How to Hire a Moving Company: The Complete Vetting Guide for a Successful Move

The Problem With Picking the First Name You Find

Thousands of Americans report experiencing moving fraud every year, according to the Federal Motor Carrier Safety Administration. The complaints are predictable: shipments held hostage until additional payment is made, final bills far above the original quote, belongings damaged with no meaningful recourse. In 2024 alone, FMCSA’s Operation Protect Your Move initiative conducted 62 investigations, addressed 380 household goods complaints — 128 of which involved possessions held hostage — and uncovered numerous safety and commercial violations. The Better Business Bureau received over 100,000 inquiries about moving companies in 2024, with 718 formal complaints filed. Consumers who fell victim to moving scams reported a median loss of $754.

None of this means the moving industry is fundamentally untrustworthy. The majority of licensed, registered movers provide legitimate service. But the industry has a well-documented fraud problem, and the consumer who doesn’t know how to vet a mover is the consumer most likely to become a statistic. This guide gives you the complete process for finding, vetting, and hiring a moving company that won’t ruin one of the most stressful transitions of your life.

Step One: Start Looking at Least Six to Eight Weeks Out

The most consistent finding across moving industry research is that last-minute hiring is a primary risk factor — not just financially, but for quality of service. When you book under pressure with limited time, you evaluate fewer options, negotiate less, and miss warning signs you’d catch with more runway.

Six to eight weeks before your move date:

Begin identifying candidate companies
Schedule in-home or video estimates (not phone quotes)
Check registrations and complaint histories
Compare binding written estimates
Confirm your selected mover in writing

This timeline also gives you flexibility. If the first two companies you investigate raise concerns, you have time to find alternatives. Booking a mover three days before a move eliminates that flexibility entirely.

One structural note on timing: If your move falls between May and August — peak moving season when roughly 45% of all U.S. moves occur — the earlier you book, the better. Popular moving companies fill their calendars weeks in advance during summer months. Waiting until June to book a late-July move in a competitive market can leave you with limited options.

Step Two: Know the Difference Between Carriers, Brokers, and Hybrid Companies

This is the single most misunderstood aspect of the moving industry, and it’s where many fraud situations begin.

Moving carriers own trucks and employ the crews that handle your belongings. You contract directly with the company doing the work. When something goes wrong, you know exactly who is responsible.

Moving brokers arrange moves by connecting consumers with carriers, but they do not own trucks or handle belongings themselves. They collect a deposit, then book a carrier — often the lowest bidder — to actually perform the move. Brokers are legal and regulated by FMCSA, but they require extra scrutiny:

The carrier who shows up may be different from the company you researched
Brokers are not liable for loss or damage — only the carrier who physically handles your goods is
Some fraudulent brokers collect deposits then book unlicensed carriers or disappear entirely

How to tell which you’re dealing with: Ask directly: “Are you a carrier or a broker? Will your employees be handling my move, or will you be contracting it out?” A legitimate company will answer this question clearly. Also check the FMCSA registration: carriers have “carrier” authority; brokers have “broker” authority. You can verify this at safer.fmcsa.dot.gov.

This doesn’t mean avoiding brokers entirely — some reputable moving marketplaces use a broker model effectively. But you need to know upfront, and you should verify the carrier who will actually handle your move before signing anything.

Step Three: Verify Registration and Complaint History

Every company that moves household goods across state lines is required by federal law to register with the FMCSA and obtain a USDOT number. There is no exception. Before shortlisting any mover for an interstate move, verify their registration.

How to verify:

Ask the company for their USDOT number (legitimate movers display this on their website, trucks, and paperwork — never hesitate to provide it)
Go to safer.fmcsa.dot.gov and enter the number
Confirm their registration is active and their authority type (carrier, broker, or both)
Check complaint history in the FMCSA National Consumer Complaint Database

For local moves within a single state:
Interstate FMCSA registration doesn’t apply to intrastate moves, but most states require local movers to be licensed through the state’s public utilities commission or department of transportation. Search “[your state] moving company license requirements” to find the relevant regulatory body, then verify the company is registered there.

What to look for in complaint history:
A small number of complaints relative to the company’s volume and age isn’t necessarily alarming — larger companies handle thousands of moves and will inevitably generate some complaints. Look for patterns: multiple complaints about the same issue (price inflation after loading, hostage situations, missing items) are a red flag. A company with dozens of unresolved complaints in a short period is a clear signal to walk away.

Additional verification sources:

Better Business Bureau (bbb.org): Check both rating and complaint details, not just the letter grade
Google Reviews: Read negative reviews specifically and note whether the company responds constructively or dismissively
American Moving and Storage Association (moving.org): Members have agreed to a professional code of conduct and binding arbitration for disputes
State Attorney General consumer complaint database

Step Four: Get In-Home or Video Estimates — Not Phone Quotes

A phone quote is not an estimate. It’s a number a salesperson invented without seeing your belongings. The DOT’s Office of Inspector General identifies “estimates given without seeing what needs to be moved” as one of the primary red flags of moving fraud — a low number designed to get you to commit, then inflated dramatically after your belongings are loaded.

A legitimate moving estimate requires the mover to see what’s being moved, either in person or via video walkthrough. During this assessment, the estimator notes:

Total inventory of items to be moved
Special handling requirements (pianos, large artwork, exercise equipment, antiques)
Access conditions at origin and destination (stairs, elevator, narrow hallways, long carries)
Packing services requested, if any
Distance and any route-specific considerations

In-home estimates are the gold standard for larger moves and allow the estimator to see the full scope of the job. Most reputable companies offer these for free.

Video estimates have become widely accepted since 2020 and are an effective alternative. You walk through your home on a video call, showing everything that needs to be moved. A thorough video estimate is meaningfully better than a phone quote.

Get at least three estimates. This is not just about price comparison — it’s about pattern recognition. If two estimates cluster near each other and one is dramatically lower, the outlier requires scrutiny. Ask what the low estimate includes that the others don’t, and what it excludes. The answer usually explains the gap.

Step Five: Understand the Types of Estimates

Not all estimates carry the same legal weight. The type of estimate you accept determines what protections you have.

Non-Binding Estimate
A non-binding estimate is the mover’s best guess of the final cost. Under FMCSA regulations, movers may not charge more than 110% of a non-binding estimate for the services listed (the 110% rule), but you’re still at risk of the final bill exceeding the original quote. Non-binding estimates are appropriate for small, straightforward moves where the estimator saw everything clearly.

Binding Estimate
A binding estimate locks in the price for the services described. The mover cannot charge more than the stated amount for the services in the agreement, regardless of actual weight or time. If conditions change — you add items not in the original inventory, or the access at destination requires extra work not anticipated — the mover must get your written consent before performing additional work at extra cost.

Binding Not-to-Exceed Estimate
This is the most consumer-favorable option: the price listed is the maximum you’ll pay, and if the actual cost is lower, you pay the lower amount. Not all movers offer this, but it’s worth asking for on larger moves.

For most moves, a binding estimate is the appropriate protection. It eliminates the most common vector for price inflation: the final bill delivered when your belongings are on the truck and you’re in no position to negotiate.

Step Six: Read the Contract Before Signing Anything

The moving contract — called a Bill of Lading — is a legally binding document. It describes the services to be performed, the agreed price, the pickup and delivery window, liability coverage, and the process for dispute resolution. Read every word before signing.

What the contract must include:

Your name, origin, and destination addresses
Inventory of items to be moved (for weight-based pricing)
Type of estimate (binding, non-binding, or binding not-to-exceed)
Agreed price or maximum price
Pickup and delivery dates or windows
Carrier’s USDOT number and contact information
Valuation/liability option you’ve selected

What to refuse:

A contract with blank fields — never sign a document with empty spaces that could be filled in later
A contract that doesn’t specify a price or maximum price
A requirement to pay the full amount before delivery

Valuation coverage — the section most people skip:
All interstate movers are required to offer two coverage options, and you must select one before the move:

Released Value Protection is included at no extra charge and provides coverage of $0.60 per pound per article. A 50-pound television receives $30 in coverage if destroyed. This is effectively nominal protection for most belongings.

Full Value Protection requires the mover to repair, replace, or pay current market value for any lost or damaged item. This costs more — the price varies by mover and by your declared value and deductible choices — but provides meaningful protection for moves involving furniture, electronics, or any item of significant value.

Before selecting coverage, also check your renters or homeowners insurance policy. Some policies cover belongings during a move; a quick call to your insurer can clarify whether you already have meaningful protection.

The Red Flags That Should Stop You Cold

The FMCSA, the DOT’s Office of Inspector General, and the Better Business Bureau all maintain lists of fraud indicators based on actual fraud investigations. The warning signs below are drawn from those official sources:

Before booking:

The company gives a price without seeing or asking about your inventory
The website has no physical address, no USDOT number, and no verifiable information about staff or ownership
When you call, the phone is answered with a generic greeting rather than the company name
The company claims to have been in business for decades but has no online presence, no verifiable reviews, or reviews that only span a short recent period
The quote is dramatically lower than all other estimates — 30–40% below the field without explanation
The company requires a large upfront deposit (legitimate movers typically require 0–25% upfront)
The company is cash-only or discourages credit card payment

After booking:

The movers arrive in an unmarked or rented truck
Different workers show up than the company implied would handle your move
The movers demand more money after loading your belongings but before completing delivery — this is the “hostage load” scenario that FMCSA and law enforcement consistently identify as the most damaging form of moving fraud

If you’re in a hostage situation:
Contact local law enforcement and file a complaint with FMCSA at 1-888-368-7238. If you paid any portion by credit card, contact your card issuer immediately to initiate a dispute. Document everything: photographs, text messages, the contract, and any verbal demands.

Moving Day: How to Protect Yourself During the Move

Hiring a good mover is necessary but not sufficient. How you manage moving day protects you even when the mover is reputable.

Before loading begins:

Do a complete walkthrough of both the truck and your home with the crew chief
Confirm that the crew chief has a copy of your signed contract and agreed price
Photograph all furniture and valuables before loading — this documentation is essential for any damage claim
Confirm the delivery window for your destination address

The inventory sheet:
On larger moves, the mover will produce a numbered inventory list of items loaded. Review it carefully before signing. Note the condition of items on the form — if a chest of drawers has a pre-existing scratch, note it. If the condition is marked incorrectly, write your correction and initial it. Your signature on the inventory is your acknowledgment of the listed conditions.

At the destination:

Be present or have a trusted person present when the truck arrives
Walk through the home as items are placed and note any damage before the crew leaves
Compare delivered items to the inventory sheet — confirm all items are accounted for
Sign the Bill of Lading only after confirming delivery is complete — your signature acknowledges receipt and can complicate damage claims made afterward

Tipping:
Tipping is not required but is a meaningful gesture for good service. The standard range is $20–$50 per mover for a standard local move, and $50–$100 per mover for a long, difficult, or long-distance move. Tip based on the quality of service, not a percentage of the bill.

Your Moving Company Vetting Checklist

Use this checklist before committing to any mover:

Registration and Credentials

[ ] USDOT number verified at safer.fmcsa.dot.gov
[ ] FMCSA complaint history reviewed
[ ] State license verified (for local moves)
[ ] BBB rating and complaint detail reviewed
[ ] Google Reviews reviewed with attention to negative reviews and responses

Estimate Process

[ ] In-home or video estimate completed (no phone-only quotes)
[ ] At least three estimates obtained and compared
[ ] Binding or binding not-to-exceed estimate requested
[ ] All services explicitly listed (packing, disassembly, specialty items)

Contract Review

[ ] No blank fields in signed contract
[ ] Price or maximum price stated in writing
[ ] Pickup and delivery dates confirmed in writing
[ ] Valuation coverage option selected (not just accepted by default)
[ ] Dispute resolution process understood

Moving Day

[ ] Pre-load walkthrough completed with crew chief
[ ] All furniture and valuables photographed before loading
[ ] Inventory sheet reviewed and corrected as needed before signing
[ ] Bill of Lading signed only after confirmed delivery

The Bottom Line: Research Is the Best Moving Insurance

The moving industry’s fraud problem is real and well-documented — but it’s also largely avoidable for consumers who take the time to verify credentials, get binding written estimates, and read contracts before signing. The protection process described in this guide takes a few hours spread across several weeks. That investment is the difference between a smooth transition and a situation that costs hundreds or thousands of dollars to resolve — if it can be resolved at all.

The best protection isn’t a good outcome after something goes wrong. It’s choosing a mover carefully enough that nothing goes wrong in the first place.

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