A Permanent Change of Station can feel like juggling a dozen deadlines at once. The right checklist turns that chaos into a clear, repeatable plan. Use this step by step guide to prepare documents, money, housing, schools, healthcare, pets, vehicles, and the home itself so your PCS relocation stays on track from orders to delivery day.

1) Orders and critical documents

Create a single travel folder you will carry at all times. Back up digital copies to a secure cloud drive and a password protected USB.

  • Official orders and amendments

  • Military IDs, driver's licences, passports, birth certificates

  • Marriage certificate, adoption papers, custody documents if applicable

  • Medical and dental records, EFMP files, vaccination cards

  • School records, IEP or 504 plans, transcripts

  • Pet vaccination records, microchip numbers, health certificates

  • Vehicle title, registration, and proof of insurance

  • Current lease or base housing agreement, move out instructions

  • Inventory of high value items with serial numbers and photos

Tip: Place originals in a labelled accordion folder. Keep a second set of copies in your carry on bag.

2) Entitlements and move choices

Understanding benefits early prevents surprise costs and helps you choose the best path for your PCS relocation.

  • Confirm weight allowance for household goods

  • Review dislocation allowance, per diem, and mileage rules

  • Check temporary lodging reimbursement and limits

  • Decide between government arranged HHG or a Personally Procured Move

  • Ask about separate weight rules for professional gear if eligible

  • Get every approval in writing and save emails to your move folder

3) Timeline and key dates

Work backward from your report by date and set calendar reminders.

  • Pack day, load day, and delivery window

  • Notice period for your current landlord or housing office

  • Final inspection and keys turn in

  • School enrolment windows at the gaining location

  • Medical, dental, and EFMP clearance appointments

  • Temporary lodging booking deadlines

  • Vehicle service, pet vet visits, prescription refills

A simple 60, 30, and 14 day plan keeps momentum and prevents last minute stress during PCS relocation.

4) Budget and receipts

Even with reimbursements there are upfront costs. Build a realistic budget and track every receipt.

  • Packing materials and cleaning supplies

  • Travel costs for fuel, flights, tolls, and lodging

  • Pet fees and boarding

  • Security deposits and utility activation

  • Short term storage if required

  • Childcare on pack and load days

Use one mobile folder for receipt photos. Tag each with a category so claims are simple later.

5) Housing at the gaining location

Research options the day orders arrive.

  • On base housing: join the waitlist, confirm typical wait times, ask about temporary lodging guidance

  • Off base housing: map commute to the installation gate, verify local rules on deposits, pets, and early termination under the Servicemembers Civil Relief Act

  • Temporary lodging: reserve early during peak PCS months

Keep a shortlist with addresses, rent, deposits, commute time, school zoning, and contact details.

6) Schools and childcare

Continuity for children reduces stress for the whole family.

  • Contact the School Liaison Office at your gaining installation

  • Gather transcripts, report cards, test scores, IEP or 504 plans

  • Confirm immunisation requirements and sports or club tryouts

  • Request letters of recommendation for older students

  • Research before and after school care and waiting lists

Place all records in your travel folder so enrolment can start the week you arrive.

7) Healthcare and prescriptions

Set up a clean handoff so care continues without gaps.

  • Call TRICARE to understand region changes and how to pick a new Primary Care Manager

  • Refill prescriptions and carry a buffer supply

  • Print a current medication list and allergy notes

  • Request referral letters or treatment summaries for ongoing care

  • Obtain dental records and x rays if available

Pack medications in carry ons. Never place them in boxes that movers will handle.

8) Pets and vehicles

Plan early for the two most common sources of last minute stress.

  • Update vaccinations and microchips

  • Print health certificates and check airline temperature rules if flying

  • Pack a pet go bag with food, bowls, leash, waste bags, meds, and cleaner

  • For vehicles, schedule a pre trip inspection and confirm insurance coverage along your route

  • If shipping a vehicle, take dated photos from multiple angles and remove personal items

9) Declutter and inventory

A lighter shipment saves time and risk.

  • Use a four box method in each room: Keep, Donate, Sell, Bin

  • Aim to reduce total volume by 10 to 15 percent

  • Photograph valuables and record serial numbers

  • Create a digital inventory sheet by room and save it to the cloud

Label a small closet or a locked room as the Do Not Pack zone.

10) Packing supplies and self pack choices

Even with full service packers, many families box a few categories themselves.

  • Sturdy boxes in mixed sizes, packing paper, bubble wrap, tape, markers

  • Double walled boxes for books and heavy items

  • Specialty dish and wardrobe boxes if you want extra protection

  • Decide what you will self pack such as documents, photos, hobby gear, and pantry items

  • Cushion from the bottom, fill voids, and tape seams with two full passes

Mark every box on two sides with room, number, and contents. Example: Blue 12 Kitchen Pans.

11) Home prep before pack day

Create safe working space and protect your home.

  • Remove wall mounts and patch small holes if required

  • Unplug and defrost refrigerators and freezers at least 24 hours ahead

  • Drain fuel from mowers or yard tools as required by carrier rules

  • Group items by room and stack clear surfaces

  • Separate professional gear if it receives a different weight rule

  • Photograph furniture and electronics to document condition

12) Protect valuables and sensitive items

The simplest way to avoid heartbreak is to carry irreplaceables yourself.

  • Orders, IDs, passports, birth and marriage certificates

  • Financial documents, cheque books, tax records

  • Prescription medications and daily medical devices

  • Jewellery, family photos, heirlooms, small collectibles

  • Laptops, tablets, and external drives

Store these in the Do Not Pack zone and move them to your vehicle before the crew arrives.

13) Pack day and load day plan

Assign roles and keep traffic flowing.

  • One adult greets the crew chief, reviews the inventory sheet, and identifies special items

  • Another adult monitors rooms with fragile items and answers questions

  • Provide water and basic snacks for the team

  • Photograph inventory tags on large items as they leave the house

  • Verify any pre existing scratches or dents on the paperwork before signing

Keep children and pets in a calm, safe area away from heavy foot traffic.

14) Personal travel kits and first night boxes

Expect to live without your household goods for a few days.

  • Suitcase for each family member with two changes of clothes, toiletries, sleepwear, chargers, and a comfort item

  • Family tote with paper plates, cutlery, a small pan, dish soap, bin bags, wipes, and a plug strip

  • First night bedding kit with sheets, pillows, blankets, and a small lamp

  • Cleaning kit with multi surface cleaner, paper towels, and gloves

These items travel with you, not on the truck. They make the first days of PCS relocation much easier.

15) Arrival, delivery, and claims

Set the stage before the truck arrives.

  • Reuse the same colour labels so boxes land in the correct rooms

  • As each piece comes off the truck, locate the inventory tag and check it off

  • Note visible damage on the delivery paperwork

  • Photograph issues and keep packaging if asked by the carrier

  • Start claims promptly and keep copies of every form and photo

Open Unpack First boxes for bedrooms, bathrooms, and the kitchen. Function beats perfection on day one.

16) First week essentials

A short sprint helps your family settle quickly.

  • Connect utilities and internet

  • Register at the new healthcare facility and update TRICARE

  • Enrol children in school and set bus or drop off plans

  • Update addresses with banks, insurance, and subscriptions

  • Learn gate routes, traffic patterns, and local shopping

  • Meet neighbours and explore the community centre, commissary, and exchange

Final check

PCS relocation goes smoothly when you act early and keep everything in one place. If you have your documents, entitlements, budget, housing plan, school records, healthcare handoff, pet and vehicle prep, a decluttered inventory, and a clear pack day plan, you are ready. Carry your essential folder, protect valuables, label every box, and keep first night supplies with you. With this checklist in hand, moving day becomes an organised step toward your next assignment, not a source of panic.