Choosing the right moving company is one of the most important decisions when planning a home move. A reliable mover reduces stress, prevents damage to possessions, and helps you stay on budget. With hundreds of options and varying pricing models, it's essential to know what to look for and how to compare providers. This guide walks homeowners through a step-by-step process to identify needs, research and verify movers, compare written estimates, and finalize a contract. You will learn how to spot red flags, protect valuable items, and prepare for moving day so your relocation goes smoothly and safely.

Key Takeaways

Define your move size, timeline, services needed, and budget before you start comparing movers.
Verify licensing, insurance, and written estimates; prefer binding or guaranteed quotes when possible.
Check multiple reviews, ask for references, and insist on an on-site or virtual survey for accuracy.
Clarify packing, equipment, additional fees, and payment terms in the contract to avoid surprises.
Prepare valuables and an inventory; know when a specialty mover or full-service professional is needed.

Tools Needed

Phone or computer for calls and online research
Tape measure to confirm furniture dimensions
Notebook or moving app to record quotes and notes
Calculator or spreadsheet to compare estimates

Materials Needed

Inventory checklist (room-by-room)
Pen and printed notepad for on-site surveys
Copy of local moving regulations (if applicable)
Sample contract checklist or questions list

⚠️ Safety Warnings

Never hire a company that requires large cash deposits or refuses a written contract.
Do not sign blank contracts or unclear terms; get every promise in writing.
Protect medications, important documents, and irreplaceable valuables by keeping them with you.
Avoid movers who pressure you to decide immediately or have inconsistent insurance details.

Step-by-Step Instructions

Step 1: Define Your Move Needs and Budget

Start by creating a clear list of what you need from a mover: full-service packing or self-packing, specialty handling for pianos or antiques, storage services, moving distance (local or long-distance), and your desired moving date. Measure large furniture and doorways to confirm whether items require special equipment. Estimate a realistic budget including potential extra fees like stair charges or long-carry charges. Having a concrete scope and timeline helps you get accurate quotes and avoids surprises when comparing companies. Clearly prioritize must-have services versus nice-to-have features so you can trade off price and convenience.

💡 Tip: Photograph bulky or valuable items and create a digital inventory to share with prospective movers.

⚠️ Vague or changing move details will lead to inaccurate estimates and unexpected costs on move day.

Step 2: Research and Create a Shortlist

Search for movers using state/province moving registries, the Federal Motor Carrier Safety Administration (for interstate moves), and local business directories. Ask friends, neighbors, and real estate agents for referrals. Compile a shortlist of 3–5 companies with good reputations, clear contact details, and professional websites. Check for complaints on consumer protection sites and look at review trends rather than single-star ratings. When a company has consistent, verifiable positive feedback and transparent contact information, add it to your shortlist for detailed vetting and quotes.

💡 Tip: Prefer companies that provide both on-site and virtual survey options for an accurate quote.

⚠️ Avoid companies with mostly anonymous reviews or a high number of unresolved complaints.

Step 3: Verify Licenses, Insurance, and Credentials

Confirm each shortlisted mover's licensing and insurance status. For interstate moves in the U.S., verify the USDOT number and active status. For local moves, check state or provincial licensing. Ask the company to provide proof of liability insurance and cargo insurance limits. Inquire about worker compensation coverage for movers. If movers use subcontractors, confirm whether those subcontractors are insured. Scammers often have fake or expired credentials, so cross-check provided license numbers with official registries and request insurance certificates showing coverage dates and limits.

💡 Tip: Request the mover’s license and insurance documentation in writing and save copies with your move records.

⚠️ Hiring uninsured movers may leave you financially liable if items are damaged or workers are injured.

Step 4: Request and Compare Written Estimates

Get at least three written estimates based on either an in-home or virtual survey. Ensure each estimate itemizes labor, packing materials, travel fees, fuel surcharges, stair or elevator charges, and potential access fees. Understand the difference between binding, non-binding, and binding-not-to-exceed quotes. Binding quotes lock the total price, while non-binding estimates may increase based on actual weight or services. Ask how they calculate weight and whether they charge by the hour. Compare the scope of services and exclusions side-by-side rather than choosing solely on price.

💡 Tip: Ask for an explanation of any ambiguous charges and get the estimator’s name and contact details for follow-up.

⚠️ Lowball estimates followed by aggressive upsells on move day are a common scam.

Step 5: Check Reviews, References and Conduct Surveys

Read recent reviews across multiple platforms and look for patterns about punctuality, handling of items, and billing honesty. Request references from previous customers similar to your move type and contact at least two to ask about their experience. Insist on an on-site or detailed virtual survey so the mover sees stairs, parking constraints, narrow hallways, and elevator access. During the survey, note how professional and thorough the estimator is, whether they ask about valuables and disassembly needs, and if they provide practical packing recommendations.

💡 Tip: Ask references about claims handling and how the company resolved any damages or complaints.

⚠️ Positive reviews that seem generic or overly repetitive can indicate fake testimonials.

Step 6: Clarify Packing, Handling, Equipment and Extra Fees

Discuss packing options: full-service packing, fragile-only packing, or self-pack with supplied materials. Ask if movers provide custom crating for antiques or electronics. Confirm what equipment they will bring (dollies, ramps, furniture pads, straps) and whether they charge for wrap or materials. Clarify fees for narrow access, long carries from door to truck, flights of stairs, storage in transit, and unanticipated services. Make sure any potential additional charges are explained and included in the written estimate or contract addendum so you know the conditions under which they apply.

💡 Tip: If you plan to pack yourself, ask about liability limits for owner-packed boxes and how to label fragile items.

⚠️ Unspecified 'additional charges' are a frequent source of dispute—get them documented.

Step 7: Review Contract, Payment Terms and Prepare for Moving Day

Carefully review the contract before signing: verify the mover’s name, dates, pickup and delivery addresses, detailed services, total cost and payment schedule, and insurance/valuation options. Confirm pickup and delivery windows and cancellation policies. Note acceptable payment methods—avoid movers demanding large cash payments upfront. Prepare an essentials box with medications, documents, and valuables to carry yourself. On move day, be present or designate a representative, walk the crew through the house, point out fragile or special items, and take photos of high-value items and packed rooms for your records.

💡 Tip: Keep original contracts, inventories, and receipts until final payment and after delivery, until you confirm there are no damages.

⚠️ Never sign a blank bill of lading; that gives the mover control over charges and delivery.

When to Call a Professional

Call a professional moving company when the move involves heavy or bulky items, complex logistics (narrow streets, multi-story buildings, tight staircases), long distances, or when you need storage and full-service packing. Professionals also protect you with insurance options, trained staff, and equipment that most homeowners don’t have. If your schedule is tight or you lack experience lifting heavy furniture safely, hiring a licensed mover reduces the risk of injury and damage. Seek specialty professionals for pianos, artwork, antiques, or vehicles. Also call a pro if you anticipate a high-value claim risk or need guaranteed delivery dates. If a mover’s licensing, insurance, or references cannot be verified, or if you receive aggressive sales tactics and unclear contracts, stop the process and contact another licensed mover or consumer protection agency.

Frequently Asked Questions

How many estimates should I get before choosing a mover?

Get at least three written estimates based on an in-home or virtual survey. Comparing three or more offers helps identify outliers, understand typical pricing, and see how different companies approach services and fees. Ensure each estimate itemizes services so you compare apples to apples.

What’s the difference between binding and non-binding estimates?

A binding estimate sets a fixed total price for the move; you pay that amount regardless of weight, as long as the declared services are unchanged. A non-binding estimate is an approximation and the final cost can change based on actual weight or extra services. Choose binding when you need price certainty.

Should I pay a deposit to reserve a moving company?

Small deposits are common, but avoid large upfront cash payments. Reputable companies accept credit cards or checks and will provide a written contract detailing terms. A deposit should be reasonable and refundable under clear cancellation terms.

How can I protect valuable or fragile items during the move?

Keep irreplaceable items and critical documents with you. For fragile valuables, opt for professional packing or custom crating and make sure the mover documents the packing method. Photograph items before packing and record serial numbers; verify the mover’s valuation coverage and consider third-party insurance for high-value belongings.

How To Choose Moving Company