How to Choose a Moving Company: The Definitive Guide

Choosing a moving company is the single most important decision in your entire move. A great moving company makes the process feel almost easy. A bad one can damage your belongings, hold your possessions hostage, or simply not show up. The stakes are high, but with the right knowledge, finding a trustworthy mover isn’t hard.

This guide gives you everything you need to evaluate, compare, and choose a moving company with confidence. We’ve seen thousands of moves through our platform, and we know exactly what separates the good movers from the ones you should avoid.

Step 1: Understand What Type of Mover You Need

Not all moving companies offer the same services. Start by matching your move type to the right kind of company.

Types of Moves

Types of Moving Companies

Full-service carriers: Own trucks, employ crews, handle the entire move from packing to delivery. Most accountability and often the best experience.

Van line agents: Local companies affiliated with national van lines (United Van Lines, Atlas, Mayflower, North American). They leverage the van line’s interstate network while providing local service. Good option for long distance moves.

Independent carriers: Smaller, independently owned companies that operate their own trucks. Can offer competitive prices and personalized service. Verify licensing carefully.

Moving brokers: Companies that accept bookings and then hire carriers to perform the actual move. The company you book with is NOT the company that shows up. Brokers can be convenient but add a layer of distance between you and the people handling your belongings.

Labor-only companies: Provide loading and unloading help but no truck. You rent the truck; they provide the muscle. Good for budget moves.

How to tell if you’re dealing with a broker:

• Ask directly: “Do you own your own trucks?”
• Check their FMCSA registration – it will list their entity type as “broker” if they are one
• If they can’t tell you which company/crew will do your move, they’re likely a broker
• If their estimate doesn’t include a specific truck or crew, be cautious

Step 2: Verify Licensing and Registration

This is non-negotiable. Every legitimate mover must be properly licensed and insured. Here’s how to verify.

For Interstate Moves (Crossing State Lines)

Every interstate mover must have:

• A USDOT number from the Federal Motor Carrier Safety Administration (FMCSA)
• An MC (Motor Carrier) number for authority to operate
• Active operating status
• Adequate insurance coverage

How to verify:

1. Go to FMCSA’s Protect Your Move
2. Enter the company’s USDOT number or name
3. Verify that their operating status is “AUTHORIZED”
4. Check their complaint history and safety rating
5. Confirm their insurance is current

What to look for on the FMCSA record:

For Local/Intrastate Moves

State licensing requirements vary. Most states require:

• A state-issued moving license or permit
• Proof of liability insurance
• Workers’ compensation coverage
• A registered business entity

Check with your state’s Department of Transportation, Public Utilities Commission, or Commerce department for specific requirements.

Insurance Verification

Ask every mover for proof of:

• General liability insurance: Covers damage to your home during the move
• Cargo insurance: Covers your belongings during transport
• Workers’ compensation: Protects you from liability if a mover is injured at your home
• Vehicle insurance: Covers the moving truck and contents

Request a Certificate of Insurance if you want written proof.

Step 3: Get and Compare Estimates

Getting estimates is where many people make mistakes. Here’s how to do it right.

Types of Estimates

Non-Binding Estimate:

• An approximation of the final cost
• Based on estimated weight and services
• Actual cost can be higher or lower
• At delivery, mover can collect up to 110% of the estimate; the remainder is due within 30 days
• Least protective for the consumer

Binding Estimate:

• A guaranteed total price
• Based on the items and services listed
• You pay this amount even if the actual weight is less
• If you add items not on the original estimate, the price can increase
• More protective but no downside benefit

Binding Not-to-Exceed Estimate:

• Best option for consumers
• You pay the quoted price or less (if actual weight is lower)
• You never pay more than the estimated amount
• Protects your budget completely
• Always request this type

How to Get Accurate Estimates

1. Request in-home or virtual surveys. Never accept a phone-only quote. The estimator needs to see your belongings to give an accurate price.
2. Show everything. Open closets, show the attic, walk through the garage. Anything the estimator doesn’t see won’t be included in the estimate, and you’ll pay extra later.
3. Be honest about access challenges. Stairs, long walkways, narrow doorways, no elevator, parking restrictions – all of these affect the price.
4. Get at least 3 estimates. We recommend 4-5 for long distance moves. Use Moving Company HQ to request multiple estimates efficiently.
5. Request the same type of estimate from each company. You can’t compare a binding estimate to a non-binding one.
6. Get everything in writing. A verbal estimate has no legal weight.

Comparing Estimates Apples-to-Apples

When comparing estimates, make sure each one includes the same scope of work:

Understanding Price Differences

If estimates are within 10-15% of each other, the prices are reasonably aligned. Consider other factors like reputation, reviews, and services included.

If one estimate is dramatically lower (30%+ below others), be cautious. Common reasons for suspiciously low estimates:

• Lowball tactic: Quote low to win the job, then add charges on moving day
• Missing services: The estimate doesn’t include things the others do
• Underestimated weight: Intentionally or negligently underestimating your shipment
• Broker reselling: A broker quoting a price they may not be able to deliver at

A price that seems too good to be true almost always is.

Step 4: Research Reputation

Where to Check Reviews

Don’t rely on a single source. Cross-reference across multiple platforms:

What to Look for in Reviews

Positive patterns to look for:

• Consistent mentions of professionalism and care
• Praise for communication throughout the process
• Comments about items arriving undamaged
• Positive remarks about the crew’s attitude and efficiency
• Fair pricing and no surprise charges

Warning patterns to look for:

• Multiple reports of damaged items
• Complaints about hidden fees or final price being much higher than the estimate
• Stories of items going missing
• Difficulty reaching the company after booking
• Late arrivals or missed delivery windows
• Aggressive or rude crew behavior

How to evaluate negative reviews:

• Every company gets some negative reviews. Look at the ratio and pattern, not individual complaints.
• Read the company’s response to negative reviews. Professional, empathetic responses indicate a company that takes feedback seriously. Defensive or dismissive responses are a red flag.
• Specific complaints (damaged TV, late by 3 days) are more useful than vague ones (“terrible service”).

How Many Reviews Are Enough?

A company with 200+ reviews and a 4.2 average is generally more reliable than a company with 15 reviews and a 5.0 average. Volume matters because it’s harder to fake at scale and represents a broader range of experiences.

Checking the Better Business Bureau

The BBB rates businesses on a scale from A+ to F based on:

• Complaint history and resolution
• Time in business
• Transparent business practices
• Licensing and government actions

A BBB rating below B- warrants careful consideration. Look at the specific complaints and how (or whether) the company resolved them.

Step 5: Evaluate Insurance and Liability Options

Understanding your coverage options protects you from financial loss if something goes wrong. For a detailed breakdown, see our long distance moving guide.

Required Coverage Options (Interstate Moves)

Released Value Protection (Free)

• Coverage: $0.60 per pound per item
• Example: A 50-lb TV damaged = $30 compensation
• No additional cost
• Essentially no meaningful coverage for valuable items
• Must be explicitly waived if you choose Full Value Protection

Full Value Protection (Paid)

• Coverage: Repair, replacement, or cash settlement at current market value
• Cost: Typically 1-3% of your declared shipment value
• Example: Declared value of $30,000, insurance cost = $300-$900
• Deductible options available (higher deductible = lower premium)
• The only option that provides real financial protection

Declaring Shipment Value

When selecting Full Value Protection, you must declare the total value of your shipment. This is the maximum the mover is liable for. Most movers require a minimum declared value (often $6.00 per pound times total shipment weight).

Example:

• Shipment weight: 8,000 lbs
• Minimum declared value: $6.00 x 8,000 = $48,000
• If your belongings are worth more, declare the higher amount

High-Value Items

Items worth more than $100 per pound must be specifically listed on a High-Value Inventory form. This includes:

• Jewelry
• Electronics (laptops, cameras)
• Fine art
• Collectibles
• Musical instruments
• Designer items

If you don’t declare these items and they’re damaged, the mover’s liability may be limited even under Full Value Protection.

Third-Party Moving Insurance

For additional coverage beyond what the mover provides, consider a separate policy from:

• MovingInsurance.com
• Baker International
• Your homeowner’s or renter’s insurance (check if it covers items in transit)

Step 6: Spot the Red Flags

Knowing what to avoid is just as important as knowing what to look for. Here are the warning signs that should make you walk away.

Definite Red Flags (Walk Away Immediately)

• No USDOT number for an interstate move. This is illegal.
• Demands a large cash deposit upfront. Reputable movers charge a small deposit (if any) and collect the balance at delivery.
• Won’t put the estimate in writing. No written estimate = no accountability.
• Quote given without seeing your belongings. An accurate estimate requires a visual survey.
• Asks you to sign a blank or incomplete contract. This is a setup for additional charges.
• No physical address. A legitimate business has a real office.
• Answers the phone with a generic greeting (“movers” instead of a company name).
• The website has no company history, team photos, or detailed information.
• They show up in a rental truck. Professional movers have branded equipment.

Caution Signs (Investigate Further)

• Very few online reviews. Could be a new legitimate company or a fly-by-night operation.
• Name is suspiciously similar to a well-known brand. Some companies use names designed to be confused with reputable brands.
• Estimate is 30%+ lower than competitors. Usually means hidden charges or bait-and-switch pricing.
• Excessive positive reviews with no negatives. May indicate fake reviews.
• Won’t allow you to observe the weighing. You have a legal right to witness and request a reweigh.
• Pressure to book immediately. “This price is only available today” is a sales tactic.
• Multiple business names at the same address. Could indicate a shell operation.

Green Flags (Signs of a Good Mover)

• Licensed and insured with easily verifiable credentials
• Professional, branded trucks and uniforms
• Detailed, written estimate based on an in-home or virtual survey
• Clear explanation of all charges and services
• Positive reviews across multiple platforms
• BBB accreditation or high rating
• Membership in industry associations (AMSA, IAM)
• Professional website with company history, team info, and resources
• Responsive and communicative from the first contact
• Transparent claims process explained upfront
• Willingness to provide references from recent customers

Step 7: Understand the Contract

Before you sign anything, understand every part of your moving contract.

The Bill of Lading

The Bill of Lading is your moving contract. It’s the most important document in your entire move. It should include:

• Company information: Name, address, USDOT number, contact details
• Your information: Name, pickup address, delivery address, contact details
• Move dates: Pickup date and delivery window
• Inventory: Detailed list of items being moved
• Pricing: Total cost, payment terms, and type of estimate
• Services: Specific services included and any add-on charges
• Liability coverage: Which protection level you selected
• Claims process: How to file a claim for lost or damaged items
• Pickup and delivery conditions: Access requirements, elevator usage, etc.

Before signing:

1. Read every section carefully
2. Verify the inventory matches what you’re actually moving
3. Confirm the price matches your estimate
4. Check that your selected liability coverage is noted
5. Understand the delivery window
6. Ask about anything unclear

Never sign:

• A blank Bill of Lading
• A document with blank spaces that could be filled in later
• A contract that doesn’t match your written estimate
• Anything you haven’t read completely

Payment Terms

Typical payment structure:

• Booking deposit: 0-20% at the time of booking (often refundable within a cancellation window)
• Balance due: At delivery, before belongings are unloaded

Accepted payment methods vary by company:

• Certified check or money order (most common for large moves)
• Credit card (increasingly common, may have a processing fee)
• Cash (acceptable but harder to document for claims)
• Personal check (some companies accept with advance notice)

Never pay the full amount before your move is complete. Payment leverage is your strongest protection against poor service.

Step 8: Ask the Right Questions

Before making your final decision, ask these questions and evaluate the answers:

Operational Questions

1. “How long have you been in business?”
2. “Do you own your trucks or subcontract?”
3. “Will the same crew load and unload my belongings?”
4. “What’s your claims ratio? How many claims per moves completed?”
5. “Can I contact the driver during transit?”

Pricing Questions

6. “Is this a binding, non-binding, or binding not-to-exceed estimate?”
7. “Are there any potential additional charges not included in this estimate?”
8. “What’s your stair, elevator, and long carry policy?”
9. “Do you charge extra for weekends or specific dates?”
10. “What’s your cancellation and rescheduling policy?”

Protection Questions

11. “What liability coverage options do you offer?”
12. “What’s your claims process and timeline?”
13. “Do you offer third-party insurance?”
14. “What happens if my delivery is delayed beyond the agreed window?”
15. “How do you handle items that go missing?”

Reference Questions

16. “Can you provide 3 references from recent customers?”
17. “Have you moved a home similar in size and distance to mine?”
18. “What’s your busiest time? Are you staffed adequately for my move date?”

A reputable company answers these questions readily. Hesitation, vagueness, or refusal to answer is a red flag.

Step 9: Make Your Decision

You’ve gathered estimates, verified licensing, read reviews, and asked your questions. Now it’s time to decide. Here’s a decision framework:

Decision Criteria (Ranked by Importance)

1. Licensing and insurance verified (pass/fail – must pass)
2. No major red flags (pass/fail – must pass)
3. Reputation and reviews (look at patterns, not individual reviews)
4. Estimate type and price (binding not-to-exceed is ideal)
5. Communication quality (responsive, clear, professional)
6. Services included (compare what’s included vs. what costs extra)
7. Delivery window (shorter is better, but realistic is most important)
8. Overall gut feeling (your instincts about trustworthiness matter)

The Comparison Matrix

Use this matrix to score each company on a scale of 1-5:

Step 10: Prepare for Moving Day

Once you’ve chosen your mover, these steps ensure everything goes smoothly.

Pre-Move Confirmation Checklist

• Confirm the move date, arrival window, and contact number
• Verify the delivery address and any access instructions
• Review the final estimate and payment terms
• Confirm your selected liability coverage
• Prepare any items requiring special handling
• Reserve elevator time if applicable
• Clear parking for the truck
• Prepare your essentials box
• Separate items going in your personal vehicle

On Moving Day

• Be present and available for the entire loading process
• Walk through the home with the crew lead before loading begins
• Point out fragile items and special instructions
• Watch for careful handling (professional movers pad doorways, wrap furniture, and handle with care)
• Review the Bill of Lading before signing
• Note any existing damage on the inventory sheet
• Get the driver’s cell phone number for transit updates
• Do a thorough final walkthrough before the truck leaves
• Keep your copy of all paperwork

At Delivery

• Be present for the entire unloading process
• Check items off the inventory as they come off the truck
• Inspect furniture and boxes for visible damage immediately
• Note any damage or missing items on the delivery receipt before signing
• Direct movers to place items in the correct rooms
• Verify furniture is reassembled properly
• Pay the balance as agreed (keep a receipt)
• Keep all moving paperwork for at least 9 months (claims filing period)

Filing a Claim: What to Do If Things Go Wrong

Despite best efforts, damage sometimes happens. Here’s how to handle it.

Documenting Damage

1. Photograph everything before the movers leave. Multiple angles, close-ups of damage.
2. Note damage on the delivery receipt. Write specific descriptions (“scratches on dining table top,” “dent in refrigerator door”).
3. Don’t throw away damaged items until the claim is resolved. The mover may send an inspector.
4. Keep all packing materials for damaged items. They may be needed for the claim investigation.

Filing Your Claim

1. File a written claim with the moving company within 9 months of delivery
2. Include: your name, move details, Bill of Lading number, detailed description of damage, photos, and estimated repair/replacement cost
3. The company must acknowledge your claim within 30 days
4. The company must resolve your claim within 120 days
5. If denied, the company must offer arbitration as a dispute resolution option

If the Company Is Unresponsive

• File a complaint with the FMCSA (for interstate moves)
• Contact your state’s Attorney General consumer protection division
• File a complaint with the Better Business Bureau
• Consider small claims court for amounts within your jurisdiction’s limit
• Leave factual, detailed reviews on Google, Yelp, and BBB

Get Started: Find Your Mover Today

Choosing a moving company doesn’t have to be stressful. Follow the steps in this guide, trust your research, and don’t settle for a company that raises red flags.

Ready to start comparing? Get free, no-obligation quotes from licensed, vetted moving companies through Moving Company HQ. We pre-screen our movers for licensing, insurance, and reputation so you can focus on comparing prices and services.

For more moving guidance, explore our comprehensive resource library:

• The Complete Guide to Long Distance Moving
• Moving Cost Guide: How to Budget Your Entire Move
• First-Time Mover’s Handbook
• The Complete Packing Guide

And check out our city-specific guides for trusted movers in Los Angeles, New York City, Chicago, Houston, Phoenix, Dallas, San Antonio, Denver, Seattle, Austin, Atlanta, Miami, Nashville, Charlotte, San Diego, and San Francisco.

You can also read our blog posts on avoiding moving scams, what to expect from professional movers, moving company red flags, understanding moving estimates, and your rights as a moving customer.

The right mover is out there. Let’s help you find them.