What happens before you book a moving company

A long distance move — typically anything over 100 miles — requires decisions weeks before the truck arrives. You need to know whether you want a full-service company that packs and loads everything, a container service where you load and they transport, or a rental truck you drive yourself. Each costs differently, takes different amounts of time, and leaves you responsible for different parts of the work.

Start by measuring what you own. Walk through your home and count boxes, furniture pieces, and large appliances. Most moving companies calculate cost by weight or volume, so knowing roughly how much you have prevents surprise quotes. A rough rule: a one-bedroom apartment fills about 5,000 to 7,000 pounds; a three-bedroom house runs 10,000 to 15,000 pounds. Write down the dimensions of anything that won't fit through a standard doorway — pianos, large sectionals, bed frames — because these items cost extra to move or may not fit in certain trucks.

Next, decide your timeline. Full-service movers typically need two to four weeks' notice for long distance moves, especially during peak season (May through September). Container services like PODS or U-Pack usually need one to two weeks. Rental trucks can often be booked with days' notice. If you are moving during summer or on a weekend, prices rise and availability shrinks, so book earlier if those dates matter to you.

Key Takeaways

  • Long distance moves cost based on weight or volume, so measure your belongings and get multiple quotes before committing to a company.
  • Full-service movers, container services, and rental trucks each require different amounts of your time and money — choose based on whether you want to pack yourself and how much you can spend.
  • Peak moving season runs May through September; booking during off-season (October through April) usually costs less and offers more availability.
  • Obtain written estimates from at least three companies, and verify that any company you hire carries proper licensing and insurance for interstate moves.
  • Pack a separate box of essentials — medications, documents, phone chargers, toiletries — that travels with you rather than on the truck.

Comparing the three main moving methods

Full-service movers pack, load, transport, and unload everything. You stay out of the physical work. The company sends a crew to your home, wraps furniture, boxes items, loads the truck, drives it to your new address, and places things where you direct. This costs the most — typically $5,000 to $15,000 for a three-bedroom house depending on distance and season — but it is fastest and requires the least effort from you. The company is responsible if something breaks during transport, though you will need to document damage within a set timeframe (usually 30 days). Reputable full-service companies include Allied, Mayflower, North American Van Lines, and Bekins, though many regional companies also operate across state lines.

Container services like PODS, U-Pack, and Penske Truck Rental's moving service drop a container at your home, you load it at your own pace over several days, they pick it up and transport it, and you unload it at your destination. This costs less than full-service — usually $3,000 to $8,000 for a three-bedroom house — because you provide the labor. You control the packing timeline, which helps if you are selling your current home and need flexibility. The container sits in your driveway during loading, which matters if you have limited space or strict HOA rules. You are responsible for packing safely; if a box collapses during transport because it was overpacked, the company is not liable.

Rental trucks (U-Haul, Penske, Home Depot, Budget) cost the least upfront — typically $1,500 to $4,000 for a one-way long distance rental — but you do all the driving, loading, and unloading yourself. You rent the truck, load it, drive it to your new location, and return it. This works well if you have friends or family to help load and unload, or if you are moving a small amount of stuff. Rental trucks require a valid driver's license and a credit card for the deposit. You pay for fuel, which can add $300 to $800 depending on distance and truck size. If you damage the truck, you pay for repairs unless you purchased the damage waiver at rental time.

Getting quotes and checking credentials

Contact at least three companies and request a written estimate. For full-service movers, most will send someone to your home to see what you own; this is called an in-home estimate and is usually free. Some offer virtual estimates via video call if you cannot meet in person. Do not rely on phone quotes alone — they are often inaccurate because the estimator cannot see your belongings. Container services and truck rentals usually quote based on container size or truck size, so you can get estimates online or by phone.

When you receive estimates, check that they are binding or non-binding. A binding estimate means the company charges the quoted price regardless of actual weight; you pay what they said. A non-binding estimate means the final bill can be higher if your items weigh more than estimated. Most reputable companies offer binding estimates for full-service moves, though they may charge extra if you add items after the estimate. Read the fine print about what is included: does the quote cover packing materials, fuel surcharges, or fees for stairs and long carries?

Verify that any full-service moving company holds a Department of Transportation (DOT) number for interstate moves. You can search for this on the Federal Motor Carrier Safety Administration (FMCSA) website. Check their safety record and complaint history there as well. For container services and truck rentals, confirm they carry liability insurance that covers your belongings during transport. Ask for proof of insurance in writing before you book.

What to pack and what to prepare

Start packing non-essential items six to eight weeks before your move date. Pack seasonal clothes, books, decorations, and anything you do not use weekly. Label every box with its destination room and a brief list of contents — "Kitchen: Glasses and Bowls" rather than just "Kitchen." This saves time when unpacking and helps you find things if a box goes missing. Use sturdy boxes, not grocery store boxes that fall apart, and do not overpack boxes so heavy you cannot lift them.

Create a separate box or suitcase of essentials that travels with you in your car, not on the moving truck. Include medications, important documents (birth certificates, insurance papers, lease or deed), phone chargers, toiletries, a change of clothes, and any items you need on your first night in the new home. If you have pets, pack their food, medications, and vaccination records separately as well. This box should arrive with you, not days later with the truck.

Two weeks before the move, notify your utility companies (electric, gas, water, internet, phone) of your move date and request disconnection at your old address and connection at your new address. Confirm the dates in writing. Update your address with the post office, your bank, insurance companies, employer, and any subscriptions. Forward mail to your new address for at least six months. Take photos of your current home's condition and meter readings for your security deposit dispute if needed.

The week of the move and what to expect

Confirm your moving appointment three to five days before the scheduled date. Call the company and verify the truck arrival time, the crew size, and any special instructions (narrow stairwell, elevator reservation, parking restrictions). If you are using a rental truck, pick it up the day before if possible so you can load it without rushing. Check the truck's odometer, fuel level, and condition, and photograph any existing damage so you are not charged for it when you return.

On moving day, be present when the crew arrives. Walk through your home with the lead mover and point out anything fragile or valuable that needs special handling. If you are using a full-service mover, watch them load a few items to confirm they are wrapping furniture and packing boxes securely. Do not leave the home unattended while movers are there. Keep your phone charged and available in case the moving company needs to reach you about access, parking, or delivery timing.

If you are driving a rental truck yourself, load heavier items first (furniture, appliances) and lighter items last so weight is distributed evenly. find everything with rope or moving blankets so nothing shifts during driving. Drive the speed limit and take breaks every two hours; long distance driving while stressed is when accidents happen. Keep your rental agreement, insurance documentation, and the company's phone number accessible in case of breakdown or accident.

After arrival and damage claims

When the truck arrives at your new address, do a walk-through with the moving crew before they unload. Check that all boxes and furniture pieces are accounted for. If anything is visibly damaged, note it on the bill of lading (the document the movers have you sign) before they leave. Take photos of any damage. Do not sign off on the delivery until you have inspected everything.

If you discover damage after the movers leave, contact the company within the timeframe stated in your contract — usually 30 days for full-service movers. Provide photos and a written description of what was damaged. The company will either repair the item, replace it, or offer compensation. Keep all documentation: photos, the original estimate, the bill of lading, and any written communication with the company. If the company refuses a reasonable claim, you can file a complaint with your state's attorney general or the FMCSA.

Return rental trucks on time and to the correct location to avoid extra charges. Fill the fuel tank before returning it, or you will pay an inflated fuel surcharge. Keep your receipt and any documentation of damage claims for your records.

Frequently Asked Questions

How much does a long distance move typically cost?

Cost depends on distance, weight, and method. Full-service movers typically cost $5,000 to $15,000 for a three-bedroom house. Container services run $3,000 to $8,000. Rental trucks cost $1,500 to $4,000 plus fuel. Prices are higher during May through September and lower October through April.

What if I cannot fit everything in the truck or container?

Measure your belongings before booking. If you underestimate, you can rent a second container or truck, but this costs extra. Some people sell, donate, or store items they cannot fit. Plan for this possibility when getting quotes.

Can I move plants and pets across state lines?

Most moving companies do not transport plants or pets because of temperature and humidity changes during transport. Transport pets yourself in your car. For plants, check your destination state's agricultural regulations — some states restrict certain plants. Move plants in your personal vehicle if possible.

What if the moving company loses or damages something valuable?

Full-service movers carry liability insurance, but coverage limits vary. Basic coverage is usually $0.60 per pound per item, which may not cover high-value items. Purchase additional coverage (called "full value protection") if you have items worth more than the standard limit. Document valuable items with photos and receipts before the move.

How far in advance should I book a moving company?

Book full-service movers two to four weeks ahead, especially during peak season. Container services need one to two weeks. Rental trucks can often be booked days in advance, though availability is better with a week's notice. Booking earlier gives you more choice and potentially better pricing.