However you decide to move, whether you do a DIY move, and move yourself, or hire a professional moving company, you’ll need to keep track of all the documents you will receive. There will be forms, contracts and agreements that will need to be read, filled out and signed. Knowing what these documents are will help you understand the moving process, and ensure you have all the relevant documentation required for your move.
You will receive a written estimate from any moving company that has estimated your belongings. Professional estimators generate these estimates. They will come to your home and provide you an on-site, also referred to as an in home estimate, or assist you by phone, or online. The moving estimate is a document that should include the Type of Estimate you are receiving, and all charges related to the transportation of your items. If there are any Extra Services, also known as accessorial services that might be needed or required, these should also be outlined on the moving estimate.
Interstate moves are governed by the FMCSA (Federal Motor Carrier Safety Association) rules and regulations. If hiring a moving company for your interstate move, the moving company must provide you with a copy of the booklet, Your Rights and Responsibilities.
If you will be hiring a moving company, once you have agreed to their estimate, you will receive an order for service. This document will include pick up and delivery dates, details of your moving estimate and any special services. Read this document carefully before signing. If anything needs to be changed on the agreement, now is the time to do it, before you receive the bill of lading.
When using a moving company to transport your belongings, the bill of lading is the most important document you will receive. This is the contract between you and the moving company. It is a legally binding contract, which will be given to you on moving day. The order of service should also be attached to the bill of lading and will outline the same content including origin and destination, all the mover’s information, payment method, moving rate and fees, and insurance coverage. Your items cannot be moved if your mover does not have a bill of lading. Never sign blank pages on the bill of lading, any reputable moving company will never ask you to sign blank pages. And make sure you receive a copy of the bill of lading. This is your receipt and should be with you at all times throughout the move.
Once the movers have done an inventory of the items they are responsible for moving, they will provide you an inventory sheet. This sheet is filled out, as the items are being taken out of your home and loaded onto the truck. Each moving company will have a system of keeping track of your belongings, which will be recorded onto your inventory sheet. It’s a good idea to be present, and involved while the movers are tracking and recording your items. This way you can ensure everything is inventoried accurately.
This same inventory sheet will be used upon delivery of your belongings. You will be asked to sign the sheet once everything has been unloaded from the truck. If any items are missing or damaged, make sure to note this on the inventory sheet before you or the mover sign the document.
If you are moving long distance, once your items have been delivered, your moving company should provide you a final statement of service. This document states the final cost of the shipment.
In addition to the documents and forms outlined, your move may require additional documentation, relevant to your move. Discuss these needs with your moving company. Some additional documents you might need and want to keep with all your other forms, could include: High value inventory sheet, IRS Tax Deduction Forms, Change of Address, and replacement insurance paperwork. Knowing ahead of time what each document is, and its purpose, will help prepare you when choosing a moving company and finalizing the estimate.
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