How to Choose the Best Movers
Choosing a moving company isn’t about finding the cheapest option — it’s about finding the right partner for one of life’s biggest transitions. A great mover turns complexity into confidence; a poor one turns it into a costly headache.
This guide walks you through how to vet, compare, and select a moving company you can actually trust — whether you’re moving across town or across the country. We’ll cover the research process, how to read estimates, what separates carriers from brokers, the questions that reveal a company’s real quality, and a quote comparison checklist you can use side by side.
For a full breakdown of long-distance moving costs and service levels, see our long-distance moving guide. For moving day logistics and paperwork, see what to expect on moving day.
Local vs. Long-Distance: Your Vetting Checklist Changes
The first thing to understand is that vetting a local mover and vetting a long-distance mover are different exercises. The risks, regulations, and pricing models aren’t the same — and neither are the questions you should ask.
If Your Move Is Local (Same Metro Area)
✔ Verify state licensing (requirements vary — some states require a state DOT number)
✔ Confirm they carry general liability and cargo insurance
✔ Understand their hourly rate structure — ask what’s included (truck, crew, travel time, materials)
✔ Ask about their travel time policy (do they charge from their warehouse to your door, or from arrival?)
✔ Confirm they can handle building logistics: COI delivery, elevator reservations, parking permits
✔ Check Google reviews and BBB profile — look for patterns, not just star ratings
If Your Move Is Long-Distance / Interstate
✔ Verify their USDOT number through FMCSA’s Protect Your Move site
✔ Confirm whether they’re a carrier or a broker (more on this below)
✔ Ask what type of estimate they provide: binding, non-binding, or binding not-to-exceed
✔ Ask about delivery windows — and whether guaranteed delivery dates are available
✔ Understand your valuation options (released value vs. full-value protection)
✔ Ask about their claims process — how it works, how long it takes, what’s typically denied
Start Early: Your Timeline Is Your Biggest Advantage
The single best thing you can do is start your search early. Rushing this decision is the fastest way to get stuck with limited options, higher prices, or a company you can’t fully trust.
Give yourself at least 6–8 weeks before your move date to compare moving companies thoroughly. During peak season (May–September), start even earlier — the best companies fill up fast. This gives you time to research, get multiple in-home or virtual estimates, verify credentials, and secure your date without pressure.
Carrier vs. Broker: The Most Important Distinction Most People Miss
Before you compare a single quote, you need to understand who you’re actually hiring. This is the distinction that catches more people off guard than any other:
✔ Carrier: The actual moving company. They own or operate the trucks, employ the crew, and are directly responsible for your belongings from pickup to delivery. When something goes wrong, you’re dealing with the people who did the work.
✗ Broker: A company that books your move and then subcontracts it to a carrier you may never have spoken to. Your original quote may change. Your pickup window may shift. And if there’s a problem, the broker and carrier may point fingers at each other while your furniture sits in limbo.
Not all brokers are bad — some are upfront about their role and work with reliable carriers. The problem is when a company presents itself as a mover but is actually just a middleman. The simplest question to ask: “Are you acting as a broker, a carrier, or both for my move?”
How to verify: Look up the company’s USDOT number on the FMCSA website. The record will show whether they hold carrier authority (authorized to transport household goods) or broker authority (authorized to arrange transportation). If they only hold broker authority, they’re not the ones moving your stuff. For a deeper dive, see our interstate moving guide.
The Research Phase: Where to Look (And What to Avoid)
Start with a clear search. Look beyond the ads. Use specific terms like “long-distance movers in [Your City]” or “best moving companies for interstate relocation.”
Trusted Sources
Check the FMCSA database for licensing and safety records. Read detailed reviews on Google, BBB, and Yelp. Look for patterns in feedback — consistent mentions of punctuality, careful handling, and clear communication are worth more than a perfect 5-star average.
Red Flags to Walk Away From
✗ They only list a national 1-800 number with no local office presence
✗ They demand large cash deposits before the move
✗ They give a quote over the phone or online without a visual survey of your belongings
✗ Their quote is dramatically lower than every other estimate you’ve received
✗ They can’t (or won’t) provide a USDOT number
Understanding Estimates: What They Mean and What to Watch For
Don’t just collect prices — collect information. An estimate is a company’s first real test. A professional mover will ask detailed questions about your inventory, access conditions, and service needs. A dubious one will give you a number that’s suspiciously fast and low.
The Three Estimate Types
1. Binding Estimate: The price is locked based on the agreed inventory and services. As long as the scope doesn’t change, you pay exactly what was quoted. This is the transparent pricing model we use at Poseidon Moving.
2. Binding Not-to-Exceed: You pay the quoted price or less if the final shipment scope comes in lower — but never more, as long as the inventory and services match what was agreed. Strong consumer protection.
3. Non-Binding Estimate: An estimate that can change based on the actual measured shipment size (weight or space used) and any confirmed service changes. Make sure you understand the adjustment rules before signing — this is where customers most often see differences between estimated and final pricing.
Bottom line: Get at least three estimates, but compare the details, not just the bottom line. A binding quote that includes everything is worth more than a lower estimate full of potential add-ons. The mover who asks the most questions about your inventory is usually the one giving you the most accurate number — they’re planning, not guessing.
Key Questions to Ask During Your Estimate
✔ “Is this a binding, final-price quote?”
✔ “What is not included in this price? (shuttle fees, long carry, packing materials, stairs)”
✔ “Are you acting as the carrier or as a broker for my move?”
✔ “What is your specific process for filing and resolving a damage claim?”
✔ “Will I have a dedicated point of contact, or will I call a general line?”
✔ “What happens if I need to change my move date?”
If the answers are vague or defensive, so is their commitment to your move.
Quote Comparison Checklist: What Every Estimate Should Include
When you have multiple estimates in hand, use this checklist to compare apples to apples. If a line item is missing from one quote but present in another, ask why — the missing detail is usually where the surprise charges live.
| Line Item | What to Check |
|---|---|
| Estimate type | Binding, non-binding, or not-to-exceed? Know which you’re signing. |
| Shipment size & how measured | Volume (cubic feet / truck space) or weight? Was an in-home or virtual survey done? |
| Access fees | Stairs, long carry (75+ ft), shuttle vehicle, elevator wait — included or extra? |
| Packing materials | Moving blankets, stretch wrap, floor runners — included or billed separately? |
| Storage-in-transit (SIT) | If your dates don’t align, what does temporary storage cost? Is it available? |
| Delivery window | What’s the estimated delivery window? Is a guaranteed date option available (and at what cost)? |
| Valuation / liability | Released value ($0.60/lb) or full-value protection? What’s included vs. extra? |
| Payment terms | Deposit amount, when balance is due, accepted payment methods. |
| Cancellation / date change | What’s the policy if you need to reschedule or cancel? Fees? Deadlines? |
Pro tip: Print or screenshot this table and fill it in for each company. The gaps in one quote vs. another will tell you more than the bottom-line price ever could.
Moving Options Compared: Side by Side
Not every move needs the same solution. This table compares the main options so you can see where each one makes sense — and where the hidden costs live.
| Factor | Rental Truck (DIY) | Moving Container / Pod | Full-Service Movers | Full-Service + Packing (White-Glove) |
|---|---|---|---|---|
| Who Does the Work? | You (and your friends) | You pack/load; they transport | You pack; they load, drive, unload | They handle everything |
| Cost Predictability | Upfront rental fee + unpredictable fuel, tolls, damage | Clear container fee; hidden costs in labor and storage | Base quote; packing materials and access fees may add on | Binding quote; one price covers the full plan |
| Time & Stress | Highest — you manage everything | High — you pack/unpack and coordinate | Medium — you pack; they handle heavy lifting | Lowest — dedicated team handles logistics |
| Protection / Insurance | Your personal insurance; high liability | Basic carrier liability; you packed it, so claims are harder | Released value included; full-value optional | Full-value options; carrier-packed items have stronger claim standing |
| Best for Local | Small moves, tight budget, available help | Flexible schedule, medium-size homes | Standard local moves, 1–4 bedrooms | High-value items, busy professionals, large homes |
| Best for Long-Distance | Rarely practical — fuel, hotels, and physical toll add up fast | Flexible timelines, no rush, willing to self-pack | Budget-conscious movers comfortable self-packing | Anyone wanting a seamless, fully managed relocation |
Vetting Non-Negotiables: Licensing, Reviews & the Details That Matter
Licensing & Insurance
For interstate moves, the company must have a USDOT number — verify it on the FMCSA website. The record shows whether they hold carrier authority, their safety record, and any complaints. For local moves, check your state’s DOT or public utilities commission for licensing requirements. Ensure they carry both general liability and cargo insurance, and understand the difference between released value protection (basic, minimal coverage at about $0.60/lb per item) and full-value protection (the carrier is liable for replacement value).
Reviews & References
Look for detailed reviews that mention specific things: crew professionalism, punctuality, communication during the estimate process, and how the company handled problems. A mix of positive and reasonably resolved negative reviews is more authentic than a perfect streak — it shows how a company responds when things don’t go perfectly.
Read the 3-star reviews. They often reveal how a company handles problems when things don’t go perfectly. A pattern of resolved issues is a sign of a responsive business. A pattern of the same unresolved complaints (damage, delays, surprise charges) is a major red flag.
The Details Only a Real Mover Would Ask About
Pay attention to what the estimator asks you. A company that’s actually planning your move — not just quoting a number — will ask about:
✔ Building access at both ends: Does your building require a COI (Certificate of Insurance)? Is there a freight elevator? Do you need a parking permit? Are there move-in/move-out hour restrictions?
✔ Parking and truck access: Can a full-size truck park near your front door? In cities like Boston, NYC, and DC, this single question can determine whether you need a shuttle vehicle and what the final price will be.
✔ The full inventory — including what people forget: A thorough estimator walks you through the garage, attic, storage unit, and outdoor furniture. These are the most commonly missed areas and the #1 reason estimates come in low.
Get matched with Poseidon Moving team in your area. Compare prices, services, and availability—all tailored to your specific moving needs.
Making the Final Decision: It’s More Than Just Price
The cheapest estimate is often the most expensive choice in stress and hidden costs. Your decision should balance cost, value, and trust.
✔ Compare value, not just cost. Look at what’s included: the quality of the packing plan, how the crew is trained, the clarity of the communication chain, and whether you’re getting a managed relocation or just a truck and some labor.
✔ Pay attention to communication. How the company communicates during the estimate process is how they’ll communicate on moving day. Are they prompt, professional, and thorough? Your point of contact will be your lifeline when questions come up mid-move.
✔ Trust your gut. If you feel heard and confident during the estimate process, that’s a strong signal. If you feel rushed, pressured, or like you’re talking to a sales floor — that’s a signal too.
Why Your Choice Matters: The Poseidon Moving Standard
The standards outlined in this guide aren’t just advice — they’re our operating procedure. Poseidon Moving is a licensed interstate carrier (not a broker). We own our trucks, employ our crews, and manage your move from first quote to final walkthrough.
✔ Binding, transparent quotes — no surprise charges on moving day
✔ A dedicated point of contact for your move
✔ In-home and virtual estimates based on a detailed inventory walkthrough
✔ Professional packing, furniture disassembly/reassembly, and labor-only options
✔ Consistent, trained crews — because your belongings deserve the same care every time
Your move is a fresh start. Let’s make sure it starts with confidence.
Ready to choose a mover you can trust? Request a free, no-obligation quote from our team.
