Selling a condo in a Chicago high‑rise comes with one extra layer of logistics: the building. Between elevator reservations, insurance paperwork, and city permits, small misses can snowball into delays on closing day. You want a smooth handoff, full compliance with your association, and a stress‑free move into your next place.
This guide gives you a seller‑focused checklist that covers timeline planning, building rules, Chicago‑specific permits, vendor documentation, and risk management. You will also find quick templates you can copy and paste to book elevators, send Certificates of Insurance, and confirm possession. Let’s dive in.
Key players and who does what
Seller
- Coordinates move‑out, staging pickup, and final cleaning.
- Follows association rules until possession transfers.
- Delivers keys, fobs, remotes, and required items per closing instructions.
Buyer
- May request early or delayed possession in the contract.
- Needs building permission for any access outside the agreement.
HOA or management company
- Issues the move packet and enforces policies.
- Approves elevator reservations, collects fees and deposits.
- Reviews vendor insurance and any indemnity forms.
Building engineer or superintendent
- Oversees elevator padding and floor protection.
- Confirms move‑window rules and completes damage inspections.
Movers and stagers
- Must be licensed and insured; provide Certificates of Insurance.
- Follow the building’s loading, elevator, and sign‑in rules.
Title company or closing attorney
- Confirms closing time, possession terms, and key handoff.
- Coordinates any written authorization for access on closing day.
City of Chicago agencies
- Manage temporary no‑parking or loading zone permits.
- Enforce curb rules and ticket or tow if rules are not followed.
Your timeline, step by step
60+ days out: Set the foundation
- Request the building’s current move packet from management or the board. This is your source of truth for fees, hours, insurance, and elevator rules.
- Confirm in the purchase contract who pays move fees and deposits.
- Notify your staging company and confirm pickup windows.
- If you will need a reserved curb lane, check city permit lead times right away.
30–45 days out: Reserve and hire
- Reserve the service or freight elevator with management. Provide dates, start and end times, and vendor names.
- Select movers and request Certificates of Insurance, licensing, worker’s compensation, and relevant registration for interstate moves. Align their schedule with your elevator slot.
- Notify your title company or closing attorney of your planned move timing and any building access needs on closing day.
14 days out: Submit paperwork
- Send required COIs and vendor documents to management. Many buildings require receipt several business days in advance.
- Schedule your buyer’s final walkthrough and confirm if a building rep must attend.
- Confirm utility transfers for electricity, gas, and internet so there are no gaps.
7 days out: Reconfirm everything
- Reconfirm elevator reservations, move hours, and fees or deposits in writing. Ask for a day‑of contact, such as the engineer’s mobile number.
- Finalize staging pickup timing and COI. Decide whether staging is removed before or after closing per your contract.
- If using city curb permits, make sure signs are posted as required.
1–2 days out: Prep and protect
- Label large items, measure them, and confirm they fit through elevator and hallway clearances if your building asks for dimensions.
- Create an inventory of high‑value items and any rented staging to reduce disputes if damage occurs.
- Gather keys, fobs, amenity passes, garage remotes, and appliance manuals that convey.
Move day and possession day
- Have movers and stagers check in with management and present COIs and ID.
- Confirm elevator pads and floor protection are installed. Attend the pre‑move inspection and request a signed condition report.
- Coordinate with the title company on who delivers keys and who authorizes possession to the building once funds are released.
After your move
- Complete any required cleaning and bulk trash arrangements per the building or city.
- Ask management to confirm the post‑move inspection, then secure your damage deposit return instructions in writing.
Building policies to expect
Move packet
- Covers procedures, fees, deposits, insurance requirements, hours, and forms. Request it early and work from it as your checklist.
Elevator reservations and rules
- Advance booking is usually required and popular time slots fill weeks ahead.
- Expect elevator pads, floor protection, and an engineer escort during your window.
- Fees commonly include a scheduling fee plus a refundable damage deposit.
- Hours are often weekdays, with limited weekend options and blackout periods.
COIs and vendor documentation
- Most buildings require a COI naming the association or management as additional insured, plus worker’s compensation and commercial general liability.
- Some request a business license, vehicle insurance, and DOT or ICC registration for interstate moves.
- Deadlines vary, but many require COIs several days before the move.
Damage inspection and deposit
- Pre‑ and post‑move inspections are common. Take date‑stamped photos or video.
- Deposits are returned after a clear post‑move inspection.
Keys, fobs, and lock procedures
- Clarify who hands off keys and how fobs are activated for the buyer.
- Expect replacement charges if items are missing.
Staging pickup and returns
- Stagers follow the same vendor rules: COI, elevator reservation, and scheduled pickup.
- If staging remains after closing, confirm who has authority to remove items with management in writing.
Contractor access for repairs or cleaning
- Many buildings allow only licensed contractors with COIs during set work hours, using designated elevators.
Access and security
- Vendors often sign in, wear badges, and use specific loading docks. Verify truck height and alley access where relevant.
Co‑ops vs. condos
- Co‑ops often have stricter approvals for movers and higher documentation requirements. Always follow the move packet.
Chicago logistics to plan for
Temporary no‑parking or loading zones
- The City of Chicago controls curb space. If you need a reserved lane for a truck, plan to apply for a temporary no‑parking or loading zone permit and post signs as required.
- Failure to reserve can lead to ticketing or towing, which can derail your schedule.
Street access and truck sizing
- Dense neighborhoods can restrict larger vehicles. Confirm truck size and routing in advance, especially for tractor‑trailers.
Bulk pickup and trash
- Large items or debris may need special pickup scheduling with the city or a private hauler. Coordinate so hallways and docks remain clear.
Enforcement and timing
- Parking and tow rules are enforced, particularly downtown and in busy districts. Build a buffer into your timeline for traffic and loading.
Utilities
- Coordinate start and stop dates with your electricity and gas providers, along with your internet service, so service transitions do not affect your closing or the buyer’s possession.
Risk management and how to avoid delays
Common pitfalls
- Elevator not properly reserved or double‑booked; move stalls.
- COIs sent late or missing required wording; vendors denied entry.
- Disputes over common‑area damage; deposit held.
- Misaligned closing and possession; access confusion.
- Truck ticketed or towed; schedule blows up.
- Staging pickup timing conflicts with possession; items get stuck.
Practical fixes
- Get elevator reservations, fees, and day‑of contacts in writing.
- Collect COIs early and verify additional insured language and coverage meet the move packet requirements before forwarding to management.
- Request pre‑ and post‑move inspections with signed reports; add photos and time stamps.
- Confirm possession terms in the purchase contract, and ask your title company or attorney for written authorization instructions for the building.
- Secure curb permits or backup parking plans; allow extra time for loading.
- Build date flexibility into your staging agreement and coordinate with management.
Insurance notes
- Movers typically offer valuation options. Review your homeowner’s policy and the mover’s coverage so you understand any gaps.
- Association insurance covers common areas, not your personal property.
Handy templates you can copy
Elevator reservation request
- Subject: Elevator Reservation Request for [Unit] on [Date]
- Body: Hello [Building Manager/Engineer], I am the seller of [Unit]. I would like to reserve the service elevator for [Date], approximately [Start–End Time]. My movers are [Company Name]. Please confirm the reservation, fees or deposits due, required COI wording, and the day‑of contact. Thank you.
COI forwarding to management
- Subject: COI and Vendor Documents for [Unit] Move on [Date]
- Body: Hello [Manager], Attached are the Certificates of Insurance and documents for [Mover/Stager]. Please confirm these meet the association’s requirements and that we are cleared for our [Date] move window. Thank you.
Possession confirmation with title or attorney
- Subject: Closing and Possession Timing for [Property Address]
- Body: Hello [Title/Attorney], Please confirm the exact time possession transfers on [Closing Date], who will deliver keys and fobs, and any written authorization the building requires for releasing possession. I will relay this to management. Thank you.
Final seller’s checklist
- Request the move packet from management immediately.
- Book the service elevator 2–4 weeks in advance, sooner if possible.
- Hire movers and stagers; collect COIs and licenses; send to management.
- Apply for Chicago curb permits if truck space must be reserved.
- Set utility stop and start dates for electric, gas, and internet.
- Confirm move fees, deposits, and refund instructions in writing.
- Do a pre‑move inspection with the engineer; take photos and video.
- On move day, check in vendors, verify elevator pads, and keep COIs handy.
- After the move, complete post‑move inspection and secure your deposit return.
Ready for a smoother high‑rise move?
You can plan a high‑rise move with the same precision you used to market your condo. Stay anchored to the move packet, confirm details in writing, and give yourself buffers for permits and elevators. If you want hands‑on coordination and design‑savvy advice for staging, timing, and presentation, connect with our boutique team.
Get Your Instant Home Valuation with Sandy Hunter Homes and let’s align your move‑out, marketing, and closing for a clean handoff.
FAQs
What is a Chicago high‑rise move packet and why does it matter?
- It is the building’s official document with procedures, fees, insurance, elevator rules, and forms. Use it as your checklist and confirm all requirements in writing.
Do Chicago buildings always require a Certificate of Insurance from movers?
- Many do, often naming the association or manager as additional insured and requiring worker’s compensation. Deadlines vary, so submit COIs several days in advance.
How do I avoid elevator conflicts during my Chicago move?
- Reserve early, get written confirmation of date, time, and escort requirements, and keep the engineer’s phone number for day‑of coordination.
What Chicago permits might I need for a moving truck?
- If you need curb space, apply for a temporary no‑parking or loading zone permit and post signs as required. This helps avoid ticketing or towing.
Who hands off keys and fobs at closing in a high‑rise?
- Follow the closing instructions. Title or your attorney should confirm who delivers keys and who authorizes possession with building management.
How do I handle staging pickup if possession changes last minute?
- Build flexibility into your staging agreement and confirm in writing with management who has authority to remove items if pickup occurs after closing.
