Navigating Moving Companies: A Complete Guide

Moving to a new home involves a lot of planning, packing, and organizing. Doing it yourself can save money, but do you have that time and energy? Not everyone does! Hiring a moving company takes the work out of the process. 

However, you’ll want to shop around just like with your new home, mortgage, and insurance. The moving industry pushes a lot of misinformation. Call two companies, and you’ll hear different information about what they can and can’t do. The level of service provided varies drastically.

Knowing how moving companies work helps when shopping around for the right service provider. Read on for:

• An explanation of the services moving companies provide
• How the moving process typically unfolds
• Some crucial moving tips to ensure a positive experience

Moving Company Services

Residential Moving Focus

Moving companies specialize in various types of moves, but residential moving is one of their primary services. Residential professional movers handle the logistics of transporting your belongings safely to your new home, whether across town or the country. Some specialize in international moves.

Moving Brokers vs. Moving Companies

There are two basic provider types for making your move, each with its pros and cons. Learn how to distinguish between moving brokers and companies when sourcing quotes for relocation services.

Broker companies act as intermediaries. They arrange the moving services you need without doing the moving themselves. Think of them as a general contractor who subcontracts the work. A broker aims to get you the lowest price for your move. That means the actual movers packing your existing home, driving the truck, and offloading could all be from different companies. 

In contrast, moving companies handle the entire move from start to finish. You’ll deal with one brand at every step. 

You can experience excellent service with either option, but the service quality is not guaranteed. Both rely on customers feedback.

Partial vs. Full Service

Another early decision to make is how involved you want a moving company to be. 

• Partial Service: In a partial service move, you pack your belongings into boxes. The moving company steps in to disassemble large furniture, load everything onto the truck, transport it to the new location, and unload. Choosing partial service may save you money through reduced labor costs. Still, you’re on the hook for buying the packing materials. It also means you’re responsible for boxing all items but the heavy furniture before loading day. The moving company may not be liable if anything in a box is damaged. Furniture disassembly may be an extra charge.
• Full Service: Opting for full-service movers means the moving company takes care of everything from packing your belongings to unloading them at your new home. Some may include furniture disassembly and reassembly for any items they take apart. This service is particularly beneficial for those looking for a hassle-free move. However, it’s more costly because you’re paying for the movers’ labor. But this could be the way to go if you don’t want to do any heavy lifting. It can streamline the moving experience.

The average costs of both options depend on where you live, where you’re going, and how much there is to move. Long-distance relocations cost more than a half-day move. The time of year also influences the cost, as the summer months are busy seasons for moving. One moving company tip is to book in the off-season or during the week for the lowest rates.

The Moving Process Explained

Estimates and Charges

Moving companies typically require in-person or virtual estimates. During this assessment, they want to see the large items that won’t fit into boxes—your beds, dressers, sofas, tables, etc. They will be on the lookout for specialty items that require extra care. They’ll also estimate the number of boxes and packing materials based on what they can see. For virtual walk-throughs, they will ask clarifying questions about what they see.

For full-service moves, charges are usually based on the weight of your goods, the amount of space they will occupy in the truck, and the distance of the move. If you need storage, that will be another charge. Some add surcharges for specific fragile or bulky items, like TVs over 65 inches, treadmills, or pianos. Other long-distance moves charge a flat rate for mileage and moving.

Hourly movers charge a flat rate per hour. The company will explain what the movers will and won’t do under that flat rate. Generally, it includes help packing items, disassembling, and loading the truck. There may be specialty items at an extra charge, or they will ask you to do it yourself. Larger homes may cost more per hour because of the extra time involved. 

There may be additional charges, like payments for tolls, packing supplies, and truck fuel. Be aware last-minute changes can also change the charges for services. 

Estimate and Inventory

After the assessment, you’ll receive an estimate. This document outlines the inventory, estimated weight, pick-up, delivery dates, and terms of service. It will include if you need storage services or if they are delivering to a storage unit. Review this original estimate carefully to understand precisely what the moving company will do and what they expect to move.

Professional movers can supply you with two kinds of estimates: binding and non-binding. Binding means the price stated in the estimate is what you pay regardless of whether your actual items’ weight differs from the original estimate. It only changes if you add more things for them to move. Non-binding means the charges may change based on the actual weight, truck space, and storage units occupied.

You will also come across different levels of liability insurance. Most professional moving services provide basic limited liability insurance. Full value protection is an additional charge but has greater coverage.

Interaction with Moving Company Staff

You’ll interact with salespeople, estimators, and moving coordinators throughout the process. A full-service mover company may start you with a scheduler. They take some information about the move and schedule an appointment with the estimator. This person is the one who evaluates the quantity of goods you’re moving and estimates the needed packing materials, space in the truck, and weight. The moving company depends on accurate estimates, so be ready for lots of questions.

After a signed contract, the next person is your moving coordinator, who will guide you through the actual move. They will contact you to confirm details a few days before the movers arrive and be your point person for any questions moving forward.

The actual movers will have a lead on-site you can bring any questions to during the packing, loading, and unloading process.

Payment Terms

Some moving companies require a deposit. A typical split is paying half the moving cost upfront, with the remainder between loading and delivery. But this payment schedule isn’t a hard and fast rule. Other moving companies may request a smaller deposit with the balance due upon pick-up. It should also specify what additional services will have an extra cost. Reputable movers will not ask for the full amount upfront.

Packing and Load

What happens here depends on whether you’re doing a partial-service or full-service move.

Under a partial-service move, where you agree to do all the boxing, you’ll want to start before moving day. It’s your responsibility to get the art off the walls, full closets, and delicate kitchenware boxed and ready to go. It can take longer than you think, so don’t delay! Take additional time to pack your items with care. Most moving companies have minimal protection for the boxes you pack yourself.

Most full-service movers want at least two days to pack. It can be longer depending on the home’s size and the amount of goods. Day one is a typical “packing day,” where the expert packers box everything that needs boxing. Day two is “load day.” The team takes apart the big furniture, like beds, and puts everything on the truck. Again, home size and the number of movers hired play a role in actual pack and load time. Furniture assembly can also take extra time.

Under both versions, reliable movers should take steps to protect your existing home and belongings. That includes padding on the floor and padding on big furniture items. They will need someone present to supervise the move-out and move-in.

Transportation

Your movers will now bring your belongings to the new home. Before departure, the movers will ask you to sign a bill of ladling. This document serves as a receipt and contract for transportation. You should have an inventory sheet with all goods loaded on the truck. It confirms that the mover is responsible for the loss or damage of your belongings during transport. You should have an estimated arrival time if you’re working with interstate movers. 

Permits

Some cities require your moving truck to have a permit. It’s up to you to get this before moving out or in. If the moving company gets it, they will pass on its cost to you.

Delivery Day

The driver will call you before they arrive at your new house or apartment, typically about 24 hours before their expected time. If you still need to pick up the keys, you’ll likely have to meet them at the property.

Once there, the movers will unload your belongings for you. You’re expected to be present during this process so that if any issues arise, they can seek your direction to resolve them.

If you’ve bought a full-service move, the moving team will unpack and start assembling furniture for your larger belongings. Under a partial-service agreement, all items should be accounted for per the estimate. The mover may “stage” the items, which means putting them near where they go (beds in the bedrooms, kitchen boxes near the kitchen, etc.). Not all companies will do this, so check your contract. You’ll have to reassemble furniture and put boxed items away yourself.

Tips for Finding Moving Companies

As you begin shopping for moving companies (and you definitely should!), it’s amazing how much contradictory information they will give you. In a staffer’s recent move, one said no company would reassemble furniture at the new home. Four others said they did and had in their terms of service!

Ask lots of questions, and pay attention to these items:

• Contract Details: Look for surcharges, such as credit card fees or charges for stairs and long carry distances. Verify if the company’s services include disassembly and reassembly. What exactly will they take apart/put together? Check for any extra charges related to specific furniture items. Common upcharges are for large exercise equipment, large TVs, pianos, pool tables, large kitchen appliances, and large paintings.
• Insurance Protection Value: Understand the valuation of your goods, as this affects insurance protection. Carriers must have basic protection, which pays at most 60 cents on the pound per item. It is minimal protection and omes with no extra charge. Full value protection is an additional cost and covers the full replacement value of goods. A moving company may promise to repair any damages before considering replacement, regardless of your coverage choice. However, your written estimate must state this commitment.

• Weight of Goods: Movers use this to estimate the cost of your basic value protection.
• High-Pressure Sales Tactics: Be cautious of companies pushing for immediate booking to secure discounts or warning of imminent price increases. Moving companies tend to use surge pricing. Late spring and summer months are the busiest times of the year. Their calendars fill quickly, so some use surge pricing to encourage faster booking.
• Scope of Services: Pay attention to what the moving company promises to do. This can include tasks like removing TVs from walls or packing specific items. Some services moving companies are prohibited from doing under law. They also have materials they cannot move, as explained below.
• Delivery Dates: The farther you move, the more this may matter to you. Because of interstate transportation rules, moving companies provide a window of delivery. They may not guarantee a delivery date; it’s likely an upcharge if they do. That means delivery can be up to three weeks after pick-up day. The mover should call 24 hours before they make the delivery.
• Truck Space: Movers estimate the cost by weight and how much of a truck your goods will take up. You may hear the term “dedicated truck.” To save money, sometimes belongings go on shared trucks. If that happens, a partition separates your belongings from someone else’s. But it also means your items may be removed from the truck, placed in a warehouse, and re-loaded. If you have enough goods, you may have a “dedicated truck,” meaning only your belongings will be on the truck.

What Moving Companies Will Not Do

Moving companies operate under strict regulations that ensure the safety and legality of their services. Regulations forbid moving companies from doing the following:

• Removing items from crawl spaces: Due to safety concerns and potential damage, movers are prohibited from entering or removing items from crawl spaces under homes or buildings.
• Transporting guns and ammo: Moving companies are prohibited by the Federal Motor Carrier Safety Administration from transporting firearms and ammunition for legal and safety reasons. The owner or a licensed firearms dealer must move these items. 
• Chemicals: Hazardous chemicals, including household cleaners and certain paints, pose a risk during transport. Therefore, homeowners must transport them separately or dispose of them appropriately before moving. Among these are: nail polish, bleach, pool chlorine, ammonia, window cleaner, paint thinner, and fertilizer.
• Live Plants and Animals. Due to the delicate nature of living beings, moving companies are not allowed to transport live plants and animals. Make arrangements for their relocation before your move date.
• Flammable Materials: Moving companies are forbidden from transporting items like propane tanks, gasoline, and other flammable materials. This includes lithium-powered batteries like those in your electric mower. Gas-powered equipment must be emptied as much as possible.
• Liquor: Since states have varying liquor laws and liquor is flammable, your wine and vodka collection can’t go in the truck.
• Perishable Items: Fresh fruits and vegetables are prohibited from crossing state lines. Even meats and refrigerated foods can only be transported for up to 72 hours. So, moving companies won’t take them.

What Should Come With You

Besides what the moving companies won’t move for you, here’s what they recommend you take with you:

• Jewelry: Valuable items like jewelry are best kept with you during the move. 
• Antiques: Some companies won’t take high-value antiques or delicate items. Most recommend you move them yourself.
• Family Heirlooms: Sentimental value or irreplaceable family heirlooms should always be transported personally to ensure their safety.
• Important Paperwork: Keep essential documents such as birth certificates, passports, house deeds, and financial records in your personal possession. It’s the best way to avoid any potential loss during the move.
• Food: Perishable items and open food containers are not going in moving trucks. Pack a small amount for the move and consider donating the rest to cut waste.
• Toiletries: To ensure comfort during your first days in the new home, you should bring daily essentials like toothbrushes, combs, soap, and toilet paper. Throw in a few towels for showering while you’re at it.
• Changes of Clothes: Pack enough clothing for every family member to comfortably get through a few days while unpacking and settling in. Remember, it could take a couple of days for your items to reach you or be unboxed.
• Medication: Keep all prescription, over-the-counter, and first-aid supplies with you. Accessibility to these items is crucial, especially during long-distance moves.

Picking a Moving Company Tips

How to find a moving company depends partially on what you need. Moving in a city between two homes is different from an interstate move. Moving across town or for a partial move, you may prefer to pay an hourly rate per mover. For interstate moves, you’ll likely want more extensive service.

Research moving companies and read online reviews. These companies heavily rely on positive customer reviews. Look at what previous customers have to say about their customer service, the quality of service provided, and how they handled heavy items. Another resource is the Consumer Protection Agency and Consumer Reports.

Get quotes from at least three different companies. You’ll find pricing for the range of services varies widely. Find out what the company’s charges are for additional services, such as packing services, moving fragile items, or storage.

Ask about the company’s experience and licensing. Inquire about the company’s insurance coverage.

Get a written estimate of the cost of the move. Make sure the company is available on your moving date and has a delivery window that makes sense for your move.

Learn about moving company scams. Knowing the red flags when you’re talking with the professionals can help you avoid paying extra fees.

Preparing For Your Move

By understanding how moving companies operate, you can make informed decisions and plan a less stressful move. Remember, a successful moving experience starts with choosing the right moving company. You want exceptional service from signing the contract all the way through unloading your items into your new home. With these moving company tips, you’re on your way to a smooth transition.