How to Choose a Moving Company: Quotes, Insurance, and Red Flags

Choosing a moving company is one of those decisions that can make your move much smoother—or much more stressful. A good mover will be clear about pricing, paperwork, and timing; a bad one may bury you in surprise fees. This guide walks you through quotes, insurance, contracts, and red flags so you can hire with confidence.

Typical costs / fees (if applicable)

Moving prices vary widely based on distance, home size, and how much the movers do for you (packing, supplies, storage, etc.). Below are rough US ballpark ranges to help you spot quotes that are way off.

Local moves (usually charged hourly)

• Small apartment (studio–1 bedroom):
  • Approx. $300–$800 for a local move
  • Often 2 movers + truck, 3–6 hours of work
• 2–3 bedroom home:
  • Approx. $600–$1,800 for a local move
  • Often 3–4 movers, 5–9 hours of work
• Larger homes (4+ bedrooms):
  • Approx. $1,500–$4,000+, depending on volume and complexity

What affects local move cost:

• Hourly rate – Often $80–$200+ per hour for a crew and truck, depending on region and crew size.
• Day and season – Weekends, month-end, and peak moving season (late spring–early fall) typically cost more.
• Access issues – Stairs, long walks from truck to door, elevators, or tricky parking can add time and fees.

Long-distance moves (usually based on weight and distance)

• 1–2 bedroom home, cross-state or cross-country:
  • Approx. $2,000–$5,000+
• 3–4 bedroom home, long-distance:
  • Approx. $4,000–$10,000+
• Larger homes or very long distances:
  • Can be $8,000–$15,000+, especially with packing or special items

What affects long-distance cost:

• Total weight of your shipment – More stuff = more cost.
• Distance between homes – Longer hauls cost more in fuel, time, and logistics.
• Service level – Full packing, unpacking, crating, and storage all add to the price.
• Timing and flexibility – Tight delivery windows or guaranteed dates can cost extra.

Common extra fees to ask about

• Packing services and materials
  • Packing labor charged hourly or per box
  • Boxes, tape, packing paper, mattress bags, specialty crates
• Stairs and long carries
  • Fees if movers must carry items a long distance from truck to door
  • Extra charges for multiple flights of stairs
• Shuttle service
  • If a large truck can’t access your street, a smaller “shuttle” truck may be used for an extra fee
• Elevator or access fees
  • Some movers charge for complex building access or time restrictions
• Bulky or special items
  • Pianos, safes, pool tables, large appliances, exercise equipment, or fragile artwork
• Storage-in-transit
  • Short-term storage if you can’t move into the new place right away
• Fuel and travel fees
  • Travel time to and from your home, fuel surcharges, or tolls

Ask for all potential fees in writing so you can compare quotes apples-to-apples and avoid surprise add-ons.

What to expect (process overview)

1. Initial contact and information gathering

• You’ll typically provide:
  • Current and new address
  • Approximate move date and flexibility
  • Home size (bedrooms, major items)
  • Special items (piano, safe, large TV, fragile pieces)
  • Access details (stairs, elevator, parking situation)
• Watch-out: If a company gives a firm price after a 2-minute phone call with no detailed questions, be cautious.

2. In-home or virtual survey

Legit movers usually want to see what they’re moving:

• In-home survey:
  • A representative walks through your home, looks at closets, garage, basement, and notes special items.
• Virtual survey:
  • Video call or app-based walkthrough where you show each room and item.

Tips:

• Show everything you plan to move, including storage areas.
• Mention items you’ll sell, donate, or move yourself so they’re not included in the quote.
• Ask how they handle fragile or high-value items.

Watch-out: Skipping a survey increases the chance of a lowball estimate followed by a big price jump on moving day.

3. Receiving and reviewing estimates

You should receive a written estimate that clearly states:

• Type of estimate – binding, non-binding, or not-to-exceed
• How charges are calculated – hourly vs. weight/distance
• What’s included – labor, truck, fuel, basic valuation coverage
• What’s extra – packing, materials, stairs, long carries, storage, special items
• Expected dates – packing day, loading day, delivery window (for long-distance)

Tips:

• Get at least 2–3 detailed quotes from different companies.
• Make sure each quote is based on the same list of items and services so you can compare fairly.
• Ask for clarification in writing if anything is vague.

4. Understanding estimate types

• Binding estimate:
  • The price won’t change as long as you don’t add items or services.
  • You pay exactly what’s listed, even if the shipment weighs more than expected.
• Non-binding estimate:
  • The final cost is based on actual weight or time, not the initial estimate.
  • The estimate is just an educated guess; final price can go up or down.
• Not-to-exceed (or “guaranteed not to exceed”) estimate:
  • You pay the lower of the estimate or the actual cost.
  • Protects you from paying more than the quoted amount if weight or time is higher than expected.

Watch-out: If a mover won’t clearly label what type of estimate they’re giving, that’s a concern.

5. Booking your move

Once you choose a mover:

• You’ll sign:
  • Estimate/Order for Service – outlines services, dates, and pricing.
  • Sometimes an initial service agreement or terms and conditions.
• You may pay:
  • A small deposit or no deposit at all, depending on the company.
  • For long-distance moves, a reasonable deposit can be normal, but it shouldn’t be most of the total.

Watch-out: Be wary of companies demanding large cash-only deposits or full payment upfront.

6. Packing and prep

Depending on what you’ve arranged:

• Full-service packing:
  • Movers pack everything, label boxes, and protect furniture.
  • You should still set aside essentials and valuables (medications, documents, jewelry, electronics) to move yourself.
• Partial packing:
  • Movers pack fragile or large items; you pack the rest.
• Self-packing:
  • You pack all boxes; movers handle only loading, transport, and unloading.

Tips:

• Label boxes by room and basic contents.
• Take photos of high-value or fragile items before packing.
• Keep a “do not load” zone for items you’re taking in your own vehicle.

7. Moving day (loading)

On moving day, expect:

• The crew to arrive within a stated time window.
• The driver or foreman to review:
  • Your paperwork
  • The inventory list (especially for long-distance)
  • Any special instructions (fragile items, disassembly needs)
• They’ll protect floors and doorways, disassemble furniture as needed, and load the truck.

You’ll typically sign:

• Bill of lading – The main contract for transportation.
• Inventory sheet(s) – List of items and their condition at pickup (for long-distance moves).

Watch-out: Don’t sign incomplete documents or blank pages. Make sure all charges and terms are filled in.

8. Transport and delivery

For local moves:

• Everything usually happens in one day.
• You’ll pay at the end of the job, often by credit card or other traceable method.

For long-distance moves:

• You’ll be given a delivery window (often several days).
• The company should provide contact info and updates.
• At delivery:
  • Check items off the inventory list as they come in.
  • Note any visible damage or missing items on the paperwork before signing.

Watch-out: If the crew tries to increase the price significantly at delivery and threatens to hold your items “hostage,” contact authorities or consumer protection agencies.

DIY vs. hire a pro (or self-serve vs. professional)

When DIY or self-serve might work

You might handle more yourself if:

• You’re moving locally and have:
  • A small home or apartment
  • Few heavy or bulky items
  • Reliable help from friends or family
• You’re comfortable:
  • Driving a rental truck
  • Lifting and carrying heavy items safely
  • Packing fragile items with care

Self-serve options can include:

• Truck rental – You load, drive, and unload.
• Container or “pod” services – You load; they transport and sometimes store.

Pros of DIY/self-serve:

• Often cheaper in direct costs.
• Flexible timing for loading and unloading.
• You have full control over packing and handling.

Cons and risks:

• Physical strain and injury risk from lifting and carrying.
• Potential damage to belongings if not packed or loaded correctly.
• Hidden costs (truck insurance, fuel, tolls, equipment rental, lost work time).

When hiring pros makes more sense

Consider full-service movers if:

• You’re moving long-distance or across state lines.
• You have:
  • Large or fragile items (piano, antiques, big TVs, glass furniture)
  • A larger home with many belongings
• You’re on a tight schedule and can’t take days off to pack and move.
• You or your helpers have physical limitations or safety concerns.

Pros of hiring professionals:

• Experience and efficiency – They move homes every day and know how to protect items and property.
• Proper equipment – Dollies, pads, straps, ramps, and tools.
• Less stress and time – You can focus on logistics and family instead of heavy lifting.
• Access to valuation coverage and claims processes if something is damaged.

Cons:

• Higher upfront cost than DIY.
• You must vet companies carefully to avoid scams or poor service.
• Your schedule may need to fit their availability, especially in peak season.

If you’re unsure, you can also choose a hybrid approach: pack most items yourself but hire pros for loading, transport, and heavy pieces.

Questions to ask before you commit

Use these questions when you’re interviewing moving companies:

• Are you licensed and insured, and can you provide your license or DOT number?
• What type of estimate are you giving me—binding, non-binding, or not-to-exceed?
• Exactly what services are included in this quote, and what would cost extra?
• How do you handle packing—do you offer full packing, partial packing, and unpacking services?
• What valuation coverage options do you offer, and what are the limits and deductibles?
• How do you handle claims if something is lost or damaged, and what is the typical timeline?
• Will you be doing the move with your own employees, or will any part be subcontracted or brokered out?
• Can you walk me through all potential additional fees—stairs, long carries, shuttle trucks, fuel, storage, or bulky items?
• What is the payment schedule, what forms of payment do you accept, and do you require a deposit?
• What is the expected pickup date and delivery window, and what happens if you miss that window?
• Can you provide recent references or reviews from customers with a similar move (size and distance)?
• What happens if I need to change my move date or cancel—are there rescheduling or cancellation fees?

Take notes on each company’s answers so you can compare not just price, but professionalism and transparency.

Quick FAQ

How far in advance should I book a moving company?

For most moves, aim to book 4–8 weeks in advance. During peak moving months or if you have a specific date requirement, earlier is better. Last-minute bookings may limit your options and increase costs.

Is moving insurance the same as valuation coverage?

Not exactly. Valuation coverage is the mover’s limited liability for your belongings, often based on weight, not actual value. Third-party moving insurance (through an insurer) can provide broader protection. Ask movers what they offer and consider separate insurance if you have high-value items.

Do movers expect a tip?

Tipping is optional but common if the crew does a good job. Many people budget around 5–15% of the move cost or a flat amount per mover, adjusted for difficulty and service quality. Use your judgment and only tip what you’re comfortable with.

What documents should I get from my mover?

At minimum, you should receive:

• A written estimate clearly stating the type (binding, non-binding, or not-to-exceed)
• An order for service or confirmation outlining dates and services
• On moving day, a bill of lading and, for long-distance moves, a detailed inventory list

Keep copies of everything until you’re fully settled and satisfied.

Wrap-up / next steps

Choosing the right moving company comes down to clear quotes, solid paperwork, and a lack of red flags. Take time to compare at least two or three written estimates, understand how each company charges, and make sure you’re comfortable with their insurance and policies before you sign.

If you’re ready to start comparing, you can use Home Services Scout to quickly review and compare local moving pros, check qualifications, and request multiple quotes. A little research now can save you money, protect your belongings, and make moving day much less stressful.