A good storage inventory is simple: give every box a number, write the room and a few key contents on the box, take a photo of what is inside before you seal it, and keep a list that matches each number to its contents and where it sits in the unit. A spreadsheet or notes app on your phone is all you need. Colour coding by room makes it even quicker to spot the right box.
Why bother with an inventory?
It is easy to think you will remember what went where. A few months later, most people do not. An inventory helps you:
- Find a single item without unpacking half the unit
- Know what you have, so you do not buy things twice
- Check nothing is missing when you move out
- Have a record if you ever need to make an insurance claim
- Decide what to get rid of, which can mean a smaller, cheaper unit
On that last point, our guide to how much self storage costs shows how unit size affects the price.
Step 1: Number every box
Numbers are the backbone of the system. Write a big, clear number on at least two sides of each box, plus the top. Start at 1 and keep going. Do the same for large items like furniture by sticking a numbered label on them.
Numbers work better than descriptions alone because you can keep the detail in your list, where it is searchable, rather than trying to squeeze it onto a box.
Step 2: Label with the room and key contents
Under the number, write the room the box came from and three or four key items, for example "Kitchen - pans, baking trays, scales". If anything is fragile, mark it clearly and note which way up the box should go.
Colour coding by room is a quick visual shortcut. Use a coloured sticker or tape for each room:
- Kitchen - one colour
- Living room - another
- Bedrooms - one each if you have several
- Garage or garden - another
- Business stock or paperwork - its own colour
Keep a key in your inventory so you remember which colour means which room.
Step 3: Photograph the contents
Before you seal each box, take a quick photo of the open box with the number visible. It takes seconds and gives you a much better record than a written list. For valuable items, take a separate close-up too. Store the photos in an album on your phone or in cloud storage so they are safe if you lose your phone.
Step 4: Keep a simple list
You do not need special software. A spreadsheet or a notes app works well. Use a few columns:
| Box | Room | Contents | Location in unit |
|---|---|---|---|
| 1 | Kitchen | Pans, baking trays, scales | Back left, bottom |
| 2 | Bedroom | Winter coats, scarves | Front right, top |
| 3 | Office | Tax paperwork, bank statements | Front left, middle |
A spreadsheet lets you search for "passport" or "drill" and go straight to the right box. There are also home inventory apps if you prefer something more visual, but a basic list does the job for most people. Share the list with anyone else who might need to visit the unit.
Step 5: Map the unit
Once everything is in, take a photo from the doorway, and another from further in if you can. Add a "location" note to each line of your list, like "back left" or "on shelf 2". Turn labels to face the walkway when you pack so you can read them without moving anything. Our guide on how to pack a storage unit covers the layout side in detail.
Keep it up to date
An inventory only works if it stays accurate. When you take something out or add a box, update the list there and then. It is also a good moment to check for any signs of damp, which our guide to preventing damp and mould in storage explains. If you are buying boxes, choosing matching sizes makes labelling and stacking much tidier.
Ready to find a unit? Tell us what you need and every suitable store near you can send you a price, so you can pick the right size and get organised from day one.
