every item, carton and its visible condition. Check it against the actual goods before signing — this is the record referred to if any item is missing or damaged at delivery. Keep a copy, whether physical or photographed on your phone, separate from the moving cartons.

The GST tax invoice and verifying a mover's GSTIN

A registered mover issues a GST tax invoice for the service, showing the GSTIN, the taxable value, and the tax charged. Aadhya Packers and Movers is GST registered under GSTIN 36CKLPR1589J1ZE and issues tax invoices for house shifting, office shifting and transport services. You can verify any GSTIN on the GST portal's public search before booking — this takes under a minute and confirms the registration is active and matches the business name quoting you.

IBA-format bills, and who asks for them

An IBA-format bill follows a billing structure historically standardised by the Indian Banks' Association for staff transfer reimbursements, and it has become the common format many employers — banks, PSUs, and other organisations with transfer postings — ask for when reimbursing a relocation. It breaks down charges in a specific line-item structure rather than a single consolidated figure. If your employer reimburses relocation costs, ask your HR or admin department whether they specifically need an IBA-format bill, and tell your mover this at the time of booking, not after the move is done — it is easier to issue correctly the first time than to reissue later.

What a transfer-posting claim usually needs

Employees moving on a transfer order typically need to submit a claim packet to HR or accounts for reimbursement. While exact requirements vary by employer, a typical packet includes:

• The transfer order or posting letter from the employer
• The mover's quotation and the final invoice (IBA-format if required)
• The signed inventory sheet
• Proof of payment — bank transfer record or receipt
• Sometimes a self-declaration of the old and new address

Transit insurance and declared value

Transit insurance covers loss or damage to your goods while in transit. It is based on the value you declare for your shipment, so declare it honestly — a claim, if one comes up, is settled against the declared figure, not the actual replacement cost of the goods. For high-value individual items such as electronics or specific furniture, mention them separately at the survey stage so they can be valued and covered correctly rather than folded into a general household estimate.

E-way bill for interstate goods movement

Under GST rules, movement of goods above a certain value between states requires an e-way bill, a document generated online that accompanies the shipment. For a genuine household relocation this is typically prepared by the mover as part of an interstate booking — confirm with your mover that it will be generated before the vehicle departs, particularly for high-value shipments or moves that include some commercial stock alongside personal belongings.

Updating your address after moving

Once you have moved, a set of address updates needs doing within a reasonable time, and it is easy to let some slide. A rough order of priority:

1. 1Aadhaar — update your address online or at an Aadhaar Seva Kendra; many other services accept Aadhaar as address proof once this is done
2. 2Bank accounts and any loan or credit card accounts
3. 3Voter ID, if you have moved to a different constituency
4. 4Vehicle RC and driving licence, if the move is to a different state (rules vary by state, check the RTO requirement)
5. 5Gas connection transfer or new connection
6. 6Electricity and water connection at the new address, and closure or transfer at the old one
7. 7School records for children, if not already done as part of the transfer certificate process
8. 8GST registration address, if you run a business or are a GST-registered professional operating from home
9. 9Insurance policies — health, life, vehicle — so correspondence and claims are not delayed

Keeping records for a business or shop relocation

If the move is for a shop, office or godown rather than a household, a few extra records are worth keeping alongside the standard paperwork. An asset list for your own accounting records, separate from the mover's inventory, helps reconcile what actually moved against your fixed-asset register. If the business is GST registered, the address on the registration needs updating with the department within the prescribed time after a change of place of business — check the current requirement with your accountant, since this affects invoicing and input credit at the new location.

What to check before signing the delivery receipt

At the destination, before you sign the delivery receipt or acknowledgement, go through the inventory sheet item by item as goods come off the vehicle. Check visible condition against what was noted at loading. Raise any damage or shortage at this point, in writing on the receipt itself if possible, rather than after the crew has left — this is far harder to resolve once the delivery is marked complete.

Where to keep everything

A single folder, physical or scanned into your phone, carried with you through the move rather than packed into a carton, is the simplest fix for most of the delays described above. Include the quotation, the signed inventory, the invoice, any insurance declaration, and copies of ID proof you might need for address updates afterward. Photograph each page as a backup — a lost physical folder mid-move is a common and avoidable problem.

Checklist of documents by situation

Keeping this paperwork together in one folder — physical or a phone album — from the day you get the quotation to the day you finish your address updates saves real time later, whether that is a reimbursement claim, an insurance query, or simply proving what you own if it is ever needed.