Start with a timeline and a budget before you call any movers

A long-distance move works best when you know three things before you pick up the phone: when you need to be gone, how much you can spend, and what you actually own. Most people do this backwards — they call movers first, get a shock, and then scramble. Instead, give yourself at least six to eight weeks if you can, write down a realistic budget based on what you've moved before or what friends have paid, and then do a room-by-room inventory of what's going with you.

The timeline matters because moving companies book up during peak season (May through September), and prices are lowest in winter and early spring. If you have flexibility, moving in October or November will cost less than moving in June. If you're locked into a summer date, book your mover at least eight weeks out. The budget matters because you need to know whether you're hiring a full-service company (they pack and load), a container service (you pack, they transport), or a truck rental where you do everything. Those three options can differ by thousands of dollars for the same distance.

Key Takeaways

  • Get quotes from at least three movers using a detailed inventory of your belongings, not a rough guess of how much space you'll need.
  • Understand the difference between binding estimates (the price won't change) and non-binding estimates (the final bill may be higher), and ask which one you're getting.
  • Research your mover's complaint history with the Federal Motor Carrier Safety Administration before you sign anything.
  • Create a moving binder with copies of your estimate, inventory list, insurance documents, and contact information for your mover, your old landlord or seller, and your new landlord or seller.
  • Plan to arrive at your new place with at least one day of buffer time before your mover does, so you can check the space and make sure someone is there to receive your belongings.

Get written estimates from multiple movers, and understand what you're comparing

A mover's estimate is only useful if it's based on what you actually own. Take photos of each room, count boxes if you've already packed some, and list large items (furniture, appliances, piano, motorcycle). Email this inventory to at least three movers and ask for a written estimate. Do not accept a quote based on a phone conversation where you describe your stuff in general terms — those estimates are wrong often enough that the Federal Motor Carrier Safety Administration warns against them.

When you get estimates back, check whether each one is binding or non-binding. A binding estimate means the mover has seen your stuff (in person or via video walkthrough) and the price won't change unless you add items. A non-binding estimate is a guess, and the final bill can be 10 to 20 percent higher. Some movers offer a binding not-to-exceed estimate, which means they won't charge more than the quote but might charge less. Ask which type you're getting, and get it in writing on the estimate itself.

Compare the estimates side by side. The cheapest is not always the best — a mover who's significantly cheaper than the others may be cutting corners or may have underestimated your load. Look at what's included: do they pack, or do you? Do they disassemble and reassemble furniture? Is there a charge for stairs, long carries, or elevator fees? Are they insuring your belongings, or do you need to buy additional coverage?

Check your mover's safety and complaint record before you hire them

Every interstate moving company is regulated by the Federal Motor Carrier Safety Administration and assigned a USDOT number. Before you sign a contract, search that number at SaferProducts.gov or ask the mover for their USDOT number and look it up yourself. You'll see their safety rating, inspection history, and any complaints filed against them.

A few complaints is normal for a large company. What matters is the pattern: are complaints about lost items, damage, or billing surprises? Are they recent or years old? Did the company respond to complaints? If a mover has a string of damage claims or refuses to respond to complaints, keep looking. You can also check the Better Business Bureau and Google reviews, but the USDOT database is the official record.

Ask the mover directly about their insurance. Most carry basic liability coverage, but it typically pays only a fraction of what your items are worth. If you have valuable furniture, art, or electronics, ask whether you can buy additional coverage through the mover or whether you need to add a rider to your homeowner's or renter's insurance. Get the insurance details in writing before moving day.

Organize your documents and create a moving binder

Long-distance moves involve paperwork from multiple people: your mover, your current landlord or home seller, your new landlord or home buyer, your utility companies, and your insurance agent. Create a physical or digital folder and collect these documents as you go:

  • Your written estimate and contract with the mover, including the USDOT number and insurance information
  • Your inventory list (the same one you sent to movers)
  • Photos of your current place (for your security deposit return) and your new place (to document its condition before you move in)
  • Your lease or purchase agreement for the new place, with the move-in date and any landlord or seller contact information
  • Utility disconnect dates for your current place and connect dates for your new place
  • Your mover's tracking information once you book them
  • Contact numbers for your mover, your current landlord or realtor, and your new landlord or realtor

Keep this binder with you during the move, not in the truck. You'll need it if questions come up, and you don't want to dig through boxes to find your mover's phone number.

Handle utilities, mail, and address changes in the right order

Start utility changes about four weeks before your move. Contact your electric, gas, water, and internet providers at your current place and ask for a disconnect date that's one or two days after your mover leaves. Then contact providers at your new place and ask for a connect date that's one or two days before your mover arrives. This gives you a buffer if the mover is early or late, and it means you won't be without heat or water.

File a change-of-address form with the U.S. Postal Service at least two weeks before you move. This costs a few dollars and takes five minutes online. Forward your mail to your new address for at least six months — some bills and important documents move slowly through the system.

Update your address with your bank, insurance companies, employer, and any subscriptions or memberships. Do this gradually over the two weeks before your move, not all at once on moving day. If you're moving to a different state, check whether your driver's license, vehicle registration, or professional licenses need to be updated, and whether there are any state-specific rules about your move (some states have different tenant protections or lease requirements).

Pack strategically and label everything clearly

If you're packing yourself (rather than hiring movers to pack for you), start six to eight weeks out and work room by room. Pack items you don't use often first — off-season clothes, books, decorations — and leave everyday items for last. This way, if your move gets delayed, you still have access to what you need.

Label every box on at least two sides with the room it's going to and a brief list of contents. Use a color-coding system (red tape for kitchen, blue for bedroom) if you're packing a lot of boxes — it makes unloading faster and helps you spot boxes that went to the wrong room. Take a photo of the label on each box and keep a digital copy; if something goes missing, you'll have proof of what was packed.

Pack a "first night" box with toiletries, phone chargers, medications, a change of clothes, and basic tools (screwdriver, hammer, box cutter). Keep this box with you, not on the truck. Do the same with important documents, jewelry, and anything irreplaceable.

Confirm details with your mover one week before moving day

Call your mover five to seven days before your scheduled move date. Confirm the date, time, and address. Ask how many movers will show up, how long they expect the job to take, and what time they'll arrive (or whether they'll call the morning of). Ask whether they need elevator reservations, parking permits, or access to a loading dock. Confirm that your inventory and estimate are still accurate, and let them know about any last-minute changes.

Make sure someone will be home when the movers arrive. If you can't be there, give the mover a key or arrange for a trusted person to let them in. Walk through your current place the day before the move and make sure all cabinets, closets, and drawers are empty — movers won't open them, and you don't want to discover items left behind after they're gone.

Document the condition of your new place and track your belongings as they arrive

Arrive at your new place at least one day before your mover does. Take photos or video of every room, including closets, cabinets, and the condition of walls, floors, and appliances. If you're renting, send these photos to your landlord with a note saying you've documented the place's condition before move-in. This protects you if the landlord later claims you caused damage.

When the movers arrive, walk through with them as they unload. Check that large items are placed where you want them and that nothing is obviously damaged. If something is broken or missing, note it on the mover's paperwork before they leave — most movers won't take claims after they've left the site. Take photos of any damage and keep them with your moving binder.

If you hired a container service or truck rental, keep the inventory list handy and check off items as you unload. It's straightforward to lose track of what's in the truck when you're tired and focused on placement.

Frequently Asked Questions

How much does a long-distance move usually cost?

Costs vary widely based on distance, how much you're moving, and the time of year. A move from New York to California might cost $5,000 to $15,000 depending on whether you hire full-service movers or rent a truck yourself. The only way to know is to get written estimates from multiple movers based on your actual inventory.

What should I do if my mover damages something?

Document the damage with photos when ready and report it to the mover in writing within the timeframe stated in your contract (usually 30 days). Keep the damaged item and any packaging. File a claim with the mover's insurance. If they deny the claim or offer too little, you can file a complaint with the Federal Motor Carrier Safety Administration or pursue a small claims court case.

Can I move during winter, or is it too risky?

Winter moves are possible and often cheaper, but weather can cause delays. Snow or ice may slow the truck down, and extreme cold can affect how some items (like paint or certain electronics) travel. Ask your mover about their winter experience and whether they've had to reschedule moves due to weather. Have a backup date in mind.

What if I'm moving to a state with different tenant laws?

Research your new state's tenant protections before you sign a lease. Some states require landlords to return security deposits within 30 days; others allow 45 or 60. Some have rent control; others don't. Some require landlords to make repairs within a certain timeframe. Knowing these rules before you move helps you understand your rights and avoid surprises.

Should I buy moving insurance?

Most movers include basic liability coverage, but it typically pays only a small percentage of an item's actual value. If you have expensive furniture, art, or electronics, ask about additional coverage. You can also check whether your homeowner's or renter's insurance covers items in transit. Get the details in writing before moving day.