Get written estimates from at least three movers, and before you sign, ask three things: Are you a carrier or a broker? Is the estimate binding? What coverage do you provide, and can I see your Certificate of Insurance? Legal limits can apply to how far a final bill may exceed a written estimate, so a documented quote protects you.
TL;DR:
- Insist on an in home or detailed virtual survey and a letterhead estimate; phone only quotes do not reliably capture the move’s scope.
- Some jurisdictions generally cap bills at 10% above estimates unless you approve extra services or supplies; binding estimates cover only listed work.
- Basic carrier liability often pays just $0.60 per pound per item, so ask about replacement value protection and check exclusions before moving day.
- Brokers may subcontract the move, so identify the responsible company, get a local contact for moving day, and check references and complaint records.
- Get the claims process and reporting deadline in writing, then photograph belongings before loading and record any damage on delivery paperwork.
Table of Contents
- 1. How to use this checklist and document answers
- 2. Legitimacy and business background: who are you hiring?
- 3. Estimates and pricing: what does the quote really cover?
- 4. Insurance and liability: how do the coverage offers compare?
- 5. Services and exclusions: what is and is not included?
- 6. Timing, route and delivery windows
- 7. Day-of logistics and communication
- 8. Claims and dispute process
- 9. What we look for when we quote your move
- 10. Get a clear, written quote from us
- FAQ
- Sources
1. How to use this checklist and document answers
Treat every call or visit as an interview, and keep the answers in one place so you can compare movers on substance, not just the bottom line. Phone-only quotes are not reliable. A legitimate mover will do an in-home or detailed virtual survey, then put the estimate in writing on company letterhead. Keep a copy of each one. If you have not yet sorted your belongings, our house moving checklist helps you build the inventory a mover will want to see. For each quote, record:
- Which services are included (packing, materials, fuel, stairs, equipment)
- Deposit amount and whether it is refundable
- The pickup and delivery window
- The insurance coverage offered and the cost of upgrading it
2. Legitimacy and business background: who are you hiring?
These questions confirm who will really handle your belongings. Ask them early, before you spend time on pricing.
- Are you a carrier or a broker? Brokers arrange moves using subcontractors, which can leave you with a confusing trail of responsibility if something goes wrong.
- Will subcontractors handle any part of my move? Subcontracting is a known source of consumer complaints.
- What is your physical address and local office? A company you can walk into is easier to hold accountable than a call center.
- Can you give me references from recent customers?
- Do your workers have workers' compensation coverage, and who is my local contact on move day?
Pro Tip: Do not take a certification claim at face value. Check membership with the Canadian Association of Movers and look up the company's complaint history with the Better Business Bureau yourself.
3. Estimates and pricing: what does the quote really cover?
An unusually low price is often a warning sign of fees that appear later, so compare the full scope of each quote. Ask for the estimate on company letterhead and ask whether it is binding or non-binding. A binding estimate protects you from price increases for the services and items listed, but additions, a changed address or undisclosed access problems can let the mover revise it. In some Canadian jurisdictions, a mover generally cannot charge more than 10% above the contract estimate without your agreement to extra services or supplies, so ask what the mover's own policy is.
Then pin down the details:
- Which services are included: packing, materials, stairs, elevator, long carry, fuel?
- How does the company define each surcharge, and when does it apply?
- How big is the deposit, is it refundable, and which payment methods do you accept?
- When is the balance due, and how is the final bill calculated?
Our guide to comparing three quotes for coverage, not just price shows how to line these answers up side by side.
4. Insurance and liability: how do the coverage offers compare?
Ask to see the mover's Certificate of Insurance, then ask what the policy covers and whom it protects. The gap between basic liability and full protection surprises many people.
Standard carrier liability is often just $0.60 per pound ($1.32 per kg) per item, and it tends to protect the company rather than your goods unless you buy replacement value protection. On a heavy but valuable item, that rate can fall far short of what it costs to replace.
Ask these questions:
- Do you offer replacement value protection, and what does it cost?
- What does the policy exclude?
- Who is liable for boxes I pack myself?
- Do high-value items need a written declaration?
Claims are often settled on the coverage you purchased, so decide before moving day, not after a loss.
5. Services and exclusions: what is and is not included?
Never assume a service is part of the deal. Ask the mover to confirm each of these in writing:
- Will you pack for me, or only move boxes I have packed? Is specialty crating available for items like artwork or pianos?
- What do you refuse to move? Ask about plants, flammables, perishable goods and anything that needs certification.
- How do you treat items stored somewhere else, such as a condo locker or off-site storage? Some movers count these as an extra pickup, with a separate charge.
Also ask about the packing materials. Find out whether boxes, tape and wrap come with the quote or whether you need to supply your own.
6. Timing, route and delivery windows
Dates drive both price and availability, so ask for specifics. Request estimated pickup and delivery windows, and ask whether timing or route affects price or crew availability. Ask whether your preferred dates affect availability.
- How do you handle delays, reroutes or weather, and who do I call if plans change?
- Is storage in transit available, for how long, and at what fee?
- What are your cancellation and rescheduling terms if my closing date moves?
- Do you have experience with parking permits or building rules at my address, such as elevator bookings?
7. Day-of logistics and communication
A smooth move day comes down to knowing who shows up and what you will sign. Ask:
- Who leads the crew, and are the crew employees or subcontractors?
- What size truck will you send, and what padding and floor protection do you use?
- Will you disassemble and reassemble furniture?
- What paperwork will I get at pickup and delivery: an inventory list, a Bill of Lading and a final invoice?
- What hygiene or health measures does the crew follow in your home?
Keep copies of every document you receive.
8. Claims and dispute process
Ask for the claims process before anything breaks, not after. Get it in writing, including timelines and the documents required, usually photos, the inventory and receipts.
- Is there a dedicated claims contact, and how are settlements typically paid?
- How soon after delivery must I report damage?
Photograph your belongings before they are loaded and note any damage on the paperwork at delivery. If a claim stalls, contact your provincial consumer affairs office or the Better Business Bureau, and see The Little Black Book of Scams for where to report fraud.
Pro Tip: Keep a folder, paper or digital, with the estimate, contract, inventory, photos and every email. Keeping records can help clarify a claim.
9. What we look for when we quote your move
When we quote a move, we put coverage and a written survey ahead of the headline price, and we think you should do the same. A cheap number with thin coverage is not a bargain. The red flags to watch for: no in-home or virtual survey, a large nonrefundable deposit, and pressure to sign on the day. Bring this checklist to any estimate visit or call, ours included, and expect straight answers. A mover who hesitates over a certificate or a written estimate has told you what you need to know. Our approach is simple: say what is included, put it in writing, and keep our word on move day.
— Jack W.
10. Get a clear, written quote from us
We handle residential, commercial, local and long-distance moves, and we put estimates in writing so you can compare them with confidence. Ask us for a written estimate and a plain list of what the price includes and excludes. You decide with the facts in front of you, and we answer every question on this checklist. Whether you are moving an apartment, a family home or an office, we scope the job first and price it second. Start by requesting a quote, or contact us to arrange a survey and get your estimate.
FAQ
How many written estimates should I get from movers?
Get at least three written estimates from reputable movers, and compare what is included, not just the total. Make sure each one comes from a survey of your belongings, not a quick phone call.
Is a binding estimate better than a non-binding one?
A binding estimate protects you from price increases for the services and items listed. Changes such as extra items, a new address or access problems can still allow a revision, so confirm the terms in writing.
What insurance should a moving company have?
Ask for a Certificate of Insurance and find out what it covers and for whom. Basic carrier liability is limited per item, so ask about replacement value protection if your belongings are worth more.
What are the biggest warning signs when hiring movers?
Watch for phone-only quotes, an unusually low price, a large nonrefundable deposit and pressure to sign right away. Rogue movers often advertise low prices and add hidden charges at pickup.