Guidelines and Tips
Moving Paperwork and Process
On this page:
- Moving Estimates
- Contracts
- Inventory Lists
- Weights and Payments
- The Moving Process
- Make Your Move a Good Move
Moving Estimates
- Prior to reserving you move with a moving company, we strongly suggest receiving several estimates from a few different companies. There are two types of estimates: binding and non-binding.
- The binding estimate provides a firm price for the agreed upon moving services. This estimate must be in writing and a copy should be attached to the Bill of Lading. The Bill of Lading is a receipt for services rendered and acts as a contract between the mover and the customer. You can be charged for this estimate although most moving companies do this estimate free of charge.
- The non-binding estimate only provides a general idea of what the moving costs will be. The final cost is based on actual weights and transportation charges. The mover cannot charge for this estimate.
- If you are given a non-binding estimate, the mover will require payment of the original estimate at the time of delivery prior to unloading your belongings but cannot charge you more than an additional 10 percent over the original estimated total. To avoid these potentially heart-stopping scenarios, make sure to get in writing various prices for your move; increases for more space or weight than planned, decreases for less weight or space, and a range of prices in the event the estimator was not accurate.
- Moving estimates should differ within a reasonable range. If an estimate is considerably lower than the others, do your due diligence and analyze the basis for that estimate. Check to see if they are quoting you on the same weight, additional services, packing or no packing, etc. Make sure they are in good standing with the Better Business Bureau (BBB) and licensed with the Federal Motor Carrier Safety Administration (FMCSA).
Contracts
- After you have selected a moving company and a moving date, the estimator will prepare a contract for you. Before you sign any contract, be sure everything that you have verbally agreed upon is typed into the fine print.
- To help your moving estimator give you a proper cost estimate, he or she needs to know everything that will be involved in your move. They need a complete list, known as an inventory list, of what will be transported, such as any furniture, special furniture requirements, any boxes that the mover may need to pack.
- In addition, they need the accessibility details about both your old and new homes. They should be aware if there are three levels of steps at one of the residences, if one of the driveways is especially steep or whether there are any other particulars that will hamper or detain the moving process.
Inventory Lists
- Most moving companies will provide their perspective clients with an online inventory list for them to fill out. These inventory lists usually calculate the amount of weight the items being transported. It is important to be as thorough as possible and mark all items on the inventory list that will be moved. This will also help moving companies obtain a better estimate. Many inventory lists also have comment boxes for you to write any additional services or special needs that are required. If your estimator/moving consultant does not offer an online inventory list, be sure to ask them if they can either email or fax you one as well as making the inventory list accessible to you at all times. Click here for our inventory list.
Weights and Payments
- The mover should weigh the truck prior to loading your household goods and once again after they load your household goods to get an accurate weight. If there is a discrepancy between the departure and destination weights, you can request that the truck be re-weighed at no additional charge.
- Payment (unless you made prior arrangements) is typically in cash, money order, or by a certified check. Payment may be expected upon delivery of your goods prior to unloading. If you have agreed to pay charges at delivery, obtain the weight and charges before the movers unload the truck.
- Local move charges are gauged by hours involved for packing goods, types and number of cartons used and the time involved to handle your shipment. Interstate moves depend more on the weight of the household goods, distance of transportation and any accessorial charges (packing of boxes, bulky items etc….) Corporate moves usually have an estimate that includes all moving costs.
- If you are moving during non-peak season usually between October and April, there will be less demand for a mover's services; therefore, their costs may be lower and more negotiable. It may also be easier to obtain your first choice for a moving date.
The Moving Process
- Compare prices of at least 3 moving companies. You will be talking to an estimator or moving consultant who will be your contact person within the moving company. Whenever you speak to a moving company, ask for the name of the individual to whom you are speaking with. On subsequent calls to the company, either ask for the same person or refer to the person who gave you your last information. Moving estimates should differ within a reasonable range. If an estimate is considerably lower than the others, do your due diligence and analyze the basis for that estimate. Check to see if they are quoting you on the same weight, additional services, packing or no packing, etc. Make sure they are in good standing with the Better Business Bureau (BBB) and licensed with the Federal Motor Carrier Safety Administration (FMCSA).
- Meet the movers.
- Walk through your home with the movers, orienting them to the rooms and your belongings that require special care. Point out any of the goods that may need to be packed.
- On your moving out day, household goods will be organized and loaded onto the truck. All your belongings will be detailed on the packing forms and damaged or marked areas on the furniture will be noted. After your goods are completely loaded, you will need to review all paperwork.
- Upon delivery of your household goods, you should receive a Bill of Lading from the mover. Be sure to read the Bill of Lading fully before signing and check for a complete list of damages.
- Moving companies use codes to denote types of marks or damages, and the key to these codes should be on the Bill of Lading. Make sure you agree with their assessment because these codes are used to dispute claims you may file upon delivery. A slight chip should not be marked as "broken."
- On your moving in day, know your time of delivery and be there promptly. Have a moving form handy and designate someone to examine the furniture and check off the goods on the form as the movers come through the door. This effort will assure that you have all your household goods.
- If you have an extra person, he or she can begin unpacking boxes (especially if the movers are willing to remove the cartons). We suggest you begin by unpacking the larger boxes, such as clothing boxes that will go quickly, and items that belong in kitchen cabinets. 9) It will help to get the larger boxes removed, and it will be very convenient to have your kitchen in operating condition as soon as possible.
Make Your Move a Good Move
- Any good move is a cooperative effort between you and the mover. Begin your moving day by making introductions and use the movers' names when addressing them.
- It is important that you establish this professional relationship for the day(s) the movers will be in your home and that you take the time to show them around your home, pointing out special requests. Any special instructions should be well-marked and mentioned to the movers.
- If you have any unusual problems on moving day, speak to the driver, who is usually the person in charge at the site. If the issue is not resolved, you can contact the company’s original estimator/moving consultant.
- You should expect professional courtesy.
- Try to remain calm.
- Movers are used to customers feeling stressed and will try to help you feel confident that things will work out well. Remember, you are a customer and this is your home with your personal property.
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