A pack-out fails in the details: the box that was never labeled, the pre-existing scratch that was never photographed, the vault location nobody wrote down. This checklist exists so none of those details depend on memory. If you are new to the process, read what a pack-out is first; the disposition tags referenced below are explained in Green Tag, Red Tag, Red-M.
The pack-out checklist, phase by phase
1. Before leaving the shop
- Confirm the work authorization and contents scope are signed (or scheduled for signature on arrival)
- Load packing stock: boxes in multiple sizes, bubble wrap, paper, furniture blankets, shrink wrap, tape
- Load the label printer, spare label rolls, and charged mobile devices / barcode scanners
- Verify the inventory app is installed, logged in, and the job is created — and that offline mode works
- Load PPE appropriate to the loss type (gloves, respirators for soot or mold, boot covers)
- Check truck condition and cargo straps; confirm storage vault space is reserved at the facility
2. On-site scoping
- Walk every room with the owner; agree on what packs out, what stays, and what is likely non-restorable
- Photograph overall room conditions before anything moves
- Ask the owner to identify high-value, fragile, and sentimental items — and any items they need access to during the claim (medications, documents, devices)
- Confirm adjuster or TPA authorization covers the agreed scope
- Identify hazards: structural damage, standing water, electrical, biohazard
- Establish a staging area and a packing flow room-by-room
3. Item-by-item intake
- Assign every item or box a unique barcode label at the point of packing
- Record room of origin and a clear description for each item or box
- Photograph pre-existing damage (scratches, chips, stains, wear) before wrapping — every item, no exceptions
- Photograph serial/model plates on electronics and appliances
- Box like items together by room; never mix rooms in one box
- Flag likely total-loss items separately for adjuster review rather than discarding on-site
- Capture the owner's signature on the outbound inventory before the truck leaves
4. Loading & transport
- Scan every box and furniture piece onto the truck — the load scan is the first custody hand-off
- Wrap furniture in blankets or shrink wrap; pad load points
- Load heavy items low, fragile items high and secured; strap the load
- Reconcile the truck scan count against the intake count before departure
- Record departure time and destination facility on the job record
5. Receiving at the facility
- Scan every item off the truck; reconcile against the transport list immediately
- Investigate and resolve any scan discrepancy the same day — never 'catch it later'
- Route items to their first processing stage or to holding shelving by category
- Note any transport damage with photos before items enter processing
- Confirm the job's vault or shelf locations are recorded in the system
6. Processing
- Move each item through the defined stages (e.g., Intake → In Chamber → Inspect) with a scan at every transition
- Complete required photos and process questions at each stage gate — no skipped checkpoints
- Select cleaning method by material: ultrasonic, ozone/hydroxyl, laundry, hand-detailing
- Record the disposition for every item: Green Tag (restorable), Red Tag (non-restorable), or Red-M (restorable with modification)
- Photograph red-tagged items thoroughly and add them to the total-loss inventory for the adjuster
- Route Red-M items to owner/adjuster review with condition notes
7. Storage
- Vault cleaned items by job, scanned to a recorded vault or shelf location
- Seal and label vaults with job number and contents summary
- Keep climate-sensitive items (electronics, artwork, media) in appropriate conditions
- Log any owner-requested retrievals as custody events with a scan out and back in
- Review long-stay jobs periodically against the structural repair timeline
8. Pack-back
- Confirm with the owner and contractor that the structure is ready before scheduling
- Scan every item onto the truck against the stored inventory
- Place items in their room of origin using the intake location data
- Walk the delivery with the owner; note any concerns on the spot
- Capture the owner's pack-back signature against the full inventory
9. Closeout
- Generate the final chain-of-custody report (item list, photos, custody events, signatures)
- Deliver the total-loss inventory and documentation to the adjuster or TPA
- Reconcile the job: every item green-tagged and returned, red-tagged and settled, or Red-M resolved
- Archive the photo record with the job file
- Debrief the crew: what slowed intake, processing, or pack-back on this job?
How to use this checklist
Run it per job, not per crew-day, and treat the scan-reconciliation items as hard stops: a count that does not match at loading or receiving is a problem you solve now, not at pack-back. The two habits that pay for everything else are photographing pre-existing damage on every single item at intake, and recording a disposition for every item during processing — those two records settle almost every dispute a contents job can generate.
On paper, this checklist depends on discipline. In pack-out software like ItemStage, most of it becomes enforced workflow instead: stage gates require the photos and process questions before an item can move forward, dispositions live on the item record, and the closeout chain-of-custody PDF generates in one click. If you would rather see the checklist running as software, book a workflow demo — pricing is published per facility with unlimited users, and comparisons with other tools are in our honest packout software roundup.
Frequently asked questions
What should be on a pack-out checklist?
A complete pack-out checklist covers nine phases: preparation at the shop, on-site scoping, item-by-item intake with barcode labels and pre-existing damage photos, loading and transport, receiving at the facility, stage-by-stage processing with dispositions, storage, pack-back, and closeout with a chain-of-custody report and signatures.
Can I print this pack-out checklist?
Yes. The full checklist is published on this page ungated — use the Print this checklist button (or your browser's print function) to print it or save it as a PDF for your crew.
Why do items need barcodes during a pack-out?
A unique barcode per item or box makes every later step verifiable by scan: loading, receiving, each processing stage, storage location, and pack-back. Scans create the time-stamped custody record that resolves lost-item disputes, and they catch count discrepancies at hand-offs instead of weeks later.