When you book a long distance move with a licensed moving company like National Van Lines, you’ll receive some important moving paperwork along the way. This includes a few important (and legally required) documents from the U.S. Department of Transportation. But what are these documents, and how do you know what to expect?
At National Van Lines we’re employee-owned, meaning we provide a level of personalized care and attention you might not get at another big moving company. This also means we take every detail seriously during your move, including the paperwork and documents you receive.
What Moving Paperwork Should I Expect From a Moving Company?
When you first start researching interstate moving companies for a long distance move, the first thing you’ll get is a moving quote. Any moving company, large or small, will provide some kind of estimate of what you’ll pay for the job.
An experienced moving company will provide this based on a moving survey, which reviews the number of items you’re moving and estimates the total weight the truck will carry.
Once you get the quote (which should be provided to you in writing), you’ll also receive an important and informative document called Your Rights and Responsibilities. This is a guide written by the U.S. Department of Transportation and the Federal Motor Carrier Safety Administration (FMCSA). Federal law requires that it be provided to you during the quoting process.
Whether you use another moving company or choose us here at National Van Lines, you should be receiving this guide. If you don’t, treat that as a red flag and keep looking for moving companies that do provide it.
Within this guide, you’ll find official federal guidelines and tips for managing a long distance move. It explains various different terms and phrases you’ll hear throughout the moving process. One of the most important things the guide covers is your rights and responsibilities as a customer. Here’s a quick breakdown of what to do.
- Read all documents your mover gives you.
- Be available at pick-up and delivery, or choose someone you trust to stand in for you.
- Notify your mover right away if anything changes, like your move dates or what you’re shipping.
- Pay the amount you agreed to in a form that your mover accepts.
- File any claims for loss, damage, or delays promptly.
Mark Doyle (President, National Van Lines) puts it this way.
“A reputable moving company will always provide the Rights and Responsibilities guide. This guide can also help you avoid scams and pick the right moving company for your situation. Taking the time to review it will equip you with the facts you need to know throughout the entire journey.”
What Moving Documents Will I Get on Moving Day?
As you approach moving day, you’ll receive a few more documents specific to your move. About three days prior to moving, you’ll receive a bill of lading (BOL). This document is the contract for your move. A BOL includes information required by federal law to track and complete your move properly.
This information will include the following.
- Who’s Involved – Your legal name, your original (origin) address, and the moving company’s address.
- What’s Being Moved and When – Pick-up and delivery dates, and where the shipment is headed (or the destination).
- How It’s Being Paid For – Payment terms, including the forms of payment your moving company will accept, and the amount you’re expected to pay.
- Any Selected Protection – When you select valuation coverage for your move, your BOL will include what you chose so you’ll have a written record of what happens in case something is lost or damaged.
At this point you’ll also receive your inventory sheet (known as a cube sheet). This is where you can see the exact breakdown of how much everything in your house weighs, and how that affects the price of your move.
These two documents will cover all the most important details that drive your move. We strongly encourage you to review them carefully and ask your MovePro coordinator any questions you might have. You’ll want to understand all the details and feel comfortable with them before you sign the bill of lading, and our MovePro team is here to help with that.
Even if you receive a paper copy of your BOL and inventory sheet, we recommend requesting a digital copy also. Back it up to your files on your personal device or phone so you can quickly access a copy, even if you lose email or internet access.
What Moving Paperwork Will I Receive After the Move?
Once the move is complete, you’ll walk through your new home with your moving crew and check all the items against that original inventory sheet you were given. If you followed our tip above, you can easily pull up a copy on your phone if you prefer.
If everything is in the same condition as when it was loaded onto the truck, you’ll sign off on the final copy of the inventory sheet and pay for the move. You may also choose to tip your movers if you’re happy with the service.
When something is not in the same condition (maybe something got scratched, cracked, or a box is missing), you’ll want to tell your moving crew during the walkthrough so they can make note of it on the inventory sheet. By telling your moving crew about any issues right away, you can start a claim if needed.
However, what happens if you discover something after the movers leave? Federal law states that you have up to nine months from the date of your moving services to file a claim. If you’re using National Van Lines, contact us right away to start a claim.
When filing a claim, you may come across different phrases and terms. Our guide on the moving claims process gives a full breakdown of what all the terms mean and how they apply to your move, and we encourage you to read it.
Long Distance Moving Paperwork Questions
Moving paperwork can include unfamiliar terms and requirements. These questions can help you understand what to verify before choosing a mover or signing documents.
How do I know whether my mover is a licensed carrier or a broker?
A licensed moving carrier owns its own trucks and equipment, employs trained crews, and is legally accountable for your belongings from pick-up to delivery. On the other hand, a broker typically does not own trucks or directly employ movers. Rather, a broker sells your move and then hands it off to a third-party carrier, meaning that the broker is not responsible if something goes wrong.
Ask directly whether a company is a carrier or a broker before signing anything, and get that answer in writing. A genuine carrier will not hesitate to confirm it.
What is a USDOT number, and why does it matter for my documents?
Every moving company that transports household goods across state lines must register with the Federal Motor Carrier Safety Administration and carry a USDOT number, along with an MC (Motor Carrier) number. These numbers should appear on your documents, including your estimate and bill of lading.
Again, before signing anything, verify these numbers against FMCSA’s public records and confirm that the company name on file matches the one on your paperwork. A mismatch, or a company that cannot provide these numbers, is your sign to keep looking. You can learn more about this topic in our dedicated guide on how to verify a long distance moving company’s USDOT number.
What should I do if a mover asks for a large deposit before I have signed anything?
Be cautious of any moving company asking for a substantial cash deposit up-front before you receive a written estimate or sign a bill of lading. Legitimate movers do not typically require large payments before the work is performed, or before your paperwork is finalized. If a company pressures you for cash up-front, particularly before you have any documentation in hand, treat it as a red flag and consider other movers.
Understand Your Long Distance Moving Paperwork
Moving long distance is a process that takes attention and planning. The documents and paperwork you receive along the way help keep you organized and protected. By reading and fully understanding your moving paperwork, you’ll stay informed and proactive throughout your moving journey.
Ready to start planning your own long distance move? We’re here to help. Get a free, no-obligation moving quote from National Van Lines today, or call 800-323-1962 to get the conversation started.