Choose a mover the way you would hire a contractor: verify who they are, get written estimates after someone has actually seen your belongings, compare them line by line, and read every document before you sign. The cheapest quote is rarely the best one. Federal regulators say that choosing on price alone can cost you safe and timely delivery. Below is the process we would follow if we were hiring movers for our own family in Albany, Schenectady or Troy.
TL;DR
- Get at least three written estimates based on an in-person or video walk-through, and make sure each lists the same items and services so you can compare them.
- Verify the company before you trust the quote: a U.S. DOT number for interstate moves, state-level credentials for moves within New York, a real local address and a pattern of reviews you can believe.
- Walk away from anyone who demands cash or a large deposit, hands you paperwork with blank spaces, or refuses to look at your belongings.
- Ask what the mover pays if something breaks, and get the answer in writing before moving day.
- Match the mover to your situation: a family move, an office, a senior downsizing and a property cleanout each need different things.
Table of Contents
- Start with what kind of move you are making
- Verify the company before you compare prices
- Get estimates that you can actually compare
- Warning signs of a bad mover or a scam
- Insurance and valuation: ask what happens when something breaks
- Read the contract and inventory before you sign
- Match the mover to your situation
- What we do, and why we do it this way
- Where Grandson's fits
- Questions to ask on every call
- FAQ
- Sources
Start with what kind of move you are making
Before you call anyone, write down what you actually need. Movers quote what you describe, so a vague description produces a vague price.
Ask yourself:
- Distance. Staying inside New York (a local or in-state move) or crossing state lines? This decides which regulator oversees your mover.
- Volume. A one-bedroom apartment and a five-bedroom house with a garage and basement are different jobs. Count rooms, large furniture, and everything stored in attics, sheds and closets.
- Services. Do you want the crew to load and unload only, or also pack, disassemble furniture, handle a piano, or haul away what you are not taking?
- Timing. End-of-month and summer dates fill up. If your closing date moved or a lease ends in days, you need a company that takes short-notice work.
- People involved. Moving a parent into senior living is a different experience from moving an office over a weekend. Say so up front.
This list also becomes your script for every call, which keeps the estimates comparable.
Verify the company before you compare prices
Price comparison only makes sense among companies that pass a basic check. Do this first and you will eliminate most of the risk.
Interstate moves: DOT registration
For a move across state lines, the mover should have a U.S. DOT number, and the federal agency lets you look it up. Its registered mover search shows registration status, business type, complaints, contact information and safety information. Spend five minutes there for every company on your shortlist.
Moves within New York: state credentials
For a move that starts and ends in the same state, requirements are set by the state. FMCSA's advice is to check with your state, county or local consumer-affairs agency or the state attorney general. In New York, the license to move household goods is issued by the New York State Department of Transportation. Ask any mover you are considering for their NYSDOT credentials and confirm them with the agency rather than taking a sticker on a truck as proof.
The FTC adds that for local moves you should look for the mover's local address, contact details, licenses, registration and insurance.
Reputation: reviews, complaints and track record
The Better Business Bureau suggests triangulating credibility: business profile, complaint patterns, customer reviews, credentials, insurance, references and written terms. No single signal is enough. A few practical habits:
- Read reviews on more than one site, and read the three-star ones. The way a company responds to a problem tells you more than a string of five-star ratings.
- Search the company name together with "complaint" or "scam". The FTC recommends exactly this.
- Ask for references from recent customers, preferably someone with a similar size of move.
- Look at how long the company has operated, and check that claim. The DOT Office of Inspector General lists unverifiable longevity claims and suspiciously recent glowing reviews among the signs of moving fraud.
- Put the listed address into a street-view or satellite map. The same agency recommends this, and a warehouse or storefront beats a vacant lot or a residential mailbox.
Ask one more question: will the company you are talking to do the move itself, or sell the job to another company? DOT OIG suggests asking whether the company will conduct the move or broker it. A local company with its own trucks and crew is easier to hold accountable.
Get estimates that you can actually compare
This is where most people lose money or get surprised. The rules are simple.
Insist on a walk-through
FMCSA's guidance is to get written estimates based on an in-person inspection. The FTC says the estimate should be based on an in-person look at the property or a complete description and should list all of the property, so that competing quotes are comparable. The BBB recommends at least three written estimates, preferably after home visits.
A mover who quotes a flat number over the phone without asking what you own is guessing, or planning to adjust the price later. The DOT inspector general lists refusal to do an onsite inspection or give a written estimate as a fraud indicator.
Disclose everything
An estimate is only as accurate as your inventory. Washington State's consumer guide tells customers to disclose every item, including what is in attics, basements, garages, sheds, closets and under beds, and to agree clearly on packing and other services. The principle applies in New York too: a mover who did not know about the full basement will charge for it once the truck is loaded.
Know your estimate type
The same Washington guide distinguishes a non-binding estimate from a binding written price agreement. A non-binding estimate can change with the actual weight or time; a binding one fixes the price for the described work. On interstate moves, FMCSA notes that movers must deliver your goods for no more than 10% above a non-binding estimate. Ask each company which type it is giving you and what would change the price.
A side-by-side comparison sheet
Copy the estimates into one table before you decide. Here is the structure we suggest:
| What to compare | Mover A | Mover B | Mover C |
|---|---|---|---|
| Estimate type (binding or non-binding) | |||
| Walk-through done in person or by video | |||
| Rate or total price | |||
| Crew size and truck size | |||
| Packing, materials and disassembly included | |||
| Stairs, long carries, elevator fees | |||
| Fuel, travel or mileage charges | |||
| Valuation coverage offered and its cost | |||
| Deposit required | |||
| Payment methods accepted |
If one column has blanks, that mover has not answered your questions yet. Be careful with an estimate that is far below the others. The BBB advises treating unusually low estimates cautiously: a low number often means missing services or a bigger bill later.
Warning signs of a bad mover or a scam
Moving fraud tends to follow a pattern. Be ready to stop the process when you see any of these.
- Blank spaces on paperwork. The FTC says not to hire a mover that asks you to sign documents with blank spaces.
- Cash or a big deposit before the move. Same source, same advice. DOT OIG also flags pressure to deposit money immediately, refusal to accept credit cards, and demands for cash, postal money orders, wire transfers or large deposits.
- No registration where it is required. An interstate mover without a DOT number is a stop.
- A generic identity. No local address, a generic phone number or email, a name that changes between the website and the contract.
- Vague storage plans. If your goods might be stored, you need to know where.
- An unmarked rental truck on moving day. The inspector general lists this too, along with the other signs above.
- Your gut. Washington's regulator puts it plainly: do not hire a company that makes you uncomfortable.
The scale of the problem is real. The BBB reported that consumers opened moving-company business profiles more than 1.5 million times in 2023 and filed more than 5,900 complaints, including damaged or missing items, unexpected expenses and late deliveries. Those three categories are what the rest of this guide is built to prevent.
Insurance and valuation: ask what happens when something breaks
Movers do not automatically replace everything that gets damaged. The FTC's advice is simple: ask each mover what it charges to insure your goods and what it pays if they are damaged.
Turn that into three questions, and write the answers down:
- What coverage is included in the price, and how is a damaged item valued, by weight, by replacement cost or by a set amount?
- What does better coverage cost, and is it a line on the estimate?
- How do I file a claim, and how long does the company have to respond?
Also check your own homeowner's or renter's policy. Your insurer can tell you whether belongings are covered in transit and what it takes to add coverage for high-value items like art, instruments or electronics. Photograph valuables before the move and list serial numbers.
Read the contract and inventory before you sign
The agreement is where a friendly phone call becomes an obligation. Take your time with it, and read it at home if the mover sends it in advance. Check these points:
- No blanks. Every field is filled in or crossed out before you sign.
- It matches the estimate. Same services, same inventory, same crew and truck assumptions, same price basis. If anything differs, ask why before you sign, not after the truck is loaded.
- Charges are described. Washington's guide says movers must clearly and accurately describe all charges in a free written estimate. If a fee has a vague name, ask for a definition.
- Dates and windows. Pickup date, delivery date or window, and what happens if someone is late.
- Valuation selection. The coverage you chose is marked and its cost is stated.
- Inventory. Count and condition of key items, noted before loading, so there is a record if a dispute comes up. Walk through with the crew lead.
- Payment terms. Accepted methods, deposit, and when the balance is due.
- Your copies. Keep the contract, proof of payments and all messages. DOT OIG advises retaining contracts, payment proof and communications.
For an interstate move, also confirm that the mover gives you the federal moving-rights booklet that the rules require.
Match the mover to your situation
A good mover for one customer is the wrong one for another. Here is what to look for in four common cases.
Families moving locally
Look for a crew that shows up on time, protects floors and furniture, and explains the price up front. When you compare the residential moving services a company offers, check that apartment, large-home and long-distance moves are all part of what they handle regularly, and that packing and labeling are available if you want help with boxes.
Businesses moving an office
Downtime costs money, so ask about scheduling around your hours, evenings and weekends, labeling by department and how IT equipment is handled. Get the walk-through done with the person who knows the floor plan.
Seniors downsizing or relocating
A senior move often involves decisions about what to keep, family members coordinating from afar and an emotional load. Look for patient crews, help with packing, and a mover who will go at a pace that is comfortable. Ask who will be on site and whether the same people will handle both ends.
Property managers and cleanouts
Turnovers and cleanouts run on tight schedules. You need fast response, clear pricing per job and a company that can take short-notice requests, plus written confirmation of what will be removed.
What we do, and why we do it this way
We have heard the same story from customers for years: the quote was fine, the final bill was not. That is why we put transparent pricing first, with no hidden fees, and why we encourage every customer to compare us against other written estimates. We work seven days a week and take same-day requests, because a move does not always happen on a convenient schedule. Our crews are trained to treat your belongings the way we would treat our own family's, and we think accountability is simple: tell you what we will do, then do it. If a mover will not put their terms in writing, they are not the right mover for you.
— Grandson's
Where Grandson's fits
Grandson's Moving Company handles local and long-distance moves for homes and businesses across the Capital Region, along with professional packing, senior relocation assistance and cleanouts for property managers. You can see the full range on our moving services page. When you are ready to compare, request a written quote and put it next to the others using the sheet above. We would rather you choose with clear numbers than on a hunch.
Questions to ask on every call
Keep this list next to the phone. It works for any mover, ours included.
- Are you licensed or registered for this type of move, and what is the number? (Then verify it yourself.)
- Will you do an in-person or video walk-through, and is the estimate written?
- Is the estimate binding or non-binding, and what can change the price?
- Will your own employees do the move, or will another company?
- What do you charge for stairs, long carries, fuel, packing materials and storage?
- What coverage is included, and what does better coverage cost?
- What deposit do you take, and which payment methods do you accept?
- Can I see your address and talk to recent customers?
A company that answers these directly and in writing is telling you something about how it will treat you on moving day.
FAQ
How many moving companies should I get quotes from?
At least three. The BBB recommends three written estimates, preferably after home visits. Three gives you enough to spot an estimate that is too high, too low or missing services.
Is the cheapest mover the best choice?
Not by default. FMCSA warns that picking on price alone can sacrifice safe and timely delivery. Compare what each price includes, then weigh credentials, reviews and how clearly the mover explains its terms.
How do I check whether a mover is legitimate?
For interstate moves, look up the U.S. DOT number in the FMCSA mover search and review complaints. For moves within New York, confirm state credentials with the state and check the company's address, insurance and reviews. Searching the company name with the word "complaint" is a quick extra check.
Should I pay a deposit?
Be wary of large deposits or demands for cash. The FTC lists both as warning signs. If a deposit is requested, get the amount, the reason and the refund terms in writing, and pay by a method that leaves a record.
Can I hire movers on short notice?
Sometimes, yes. Last-minute availability depends on the company and the season, so ask directly. We accept same-day requests and operate seven days a week, and the same verification steps still apply.
Sources
- Steps to Select a Mover, FMCSA
- Search for a Registered Mover, FMCSA
- Avoid scams when you hire a moving company, FTC
- Household Goods Moving Fraud, DOT Office of Inspector General
- Hiring a mover, Better Business Bureau
- Consumer Guide to Moving in Washington State, UTC
- Authority to Transport Household Goods, NYC Business