How to Choose a Moving Company: Tips to Hire the Right Mover

How to Choose a Moving Company (Step-by-Step)

Choosing a moving company doesn’t have to be overwhelming. If you follow a clear process like the one below, it will help you evaluate movers systematically and make a confident decision.

1. Define your move type and scope. Determine whether you’re moving locally or long-distance, how much you’re moving, and what level of service you need (full-service, labor-only, or DIY with help).
2. Research licensed moving companies. Start by asking family, friends, and local real estate agents for referrals. Use online resources to find additional options, and create a short list of companies that match your needs.
3. Verify USDOT, insurance, and authority. Check that each company is properly licensed and registered with the FMCSA. Confirm they have the authority to transport household goods and carry adequate insurance.
4. Compare written estimates correctly. Request estimates from at least 3 companies. Make sure the estimate type (i.e., binding, non-binding, or not-to-exceed) is clearly stated, and you fully understand what’s included in the quoted price.
5. Evaluate reviews and complaint patterns. Read reviews from multiple sources, including the Better Business Bureau (BBB). Look for repetitive complaints and pay attention to how the company responds to negative feedback.
6. Watch for red flags. Be cautious of companies that offer suspiciously low quotes, require large deposits upfront, or refuse to provide written estimates or proper documentation.
7. Confirm paperwork before booking. Review all contracts, estimates, and coverage options carefully. Make sure everything is in writing and that you fully understand the terms before signing.

Understand Your Moving Needs First

Before you start comparing moving companies, you need to know what type of move you’re making and what level of service you actually need. The right choice depends on how far you’re going, how much you’re moving, and how much of the work you want to handle yourself.

With these questions answered up front, you can narrow down your options and avoid paying for services you don’t need or booking a company that isn’t equipped to handle your specific situation.

Decide What Type of Move You’re Making

Local moves are much simpler than long-distance relocations. If you’re moving within the same city or county, you have more flexibility in terms of timing and logistics. Local movers typically charge by the hour, and you can often book on short notice.

Long-distance moves (moves over 100 miles or across state lines) require more planning. Interstate movers must be registered with the Federal Motor Carrier Safety Administration (FMCSA) and follow federal regulations. They typically charge based on weight and distance rather than hourly rates.

Volume and complexity also matter. A studio apartment move is very different from a four-bedroom house with a garage full of tools and equipment. And if you have specialty items like pianos, antiques, or a hot tub, you’ll need movers with the right equipment and experience.

Common Moving Options Explained

There’s no one-size-fits-all solution when it comes to moving. What’s best for you depends on your situation. Here are the most common options and what they involve:

• DIY with a truck rental: Typically, the cheapest option. You pack, load, and drive the truck yourself, but you may need to tow your car if you don’t have a second driver.  
• Freight trailer: More expensive than a DIY rental truck, but often more affordable than containers or full-service movers. You pack and load a provided trailer, which the company then drives to your new place.
• Portable moving container: Usually more affordable than full-service movers. You pack and load the container at your own pace, and then the company transports it to your new place or their secure facility for storage once you’re finished.
• Full-service movers: Typically, the most expensive option. You pack, but your movers load, drive, and unload for you, and even provide their own truck. They can also include packing for an additional fee.
• Labor-only loading and unloading: You can hire help for just the parts of the move you need it for. Labor-only movers will load and unload your truck or moving container for you. You still have to handle the rental and the drive, but the average cost for loading and unloading assistance is about $420 for a long-distance move involving a 2–3 bedroom household. 

For more details on when hiring movers makes sense, see our guide on the benefits of hiring a moving company.

Choose a Realistic Move Date

You need to know your move date to check availability and get accurate quotes. Moving companies have other customers, so it’s possible they won’t be available on certain days that have already been booked fully.

Keep in mind that summer is the most popular time to move. Moving companies get booked up quickly during this busy season, and they also charge more for their services. If your move date is flexible, you can save money by scheduling your move between September and April, and in the middle of the week rather than on weekends.

Identify Any Special Service Requirements

Before you start talking to movers, make note of any special circumstances that apply to your move. These may affect the cost of the moving service or whether the movers can handle your situation. Here are some common aspects that might have special service requirements:

• Staircases or multi-level moves
• A location that is difficult to access
• Extra-heavy objects (e.g., marble table, safe)
• Special objects (e.g., piano, pool table, hot tub)
• Storage needs (e.g., delay between move-out and move-in dates)
• Packing services

Research and Verify Moving Companies

Once you’ve decided how and when you plan to move, you’ll need to start researching moving companies. This is typically the most time-intensive part of the process. However, platforms like MovingPlace have made it easier by doing all the legwork for you. 

During your research, consider factors like:

• How much you’re moving
• Whether you prefer veteran-owned companies
• Whether you’re moving special items like antiques
• Whether you need special assistance, like senior support

Not all moving companies are created equal. Some are legitimate, licensed carriers with years of reliable service. Others are brokers who don’t actually move your belongings themselves but contract the job out to a third party. And unfortunately, some are scams designed to take advantage of people during a stressful time.

What Credentials Legitimate Movers Must Have

All movers on MovingPlace are licensed, insured, and thoroughly vetted, so if you’re using our platform, that step’s already taken care of. However, if you’re doing the research yourself, there are specific credentials to look for.

USDOT Number

Interstate movers are required to register with the FMCSA (Federal Motor Carrier Safety Administration) and receive a USDOT Number. This unique identification number is used during compliance reviews, inspections, crash investigations, and safety audits. You can verify a company’s USDOT number and check its safety record using the FMCSA search tool.

FMCSA Registration

In addition to having a USDOT number, interstate movers must be registered with the FMCSA and authorized to transport household goods. The FMCSA search tool will show you whether a company has this authorization.

Insurance Requirements

Legitimate movers will always carry insurance to protect your belongings during transport. At minimum, they should offer basic valuation coverage (typically $0.60 per pound per item). You can also purchase additional full-value protection for higher-value items.

Some states and localities require additional licensing beyond FMCSA registration. Check whether your state has specific requirements and verify that the mover holds any necessary state or local licenses.

Checklist for Verifying Mover Credentials

As you research movers, check each one by using these 4 steps to verify their credentials and ensure the company is legitimate and trustworthy: 

1. Verify federal registration: Use the FMCSA search tool to confirm the company’s USDOT number, registration, and authorization to transport household goods.
2. Review the company’s record: Check contact details, complaint history, safety record, and current licensing and insurance status.
3. Confirm state or local licensing: Find out whether the mover must also be licensed at the state or local level.
4. Validate additional licenses if required: If state or local licensing applies, look up the mover on the appropriate government websites to confirm compliance.

Movers vs. Brokers — What’s the Difference?

Not every moving company actually moves your belongings. Some companies act as brokers, which means they arrange your move by hiring another company to do the work. This distinction is important because it affects accountability, pricing, and how claims are handled.

What a moving broker does (and doesn’t do)

A broker connects you with the company that will physically transport your items. Brokers don’t own trucks or employ movers. They act as middlemen, collecting your information and passing it along to a carrier. They may charge a fee for this service, or they may mark up the carrier’s price.

Why brokers increase risk

When you book through a broker, you add an extra layer between you and the company handling your belongings. If something goes wrong, it can be harder to hold anyone accountable. Items get damaged, pickups get delayed, and costs can increase unexpectedly. The broker may say it’s the carrier’s fault, and the carrier may say they were only following the broker’s instructions.

Brokers also complicate pricing. The estimate you receive from a broker may not reflect the final price the carrier charges. Some brokers provide lowball estimates to win your business, then the carrier shows up on moving day with a much higher bill.

How to tell if a company is a broker

Use the FMCSA search tool to look up the company’s USDOT number. The results will show whether they’re registered as a “Household Goods Broker” or “Household Goods Motor Carrier.” Carriers physically move your items. Brokers do not.

You can also ask the company directly if they’ll be the ones physically moving your belongings or hiring another company. Legitimate companies will answer this question clearly.

For a more detailed comparison, see our guide on moving brokers vs. moving carriers.

Evaluate Reviews (Without Being Misled)

Reading reviews and testimonials is a key step when hiring movers, but only honest reviews are truly helpful. Unfortunately, overly positive reviews are sometimes fake, paid for, or written by the company itself. And bad reviews can be fake as well, written by competitors to hurt the competition.

There are specific things you can look for to separate real reviews from fake ones. The Federal Trade Commission (FTC) offers guidance on evaluating online reviews:

• Check the dates of the reviews. A large number of positive reviews posted in a short period of time could indicate that the reviews are fake. Legitimate companies accumulate reviews gradually over time, not dozens in a single week.
• Look for indications that the reviewer received an incentive to post the review. Phrases like “I received a discount for this review” or “the company asked me to share my experience” can signal bias, even if the review is genuine.
• Read other reviews by the same reviewer to get a feel for how honest they are. If the moving company review is the only one they’ve written, it could be fake. Real reviewers typically have a history of reviewing multiple businesses or products.
• Use sources known to be trustworthy and impartial. The Better Business Bureau (BBB) is a reliable source because reviews go through a verification process. Government complaint databases and the FMCSA website also provide unfiltered information about complaints filed against movers.
• Watch for patterns in negative reviews. A single bad review might be an isolated incident or an unreasonable customer. But if multiple reviews mention damaged items, surprise fees, or unprofessional behavior, that’s a red flag you shouldn’t ignore.
• Pay attention to how the company responds to reviews. Companies that respond professionally to negative feedback and take responsibility for mistakes are generally more trustworthy than those that blame customers or ignore complaints entirely.
• Be skeptical of only 5-star reviews. No company is perfect. If every review is glowing and no one has ever had a single complaint, the reviews are likely curated or fake. A mix of 4- and 5-star reviews with occasional lower ratings is more realistic.
• Check the BBB rating, but don’t rely on it alone. BBB ratings reflect whether a company is accredited and how they handle complaints, but they don’t tell the whole story. Use BBB ratings as one data point among many, not as the sole measure of a company’s quality.

MovingPlace posts real customer reviews so prospective customers can get a feel for what it’s like to move with all of the moving companies we partner with.

Get and Compare Moving Estimates the Right Way

For many people, the cost of their move is a deciding factor. Once you’ve made your list of preferred moving companies, it’s time to request estimates and start making comparisons.

You should get estimates from at least 3 companies to compare pricing and services. This gives you a better sense of the market rate and helps you spot lowball quotes that seem too good to be true.

This can be a time-intensive process since many moving companies ask slightly different questions, and you’ll need to input your information multiple times. Some may even want you to take a detailed inventory before providing a quote. If that sounds like a bit much, you can use MovingPlace to get clear, upfront pricing for multiple top-rated movers for a side-by-side comparison instantly. The best part is, you only have to input a few details of your move once.

Types of Moving Estimates Explained

Not all estimates are created equal. The type of estimate you receive affects whether the final price can increase on moving day or if you’re guaranteed the price you see. 

Always ask which type of estimate you’re receiving before you agree to anything. If a company won’t clearly explain their estimate type, that’s a red flag.

What Movers Need to Provide Accurate Quotes

To get an accurate estimate, moving companies need detailed information about your move. The more specific you are, the less likely you’ll encounter surprise costs later. Here’s what movers need to know:

• Inventory accuracy: Provide a complete list of everything you’re moving, including furniture, boxes, and specialty items. Don’t leave out things in the garage, attic, or storage shed.
• Access details: Let them know if there are stairs, elevators, long carries from the door to the truck, or narrow hallways. Access challenges can add time and labor costs.
• Timing flexibility: If you have flexibility on your move date, mention it. Off-peak dates may qualify for discounts.

Red Flags in Moving Estimates

When collecting estimates, be aware of possible red flags. Be on the lookout for movers who:

• Offer a low estimate over the phone or online without a detailed questionnaire or visual inspection (in-person or virtual). Lowball quotes are a common tactic used by scam movers to win your business, only to dramatically increase the price on moving day.
• Do not provide a written estimate. Legitimate movers always provide written estimates. If a company refuses to put their quote in writing, walk away.
• Say they will estimate the cost after loading the truck. This gives the mover complete control over pricing and leaves you with no leverage. By the time your belongings are loaded, you’re at their mercy.
• Demand a large deposit or cash before your move. Reputable movers typically don’t require large upfront deposits. Be especially wary of companies that demand cash or wire transfers.
• Ask you to sign blank documents. Never sign a blank contract, estimate, or inventory form. This allows the company to fill in whatever terms they want after you’ve signed.
• Don’t provide FMCSA documents. Movers should always supply you with a copy of the “Your Rights and Responsibilities When You Move” booklet and FMCSA’s “Ready to Move” brochure. Moving companies are required by federal regulation to provide these documents. If they don’t, they’re not following the law.

For more details on avoiding scams, see our guide on moving scams.

Questions to Ask a Moving Company Before Booking

Most people focus on comparing prices when choosing a mover, but there are other critical questions you should ask before signing a contract. The questions below help reveal hidden fees, clarify who’s actually doing the work, and confirm important details about your estimate and coverage.

• Is this estimate binding, non-binding, or not-to-exceed? Understanding the estimate type helps you assess your risk of surprise costs on moving day.
• Will any part of my move be subcontracted to another company? If the company plans to hire a third party to handle your move, you need to know who will actually be responsible for your belongings.
• What fees could increase on moving day? Ask specifically about charges for stairs, long carries, bulky items, packing materials, or shuttle services if a large truck can’t access your home.
• What valuation coverage is included in the estimate? Basic coverage is typically $0.60 per pound per item, which may not be enough for valuable belongings. Ask about full-value protection and what it costs.
• What happens if pickup or delivery is delayed? Find out whether the company guarantees specific dates and what compensation (if any) you’re entitled to if they miss the scheduled window.
• Are there any additional fees not listed in the estimate? This is your chance to uncover fuel surcharges, weekend fees, or other add-ons that might not be obvious in the written quote.
• How do you handle claims for damaged or lost items? Understanding the claims process before you move helps you know what to expect if something goes wrong.

Understand Your Rights Before You Sign a Contract

Before you commit to a moving company, you should understand your rights as a customer. Federal regulations require movers to provide specific protections and documentation. Knowing what you’re entitled to can help you avoid problems down the road.

Your Rights and Responsibilities When You Move

Moving companies are required by federal regulation to provide customers with copies of two important documents: Your Rights and Responsibilities When You Move booklet and Ready to Move brochure, both issued by the FMCSA.

Your Rights and Responsibilities When You Move is a 23-page booklet that covers all the basics of moving with a moving company, from how to identify legitimate movers to getting estimates and being there to receive your delivery. It also explains the claims process if items become lost or damaged during your move, or if a guaranteed pickup or delivery is delayed.

The FMCSA’s Ready to Move provides a quick checklist for planning your move and understanding your responsibilities as a customer. It covers key steps like getting written estimates, understanding valuation coverage, and knowing what to do if problems arise during your move.

What Happens If Items Are Lost or Damaged

Even with the most careful movers, accidents can happen. Items can be lost, damaged, or delayed during transport. Knowing how the claims process works—and what your rights are—can save you a lot of frustration if you need to file a claim.

Claims timelines

You have 9 months from the date of delivery to file a claim for lost or damaged items. The claim must be submitted in writing to the mover or the mover’s third-party claims processor. The mover has 30 days to acknowledge receipt of your claim and 120 days to provide a resolution. They must notify you if they need more time.

Arbitration basics

If your claim is unsuccessful or the mover’s offer isn’t satisfactory, you can enter into arbitration to resolve the dispute. For claims of $10,000 or less, the moving company cannot refuse arbitration. For claims exceeding $10,000, the company isn’t required to agree to arbitration, but many will. If you do go into arbitration, the arbitrator’s decision is binding on both parties, regardless of the claim amount.

Why inventory documentation matters

Creating a detailed inventory before your move and having the moving company sign off on it can make a huge difference if you need to file a claim. The inventory serves as proof of what was loaded onto the truck and in what condition. Without it, proving that an item was damaged during the move or was even part of your shipment in the first place becomes much harder.

Take photos of high-value items before the move, note any existing damage on the inventory form, and keep copies of all paperwork. This documentation is your best protection if something goes wrong.

Final Steps Before Moving Day

Once your moving day gets closer, it’s time to nail down the details and make sure everything is in order. Taking these final 4 steps can prevent misunderstandings and ensure a smooth move.

1. Review all paperwork carefully. Go through the moving agreement, estimate, bill of lading (your contract, essentially), and coverage options line by line. Make sure you understand what’s included, what’s not, and what you’re agreeing to. Everything should be in writing—verbal promises don’t hold up if there’s a dispute.
2. Confirm all details in writing. If the mover promises something that isn’t in the contract (i.e., a specific delivery window, additional services, or a price adjustment), ask for an updated copy that includes those terms. Don’t rely on phone conversations or handshake agreements.
3. Ask clarifying questions before signing. If anything is unclear, ask the moving company to explain it. Make sure you understand the estimate type, the valuation coverage, the payment terms, and what happens if there are delays or changes to the plan. Keep asking questions until you’re completely confident in what you’re signing.
4. Receive required documents before moving day. At minimum, you should have a written estimate, a copy of Your Rights and Responsibilities When You Move, and the Ready to Move brochure. On moving day, you’ll also receive a bill of lading, which serves as the contract for transport and the receipt for your shipment.

MovingPlace Makes Choosing the Right Moving Company Easy

Now that you know how to choose a moving company the traditional way, you can truly appreciate how easy MovingPlace has made this process. Here’s how it works:

• Work with vetted movers: The movers on our platform are licensed, insured, and vetted, and each undergoes a background check to help ensure reliable service.
• Get matched quickly: Simply answer a few questions about your move, like your location, move dates, and the size of your move, to get quotes.
• Compare clear options: We provide custom recommendations for top-rated moving companies with clear, upfront pricing so you can compare and choose the best fit for your move.