Condo and High-Rise Moves: Elevators, COIs and Building Rules

Moving into a high-rise on Lake Shore Drive or a six-flat condo in Lincoln Square comes with rules that can surprise people who have only moved houses. We have arrived at buildings where the freight elevator was booked by another move, where the management office needed paperwork nobody had sent, and where the loading dock closed at 4:00 p.m. sharp. None of those problems is hard to solve, but each one is much easier to solve a week before the move than at 9:00 a.m. on moving day.

Andre here. Roughly half of our Chicago moves involve a condo, co-op or apartment building with a management office. This is the checklist we use for every one of them.

Start with the building’s move policy

Almost every managed building has a written move-in and move-out policy, and many have them on a resident portal. Ask for it as soon as you know your moving date, both from the building you are leaving and the one you are moving into. Read it carefully, because the details vary more than you might expect. Common rules include:

• Allowed moving days and hours, often weekdays only, between 9:00 a.m. and 4:00 p.m.
• A required elevator reservation, usually in 3- or 4-hour blocks
• A refundable move deposit or a non-refundable move fee, typically $150 to $500
• A certificate of insurance from your moving company
• Rules about where the truck can park and which entrance must be used
• Requirements for elevator pads and floor protection in hallways

Do not forget the building you are leaving

People focus on the new building and forget that the old one has rules too. Your current building may require its own elevator reservation, its own COI and a walkthrough with the manager after the move, especially if you paid a refundable move deposit. Ask how and when the deposit comes back, and whether the building wants the unit inspected before you hand over keys and fobs. If you are moving out and moving in on the same day, line up the two elevator windows so the truck is not sitting idle with a crew waiting on a reservation that starts three hours later.

If the two buildings have very different rules, for example a downtown tower that allows moves only on weekdays and a suburban condo that allows Saturdays, tell your mover early. Sometimes the best plan is a two-day move with the truck held overnight in a secure lot.

Reserve the freight elevator early

In larger buildings the freight elevator is the most valuable reservation you will make. At the end of the month, the slots can disappear two to three weeks in advance. Book it as soon as your date is firm, and confirm the exact time window in writing.

Give yourself a bigger window than you think you need. A two-bedroom move from a 20th-floor unit can take three to four hours just for loading, depending on how far the unit is from the elevator and how long the elevator takes to cycle. If the building only offers 3-hour blocks, ask whether you can book two back to back or whether the building you are moving into has more flexibility.

Also ask what happens if you run over. Some buildings let the move continue if nobody is booked after you. Others will shut off the elevator key at the end of the slot, which leaves a crew with a full hallway and no way down.

No freight elevator?

In smaller condo buildings and older walk-ups, the move may use a passenger elevator or stairs only. Ask whether the passenger elevator can be put on independent service, and whether the building has padding for it. Measure the cab, too. A standard passenger elevator is often too short for a sofa standing on end, which means it goes down the stairs.

We call every building before every move. Five minutes with a property manager saves an hour on moving day.

Andre Williams

The certificate of insurance, explained

A certificate of insurance, or COI, is a document from your moving company’s insurer showing that the company carries liability and workers’ compensation coverage. Buildings want it so that if a crew damages a hallway wall or a lobby floor, the building has someone to bill other than you.

Each building has its own requirements about coverage amounts and exactly how the building and management company must be named on the certificate. Send the building’s sample COI or requirements to your mover as soon as you get them. A good mover will turn it around within one business day. We issue dozens each week, and the most common delay is simply not having the building’s exact wording.

Parking, docks and loading zones

Downtown and in River North, many buildings have loading docks with their own schedules, and some have height limits that rule out a full-size moving truck. Let us know the dock clearance if you can find it. In neighborhoods with street parking, you will likely need a temporary no-parking permit from the city for the truck, posted ahead of time.

Tell us about anything unusual: a back alley entrance, a narrow courtyard walkway, a long hallway between the elevator and your door. These details affect how long the move takes and how many people we send.

Protecting common areas

Your building expects its lobby, hallways and elevator to look exactly the same after your move. Our crews pad the elevator walls, lay floor runners from the elevator to your door and wrap furniture before it leaves the unit. Even with careful work, it is smart to take date-stamped photos of the hallway and elevator before the move begins. If there is ever a question about a scuff that was already there, you will have proof.

On the day itself, be a good elevator neighbor. Our crews hold the elevator only while loading it, let residents ride when there is room, and never block a fire door or stairwell. A smooth, polite move makes the doorman and engineer more willing to help when a sofa needs an extra few minutes to get around a tight corner.

A two-week countdown for condo moves

1. Three weeks out: get the move policies from both buildings and book the elevator.
2. Two weeks out: send COI requirements to your mover, request parking permits and pay any move deposit.
3. One week out: confirm elevator times, dock access and the name of the on-site contact for moving day.
4. Two days out: confirm everything again with your mover and the building, and share any keys, fobs or access codes the crew will need.
5. Moving day: meet the crew at the door, introduce them to the doorman or engineer, and walk the route together.

Small things that help a lot

Let your neighbors know which day you are moving, especially in smaller buildings where a busy elevator affects everyone. Reserve a spot in the building’s garage or loading area for your own car if you need it. Keep the doorman’s phone number in your contacts.

Building rules can feel like red tape, but they exist because hundreds of people share the same hallways. If you are moving into or out of a Chicago condo or high-rise, our coordinators are happy to call the building for you and sort out the details. Reach us at 555-0137 or hello@brightway.example.