How to Hire a Moving Company the Right Way

Moving is one of the most stressful life events, and the choice of who handles your belongings can make or break the experience. A bad moving company can damage furniture, charge hidden fees, or even hold your items hostage. On the other hand, a professional mover turns a chaotic day into a smooth, efficient transition. Understanding how to hire a moving company the right way is not just about finding a truck and a driver. It is about vetting a partner who will treat your home and your schedule with respect. This guide walks through every critical step so you can book with confidence and avoid the common pitfalls that cost consumers time and money.

Why Proper Research Matters Before You Hire a Mover

Many people make the mistake of booking the first company that appears in a search engine or has the cheapest quote. This approach often leads to disaster. The moving industry has a reputation for scams and fly-by-night operators, especially during peak season. When you hire a moving company without doing your homework, you risk being quoted a low price only to have it doubled on moving day. You may also encounter movers who lack proper insurance, leaving you with no recourse if a priceless antique is broken.

Taking the time to research potential movers protects your budget and your peace of mind. A legitimate company will have a physical address, a USDOT number for interstate moves, and a clear record with the Better Business Bureau. By following a structured vetting process, you separate professional movers from amateurs. This effort pays off when your move arrives on time, within budget, and without damaged goods.

Step 1: Build a Shortlist of Licensed and Insured Movers

The foundation of any successful move is a mover who is legally authorized to operate. For interstate moves, the Federal Motor Carrier Safety Administration requires all movers to have a valid USDOT number. You can verify this number on the FMCSA website to check safety records and complaint history. For local moves within a state, requirements vary, but a reputable company will gladly provide their state license and insurance certificates.

Start by asking friends, family, and coworkers for referrals. Personal recommendations are powerful because they come from trusted sources. Next, check online directories and review platforms. Look for companies with a long history of positive feedback and a pattern of addressing complaints. When you find a few candidates, visit their websites to confirm they offer the services you need, such as packing, storage, or specialty item handling.

Once you have a shortlist of three to five companies, request in-home or video estimates. Do not rely on quotes given over the phone or through an online form without a visual inspection. A reputable mover needs to see the volume of items, stairs, narrow hallways, and any fragile or oversized pieces to provide an accurate price. In our guide on how to read and trust moving company reviews, we explain how to spot fake testimonials and identify genuine customer experiences.

Step 2: Understand How Pricing Works

Moving companies use two main pricing models: binding and non-binding estimates. A binding estimate guarantees the total cost based on the items listed in the estimate. If you add or remove items, the price changes. A non-binding estimate is an approximation, but the final cost can be higher based on actual weight or time. Always insist on a binding estimate whenever possible. This protects you from surprise charges on moving day.

Be wary of any company that demands a large cash deposit upfront. Legitimate movers typically ask for payment upon delivery, not before the load is on the truck. The Federal Motor Carrier Safety Administration prohibits deposits over a certain percentage for interstate moves. For local moves, a small booking fee may be standard, but anything over 20 percent is a red flag.

When comparing quotes, look at what is included in the price. Does it cover packing materials, furniture disassembly, and travel time? Some companies charge extra for stairs, long carries, or shuttle services if the moving truck cannot park close to your door. Ask for a detailed breakdown so you can compare apples to apples. A company that offers guaranteed pricing, like Moving.Homes, gives you certainty that the quote you receive is the price you will pay.

Step 3: Verify Insurance Coverage and Liability Options

Insurance is a critical but often overlooked part of hiring a mover. Movers are required to provide basic liability coverage at no extra charge, but this coverage is minimal. It typically pays 60 cents per pound per item, which means a 10-pound lamp that is broken would net you only six dollars in compensation. That is clearly not enough for valuable furniture or electronics.

Ask each company about their released value protection versus full value protection. Full value protection costs more but requires the mover to repair, replace, or compensate you for the current market value of any lost or damaged item. If you own high-value items like antiques, artwork, or expensive electronics, consider purchasing third-party moving insurance for additional peace of mind. Make sure you understand the claims process before you sign any contract. A professional mover will explain these options clearly and help you choose the right level of protection.

Step 4: Read the Fine Print in Your Moving Contract

A moving contract is a legally binding document. Read every line before you sign. Pay special attention to the terms for payment, cancellation, and claims. Some contracts include arbitration clauses that limit your right to sue. Others have strict timeframes for filing damage claims, sometimes as short as 30 days. Know these deadlines so you do not lose your right to compensation.

Look for the inventory list attached to the contract. This document details every item being moved and its condition. The mover will note any existing scratches, dents, or wear. Walk through your home with the mover and ensure the inventory is accurate. If the movers miss a scratch on your dining table, they may claim they caused it later. Discrepancies in the inventory list are one of the most common sources of disputes.

Step 5: Prepare Your Items for Moving Day

Even the best movers cannot protect items that are poorly prepared. Before the movers arrive, pack fragile items carefully using high-quality boxes and cushioning materials. If you hired the moving company for packing, they will bring supplies and handle this for you. But if you are packing yourself, do not skimp on tape or bubble wrap. Label every box with its contents and destination room.

Disassemble large furniture pieces like bed frames and bookshelves if possible. Remove screws and small parts and place them in labeled bags taped to the furniture. Movers can disassemble items as well, but doing it yourself saves time and reduces the risk of lost hardware. Also, empty dresser drawers and secure any loose items. Movers are not responsible for items that fall out of improperly secured drawers.

Create a box of essentials that you keep with you. This should include medications, important documents, chargers, a change of clothes, toiletries, and snacks. You will not want to dig through dozens of boxes on the first night in your new home. Having this survival kit on hand makes the first 24 hours much more manageable.

Frequently Asked Questions

How far in advance should I book a moving company?

For local moves, book at least four to six weeks ahead. For long-distance or interstate moves, book eight to twelve weeks in advance. Peak moving season, from May to September, fills up even faster. Booking early ensures you get your preferred date and time slot.

What is the average cost to hire professional movers?

Costs vary widely based on distance, volume, and services. A local move of a two-bedroom apartment typically ranges from $500 to $1,500. A long-distance move across the country can cost $2,000 to $5,000 or more. Always get multiple written estimates to compare.

Should I tip the movers?

Tipping is not required but is appreciated for good service. A common guideline is $20 to $40 per mover per day, or 10 to 15 percent of the total moving cost. If the movers handle special items or work extra hard, a larger tip is appropriate.

What happens if my items are damaged during the move?

Document the damage with photos immediately. File a claim with the moving company within the timeframe specified in your contract. If you purchased full value protection, the mover must repair or replace the item. For interstate moves, you can also file a complaint with the FMCSA if the company refuses to resolve the issue.

Making Your Final Decision

Choosing a mover is not a decision to rush. The time you invest in research, verification, and preparation directly affects your moving day experience. Look for a company that offers transparent pricing, clear communication, and a track record of positive reviews. A mover who is willing to walk through your home, provide a binding estimate, and explain their insurance options is a mover you can trust.

If you need reliable service with guaranteed pricing and professionally trained crews, consider requesting a free quote from Moving.Homes. Their team handles everything from packing and crating to storage and specialty items. Whether you are moving across town or across the country, the right mover turns a stressful event into a fresh start. Remember these steps and you will know exactly how to hire a moving company the right way every time. Learn more