How to Plan the Actual Move

Guide: Coordinate the Move with Your Swap Partner Smoothly

When the swap is finally agreed upon, both parties have said yes, and the landlords have given their approval, the next big challenge is the actual move. Good and thorough planning along with close coordination with your swap partner is the absolute key to a problem-free, stress-free transition to your new home.

Coordinate Moving Dates with Your Swap Partner

The very first and most important step is to agree precisely on the timing:

Find a shared date that works for both:

• Start with an open and honest conversation about your ideal timeframes
• Consider both parties' work, school, and other commitments
• Be flexible and willing to compromise - it's rarely just one date that works for both
• Consider moving on a weekend to avoid taking time off work
• Remember to check that the date doesn't fall on public holidays or other inconvenient times
• Agree on a backup date in case of unforeseen events

Consider the transition period carefully:

• Should you move on exactly the same day, or is there some overlap?
• Is there an opportunity for a few days in between for cleaning?
• Who takes over keys when, and how is it coordinated?
• How is thorough cleaning handled between the two moves?
• What if one party is delayed - what's the plan?

Typical scenarios to choose from:

1. Same day: You swap keys early in the morning and move in parallel throughout the day
2. With 1-3 days of overlap: Both have access for a short period, providing flexibility
3. Staggered move: One party moves first, then thorough cleaning, then the other moves

Decide: Professional Moving Company or DIY?

Carefully consider what best suits your situation, budget, and amount of belongings:

DIY move:

Pros:

• Significantly cheaper (renting a trailer or van often costs under 1,000 DKK)
• You have full control over pace, packing, and priorities
• Flexible regarding timing and duration

Cons:

• Requires help from friends, family, or acquaintances - and you'll owe them
• More work, stress, and physical effort
• Best suited for shorter distances and smaller amounts of belongings
• Risk of injury to yourself or damage to your belongings

Professional moving company:

Pros:

• Far less stress and physical work for you
• Professional and careful handling of furniture and fragile items
• Insurance for any damage during transit
• Faster and more efficient than amateurs

Cons:

• More expensive (typically 5,000-15,000 DKK depending on volume and distance)
• Requires booking well in advance, especially during popular periods
• Less flexibility regarding timing

The practical middle ground:

• Hire professional movers by the hour only for heavy and awkward items
• Pack yourself and move the light, manageable items
• Use professionals specifically for piano, washing machine, heavy furniture, etc.
• Often the best balance between cost and convenience

Complete Checklist for Change of Address

Don't forget to notify all relevant places of your move - it's easier to do it systematically:

Public authorities and agencies:

• Civil registration via borger.dk: Do this within 5 days of moving (legal requirement)
• SKAT (Danish tax authority): Updated automatically via civil registration, but check your preliminary tax assessment (forskudsopgørelse)
• Municipality: If you have children in daycare, school, or after-school programs
• Sundhed.dk: Switch to a general practitioner in your new area
• Any social benefits: Housing support, child benefits, and similar

Insurance and financial institutions:

• Home contents insurance: Update the address and check that coverage suits the new home
• Bank: Update address on all accounts, cards, and online banking
• Pension company: Update contact information
• Unemployment fund and union: Update address for correspondence

Subscriptions and daily services:

• Internet and TV: Order a transfer of your connection or sign up for a new subscription
• Mobile phone: Update billing address
• Streaming services: Update payment details if necessary
• Newspapers and magazines: Change delivery address or cancel
• Gym and other memberships: Update address

Important practical matters:

• PostNord mail forwarding: Set up mail forwarding immediately - it's inexpensive and truly important
• Direct debit and automatic payments: Review all of them and update where necessary
• Suppliers you use regularly: Pharmacy, laundry service, dry cleaning, etc.
• Subscription boxes and deliveries: Meal kits, newspapers, etc.

Utilities and Meter Readings

Carefully coordinate the handover of electricity, water, and heating:

Electricity:

• Contact your current electricity provider at least 2 weeks before moving
• Read the meter precisely on moving day and note the reading
• Take a clear photo of the meter reading as documentation
• Clearly agree with your swap partner on who deregisters and who registers
• Sign up with an electricity provider at the new address in good time

Gas and heating:

• Follow exactly the same procedure as with electricity
• For district heating: Contact the local heating plant directly
• For natural gas: Contact your gas company
• Remember that radiator readings are often done automatically, but check with the landlord

Water:

• Often included in rent for rental housing, but check your contract
• If not included: Read the water meter and document precisely
• Contact the water utility about the handover

Complete documentation - extremely important:

• Take photos of all meters on moving day with the date visible
• Send readings to utility companies on the same day as the move
• Keep all documentation for at least 3 years in case of later disputes
• Share copies of readings with your swap partner

Key Handover - Plan It Thoroughly

One of the most critical parts of the move - plan carefully:

What needs to be handed over between parties:

• Front door key (typically 2-3 copies)
• Mailbox key
• Key to basement storage, attic storage, or other storage rooms
• Any keys to bicycle storage, laundry room, gate, or courtyard
• Remote control for gate, garage, or parking garage
• Chip, fob, or code for common areas and intercom
• Any keys to special rooms (fitness room, guest room, etc.)

How to do it safely and documented:

• Count all keys in advance and make a complete list
• Meet in good time on the agreed handover day
• Sign written receipts for received keys - both parties get a copy
• Take photos of all key bundles together with the receipt
• Test that all keys actually work in the relevant locks

Cleaning and Handover of the Home

Leave your old home in a condition you would be satisfied to receive yourself:

Thorough standard cleaning (minimum):

• Thorough cleaning of all rooms from floor to ceiling
• Careful descaling of the bathroom (toilet, sink, shower, tiles)
• Clean windows both inside and outside
• Emptied and cleaned refrigerator and freezer (remember to turn off and leave the door open)
• Thoroughly cleaned stove, oven, and range hood
• Cleaned kitchen cabinets inside
• Vacuumed and washed all floors

Remove everything and leave it empty:

• Empty absolutely all cabinets, drawers, and storage spaces
• Check the attic, basement, and all storage rooms thoroughly
• Remove nails, screws, and hangers from walls and repair the holes
• Remove your name plate from the mailbox and doorbell
• Remove any personal markings and decorations

Document the condition thoroughly:

• Take photos of all rooms after the final cleaning
• Photograph any existing damage you are not responsible for
• Keep all documentation for at least 3 years to protect your deposit
• Consider filming a walkthrough of the entire home

Moving Day Itself: Complete Checklist

In the morning before you begin:

• Final thorough walkthrough of the entire home room by room
• Read all meters and document with photos
• Check that nothing has been forgotten in cabinets, in the attic, or in the basement

At the actual handover:

• Meet your swap partner at the agreed time
• Walk through the home together room by room
• Hand over all keys and get a receipt
• Sign any written transfer declaration together

Immediately after the handover:

• Send all meter readings to the relevant utility companies
• Confirm change of address on borger.dk (within 5 days)
• Activate mail forwarding with PostNord
• Send a message to your swap partner confirming everything went well

Next Steps: Settle Into Your New Home

Congratulations on the move - the big job is done! Now it's time to settle in and make your new home truly yours.

Read our guide to the important first weeks: After the Swap: Checklist for Your New Home.

The complete guide to the entire home swapping process: How to Swap Apartments in Denmark.