A Guide to Choosing the Right Moving Company: What to Look For and Questions to Ask

Written by Zach Richards
·12 mins read

Whether you’re moving across town or across the country, one of the most critical decisions you’ll make is choosing the right moving company. With countless options available, it’s easy to feel overwhelmed by quotes, reviews, and promises of a hassle-free relocation. However, selecting an experienced and trustworthy mover is crucial for protecting your belongings—and your peace of mind.

At Caddy Moving, we’ve guided countless customers through smooth, stress-free moves. In this detailed guide, you’ll learn the key factors to look for in a moving company, the red flags to avoid, and the top questions to ask before signing any contract. By the end, you’ll have the information you need to make an informed, confident choice and enjoy a successful moving experience.

1. Start with Licensing and Insurance

1.1 Verifying Credentials

The first step in selecting a reputable moving company is to ensure they hold the necessary licenses and insurance. In the United States, interstate movers must have a valid USDOT (U.S. Department of Transportation) number, which verifies their authority to operate across state lines. You can easily check a mover’s DOT number on the Federal Motor Carrier Safety Administration (FMCSA) website.

  • For Local Moves: While not all states require local movers to have a USDOT number, they typically must have a state-specific license or registration. A reputable company will readily provide any relevant licensing details.

  • Insurance Coverage: Proper insurance protects your belongings if they’re damaged or lost in transit. Movers should offer at least the minimum required liability coverage; some may also provide additional insurance options for high-value items.

1.2 Why It Matters

Unlicensed or underinsured movers pose a significant risk. If your belongings are damaged or lost, you may have little recourse for compensation. Always verify credentials before trusting a company with your home’s contents.

2. Reputation and Reviews

2.1 Online Reviews

Once you’ve confirmed a mover’s licensing and insurance, the next step is to check their online reputation. Platforms like Google, Yelp, the Better Business Bureau (BBB), or local community forums often house detailed accounts of past customers’ experiences.

  • Consistency: Look for a consistent pattern of positive or negative feedback. While one or two negative reviews can happen to any business, consistent issues with billing, damage, or customer service are red flags.

  • Resolution: Companies that address negative feedback promptly and professionally often demonstrate a higher level of commitment to customer satisfaction.

2.2 Recommendations

Beyond digital platforms, don’t underestimate the power of word-of-mouth referrals. Friends, family, neighbors, or coworkers may have valuable firsthand experiences with local or national moving companies. Ask for specifics on what went well—and what didn’t—so you can learn from their insights.

3. Transparent Pricing and Estimates

3.1 Types of Estimates

When researching movers, you’ll often come across different types of estimates:

  1. Binding Estimate: The final price is guaranteed, barring any major changes to your inventory or move details.

  2. Non-Binding Estimate: The initial quote is an approximation. Your final cost could increase if your belongings weigh more or if the move takes longer than expected.

  3. Binding Not-to-Exceed: Also known as a “price protection” or “guaranteed not-to-exceed” estimate, this type caps the total cost at a maximum, and you pay less if the move is lighter or quicker than anticipated.

3.2 In-Home or Virtual Surveys

A reliable moving company will often conduct an in-home or virtual survey to accurately assess your belongings, including large furniture and fragile items. This helps them provide a more precise quote. Beware of companies that refuse to survey your items and offer only phone or online estimates, as they might hit you with hidden fees later.

3.3 Getting Multiple Quotes

Don’t settle on the first quote you receive. Instead, compare estimates from at least three different movers. This process helps you identify a reasonable price range, spot outliers, and ask companies about any major discrepancies. If one mover’s estimate is significantly lower than the others, make sure they aren’t cutting corners or missing crucial services.

4. Range of Services Offered

4.1 Full-Service vs. Partial-Service

Not all moves are the same, and a great moving company should provide flexible options. Consider whether you need:

  • Full-Service Moving: The company handles everything from packing and loading to transport, unloading, and even unpacking.

  • Partial or DIY Services: Some homeowners prefer to pack their own boxes but need help with heavy lifting or driving a rental truck.

At Caddy Moving, we offer a variety of services tailored to different budgets and timelines. Make sure you choose a mover that can accommodate your specific needs—whether that’s fragile-only packing or a full-service solution.

4.2 Specialized Moves

If you have specialty items like a piano, artwork, or antique furniture, ask potential movers about their experience and methods for handling such valuables. A qualified moving company should have the equipment and expertise to protect high-value belongings, including climate-controlled storage if needed.

5. Customer Support and Communication

5.1 Responsiveness

A reputable moving company values clear, consistent communication. Pay attention to how quickly they respond to your emails, calls, or online inquiries. Slow or unprofessional communication can be an early sign of disorganization.

5.2 Point of Contact

Find out who your main point of contact will be throughout the moving process. Ideally, you’ll have a dedicated move coordinator or customer support representative available to answer questions, confirm scheduling details, and address any concerns.

6. Red Flags to Avoid

6.1 Large Upfront Deposits

Reputable movers typically don’t demand large upfront deposits. While a small reservation fee might be reasonable, be wary of companies asking for significant payment before any work is done. Untrustworthy movers may take the deposit and vanish or add hidden fees later.

6.2 No On-Site Inspection

If a company insists they don’t need to inspect your home or items to provide an accurate quote, consider that a red flag. In-person or virtual surveys help movers account for stairs, large furniture, fragile items, or any unique logistical challenges.

6.3 Incomplete Contracts

Never sign a blank or incomplete contract. Read all documents thoroughly to ensure your inventory is correct, pricing details are transparent, and delivery timelines are outlined. If something seems unclear, ask for clarification before you commit.

7. Essential Questions to Ask Before Hiring

Below are key questions that will help you dig deeper into a mover’s operations, services, and policies:

  1. Are You Properly Licensed and Insured?

    • Request proof of their USDOT number (for interstate) or state licensing.

    • Verify their insurance coverage and ask about extended valuation options for expensive items.

  2. How Long Have You Been in Business?

    • Experience often translates to more efficient, professional service.

    • That said, a newer company can still be reputable if they demonstrate a commitment to quality and transparency.

  3. Do You Provide Binding or Non-Binding Estimates?

    • Clarify which type you prefer. A binding estimate offers greater cost certainty, but make sure you’re aware of any conditions.

  4. Are There Any Additional Fees I Should Know About?

    • Ask if there are extra charges for stairs, long carries, or bulky items.

    • Some companies charge for travel time, packing supplies, or fuel surcharges.

  5. Do You Offer Packing and Storage Services?

    • Understanding the scope of available services helps you decide if they align with your needs.

    • If you need storage, ask about the security and climate conditions.

  6. What Is Your Claims Process for Damaged or Lost Items?

    • Reliable movers will outline a clear process for filing claims.

    • Find out about their typical resolution times and whether additional insurance is recommended.

  7. Can You Provide References or Past Client Testimonials?

    • A reputable mover won’t hesitate to share references from satisfied customers.

    • Cross-check these references with online review platforms for consistency.

  8. Who Will Be Handling My Move?

    • Ask if the company uses subcontractors or day laborers.

    • Knowing who will be in your home and handling your belongings is crucial.

  9. What’s Your Policy on Delayed or Rescheduled Moves?

    • Life happens. Confirm their rescheduling policies and any associated fees.

    • For long-distance moves, inquire about guarantees for pick-up and drop-off timelines.

  10. What Happens if the Moving Truck Arrives Late?

  • Understand how delays are handled and if they offer any compensation for missed deadlines.

8. Making the Final Decision

After asking the right questions, reading reviews, and comparing quotes, it’s time to trust your instincts. Choosing the right mover isn’t just about cost; it’s about finding a team that communicates well, respects your time and belongings, and clearly outlines their policies. If something feels off or if the company fails to address your concerns, consider other options.

Conclusion

Selecting a reliable moving company can make the difference between a smooth, stress-free transition and a logistical nightmare. By focusing on licensing, reputation, transparent pricing, and strong customer support, you’ll greatly reduce the risk of costly surprises. Don’t be afraid to ask tough questions, compare multiple quotes, and follow your gut instincts when finalizing your choice.