How to Hire a Moving Company: The Complete Guide to Choosing Licensed Movers

Knowing how to hire a moving company correctly is one of the most important decisions you will make during a relocation — and it has almost nothing to do with price. The cheapest quote you receive may come from an unlicensed operation that holds your belongings hostage until you pay a dramatically inflated bill. The most expensive estimate may not actually protect your furniture if it gets scratched in transit. The difference between a smooth, stress-free move and a nightmare that ends in a federal complaint often comes down to a few hours of research before you sign anything. This guide walks you through every step of that research: how to understand what you need, how to verify a mover's credentials, how to read an estimate, how to spot scams, and what to do if things go wrong.

Step 1: Understand What You Are Looking For

Before you contact a single moving company, spend twenty minutes defining the scope of your move. Most people call movers without a clear picture of what services they actually need, which leads to apples-to-oranges quote comparisons and budget surprises on moving day.

Full-Service vs. Partial-Service Moving

A full-service move means the moving company handles everything: they bring packing materials, pack your belongings, load the truck, transport your goods, unload at the destination, and place furniture in the rooms you specify. A partial-service move means you do some of the work yourself — you pack your own boxes, the movers load and haul, and you unpack at the other end. This cuts costs considerably but requires significantly more effort on your part.

Common add-on services worth asking about include: specialty item handling (pianos, safes, art, wine), custom crating, long-carry fees, stair-carry fees, storage-in-transit, and assembly or disassembly of large furniture.

Timing and Typical Costs

When you move matters as much as how you move. Summer weekends at the end of the month are the most expensive and hardest to book.

Use our moving cost calculator to get a ballpark figure based on your home size and distance before you request quotes.

Step 2: Research and Get Quotes

The standard advice is to get three quotes. That is a reasonable floor, but it is more important to get three comparable quotes than simply three quotes from three companies. If one mover performs an in-home walkthrough, one does a virtual survey, and one gives you a number over the phone based on the number of bedrooms, you are not comparing the same thing.

An in-home survey is exactly what it sounds like: a representative walks through your home, inventories your belongings, and notes any access challenges. This produces the most accurate estimate. A video survey — done over a smartphone call — is nearly as accurate when done properly. A quote given over the phone with no visual survey should be treated as preliminary at best.

When you have multiple estimates in hand, resist the urge to rank them by price alone. Look at whether the estimate is binding or non-binding, exactly which services are included, the valuation coverage offered, and whether the company uses subcontractors.

Step 3: Verify Their License

This is the step most people skip, and it is the most important one. Verifying a mover's credentials takes about five minutes and can save you from a situation where your belongings disappear or are held until you pay whatever amount the mover demands.

How to Look Up a Mover on FMCSA's Website

The FMCSA maintains a free public database at protectyourmove.gov. Every legitimate interstate moving company is required to be registered there. Here is how to use it:

1. Ask the moving company for their USDOT number. Every legitimate mover will provide this without hesitation.
2. Go to protectyourmove.gov and click "Search for Movers."
3. Enter the USDOT number or company name.
4. Verify that the company's operating authority is "Active."
5. Check insurance information to confirm they carry adequate cargo and liability coverage.
6. Review any safety record data, including crash history and inspection results.

A USDOT number identifies a commercial vehicle operator in the FMCSA safety system. An MC (Motor Carrier) number specifically authorizes a company to transport household goods for hire across state lines. Both numbers should be active and match the company name on the estimate you receive. If a mover cannot provide a USDOT number, stop the process immediately.

Step 4: Understand Your Estimate

One of the most common sources of moving disputes is a misunderstanding about what kind of estimate was agreed upon. There are three types, and they have dramatically different implications for what you will owe on delivery day.

The Three Types of Moving Estimates

Under federal law, if you receive a non-binding estimate and the final weight results in a higher charge, the mover cannot require you to pay more than 110 percent of the original estimate at delivery. Always ask which type of estimate you are receiving before signing.

Step 5: Know Your Insurance Options

Federal regulations require all interstate moving companies to offer at least two levels of valuation coverage.

Released value protection is the default if you do not choose otherwise in writing. Most people do not realize this until they file a claim for a broken television and receive a check for a few dollars. Unless you are moving very low-value items, Full Value Protection is worth the added cost.

Step 6: Red Flags and Moving Scams

The moving industry has a documented fraud problem. The FMCSA receives thousands of complaints annually, and the most serious involve movers who take possession of household goods and refuse to deliver until the customer pays a dramatically higher amount.

The Hostage Goods Scenario

A mover provides a lowball quote, loads your belongings, and then presents a revised bill — often double or triple the original estimate — claiming the shipment weighed more than expected. They refuse to deliver until you pay. Because your belongings are on their truck, you have very little leverage. Prevention is far more effective than remedy.

Common Red Flags to Watch For

See how our process works — we connect customers only with movers who have been verified for licensing and insurance.

Step 7: Questions to Ask Before You Sign

Most people ask moving companies about price and availability. Fewer ask the questions that actually differentiate a reliable mover from a risky one.

The 20-Question Pre-Hire Checklist

How to use this checklist effectively: Do not treat these twenty questions as a formality. Work through them systematically with each mover you speak with — before any money changes hands, before any paperwork is signed. Write down the answers and do not rely on memory. If a company hedges, refuses to answer, or gives vague responses to questions 1, 2, 7, or 10, treat that as a disqualifying signal. The most revealing answers often come from questions 4 and 5, which probe subcontracting arrangements. A mover that transfers your goods to a third-party carrier with no accountability is a mover you should not hire. Question 9 — how they handle claims — is equally telling: a company that cannot clearly explain its claims process has either never dealt with a serious damage situation or is deliberately obscuring how difficult recovery will be.

Print this checklist and use it as a structured interview for each of the three or more movers you evaluate. Take your time. Legitimate companies welcome scrutiny; they know that customers who ask detailed questions are less likely to cause disputes later. The ones that rush you past the details, pressure you to sign quickly, or deflect specific questions are the ones that become nightmares on delivery day. The goal of this checklist is not to find the cheapest quote — it is to find the company you can trust with every valuable, fragile, and irreplaceable item you own, during the most logistically demanding days of your relocation.

Ready to start comparing quotes from licensed movers? Get your free moving quote here — it takes under five minutes.

How to Hire a Moving Company for an Apartment Move

Hiring a mover for an apartment move involves several layers of coordination that a standard house move does not require. If you are moving out of or into a mid-rise or high-rise building, understanding these requirements before you contact a single mover will save you from significant last-minute complications.

Certificate of Insurance Requirements

Most apartment buildings in major metropolitan areas require the moving company to provide a Certificate of Insurance (COI) before they are permitted to operate on the premises. A COI is a document issued by the mover's insurance carrier that names your building as an additional insured party. This protects the building in the event of property damage caused by the moving crew — scratched elevator interiors, damaged door frames, scuffed hallways.

The specific requirements vary by building. Some buildings require a minimum of $1 million in general liability coverage. Others require $2 million. Some require the building owner's specific legal entity name to appear on the certificate. A few require workers' compensation documentation as well. Collect the exact COI requirements from your building management in writing — usually an email to the building manager or property management company will suffice — and forward those requirements to your moving company no later than three weeks before your move date. Do not assume the mover knows what is needed. Ask explicitly whether they can provide a COI meeting those exact specifications, and get written confirmation.

What Happens When the Mover Cannot Provide a COI

This situation is more common than most people expect, and it almost always creates a crisis. If a mover arrives on moving day without a COI that satisfies building management's requirements, building staff are entitled to deny the crew access to freight elevators, loading docks, and common areas. Your move grinds to a halt. You are now responsible for either negotiating an on-the-spot exemption (rarely successful), paying a new mover on short notice (extremely expensive), or rescheduling (which means rebooking elevator access, parking permits, and mover availability simultaneously). None of these outcomes are acceptable when you have a lease end date bearing down on you.

The prevention is straightforward: verify COI capability before signing any contract. Ask the question directly — "Can you provide a COI naming my building as an additional insured?" — and ask to see a sample certificate. If the mover cannot produce one or seems unfamiliar with the requirement, move on to the next company.

Freight Elevator Reservations

High-rise and mid-rise buildings typically have a single freight elevator available for moves. It is shared by all residents, which means access is allocated on a first-come, first-served or scheduled basis. Contact your building manager as soon as your move date is confirmed — ideally within 24 hours of signing your moving contract — to reserve the freight elevator for your entire moving window. Most buildings require a security deposit ($200–$500 is common) to hold the reservation and cover potential damage during the move.

Confirm the reservation in writing. On moving day, arrive before the crew so you can meet the building superintendent or concierge and ensure the elevator is properly padded and your reservation is honored.

Parking Permits and Loading Zone Access

In dense urban areas, a moving truck cannot simply park in front of your building. In many cities, you must apply for a temporary No Parking permit — sometimes called a moving permit or a loading zone permit — that legally reserves the street space for the moving truck for the duration of your move. In New York City, Chicago, San Francisco, and Boston, these permits must be applied for at least five to seven business days before the move, and some cities require longer lead times.

Your building manager is the best first contact for guidance on local parking permit requirements. Some building management companies have pre-established relationships with the city and can assist with the process. In other cases, the mover may handle the permit application on your behalf — ask whether this is included in their service. If you fail to secure a permit, the truck may be forced to park farther away, triggering long-carry fees that add $75–$200 to your bill, or the move may be delayed while permits are arranged on the fly.

Special Situations: Apartments, Specialty Items, and Military Moves

Apartment Moves and COI Requirements

Many apartment buildings require moving companies to provide a Certificate of Insurance (COI) naming the building as an additional insured before the elevator or loading dock will be reserved. Ask your building management about COI requirements at least three to four weeks before your move, then verify that your chosen moving company can fulfill those requirements. Also confirm freight elevator reservations and whether the building charges an elevator fee or security deposit.

Piano, Safe, Art, and Wine

Specialty items require specialized equipment, additional labor, and sometimes different insurance arrangements. A standard piano weighs between 300 and 1,000 pounds depending on type. A gun safe of any meaningful size can exceed 600 pounds. Fine art and collectibles may require custom crating and climate-controlled transport. When requesting quotes, disclose every specialty item upfront.

Wine collections present a particular challenge: temperature fluctuations during transport can ruin a cellar. Ask specifically about climate-controlled truck options if this applies to your move.

Military PCS Moves

Service members executing a Permanent Change of Station (PCS) move have access to government-funded relocation services through the Defense Personal Property Program (DP3). Some service members choose to use a Personally Procured Move (PPM) allowance and hire civilian movers directly. Work with your installation's transportation office to understand exactly what is covered before signing any civilian moving contract.

What to Do If Something Goes Wrong

Even with careful preparation, damage happens. Knowing your rights and the correct process for asserting them is nearly as important as preventing damage in the first place.

Under federal regulations, you must file a written claim with the moving company within nine months of delivery. Document damage on the day of delivery by noting it on the bill of lading before the movers leave. Photograph everything.

The moving company then has 30 days to acknowledge your claim in writing and 120 days to either pay, deny, or make a settlement offer. If they deny your claim or offer an amount you believe is inadequate, you can request arbitration. Interstate moving companies are required to participate in an arbitration program for disputed loss or damage claims up to $10,000.

If a mover refuses to deliver your goods or demands payment beyond the legal 10-percent overage on a non-binding estimate, file a complaint directly with the FMCSA at protectyourmove.gov.

Sources: FMCSA Protect Your Move — official federal resource for verifying moving company licenses, filing complaints, and understanding your rights as a shipper. American Moving and Storage Association (AMSA) — industry trade organization publishing consumer protection standards.