When is the best time to move?
The busiest times for moving companies are during the summer months, taking place roughly between March 15 – September 15. Near the ends of these months, the volume of shipments is extremely heavy—this tends to be the case for all professional relocation and moving companies.
It’s important to take all factors into consideration when deciding on the best time for you to move. If you have some flexibility in your schedule, providing the moving company with a five-day window for loading your shipment can be greatly beneficial. This will allow the individuals who schedule your drivers and moving crew greater flexibility when scheduling your move. If possible, try to be flexible with your arrival time frame as well—keep in mind that you most likely are not the only shipment the truck is currently moving. Offering a flexible time frame can make a world of difference, and make your entire process of moving much easier.
How do I select which moving companies will provide me with a free moving estimate?
Your first step is determining if you need a full service moving company. It’s a good idea to research local, national, and long distance moving companies— ask your neighbors, friends, coworkers and family members if they can make recommendations. Investigate each of the movers you select with the Better Business Bureau. Good service is the best measure of a good mover!
When should I begin contacting moving companies for free moving estimates?
Try to provide the moving companies with as much notice as possible, especially if you are moving during a busy summer season, as noted above. Six weeks from the actual move date is a great time frame for estimators to come into your home and complete a visual survey of your household goods shipment. It is also a good idea to add even more time to make a decision, in the event that you are obligated by your employer to submit moving estimates for a corporate relocation. Try to decide which mover you will use at least four weeks from your actual load day. Additionally, call the mover to confirm your booking and schedule your packing, loading and delivery dates. This time frame can be shortened if you are moving outside of the peak moving season (September 15 through May 15 are considered “off peak” months, which generally feature less moving traffic).
What happens when a relocation specialist comes to my home?
The relocation specialist will arrive at your home to complete the visual survey of your items. Once this is completed, he or she will calculate the weight, packing cost and any other charge related to your move—please remember that the relocation specialist must clearly see what you are moving in order to provide you with an accurate estimate. Crawl spaces, attics, and cluttered closets can often be deceptive, so organize your house well before the relocation specialist arrives.
Don’t be alarmed—it is normal for a relocation specialist goes through all of your cabinets and closets, or even looks under beds and on top of cabinets. He or she must be able to completely see what is moving and possibly needs packing. If you know of items that are out of view, be sure to point them out to the relocation specialist. In addition to this, if there are items you will be eliminating, be sure to point them out as well.
One word of caution that can save you a great deal of trouble on loading day is to get rid of all items you do not plan to move—otherwise, there may not be enough space for your shipment. This will not occur on one or two small items, but if you anticipate eliminating an entire bedroom suite and do not do so, it is quite possible that this could violate the integrity of your binding estimate, or cause the driver to run out of space.
Pricing and Paperwork
What is a binding estimate?
A binding estimate is a contract that specifies, in advance, the precise cost of moving based on the services requested or deemed necessary at the time of the estimate. If additional moving services are requested or required at either origin or destination, then the total cost will increase.
What is a non-binding estimate?
A non-binding estimate charges you according to the actual weight of your shipment, along with the cost of any moving services that are performed (you will still go through the estimation process to determine what your shipment may cost).
To verify the weight of your shipment, the driver will weigh his trailer prior to loading your shipment. Once your shipment is on board, the driver will weigh his trailer again. All other moving charges will be calculated at your origin’s address. If there are any additional charges that are incurred during the delivery process, the driver will provide you with the additional cost (although this is a rare event, it can occur in certain cases).
How is the cost of my shipment calculated?
If you are moving to a different state, the charges will be based on the weight of your shipment and mileage—these are referred to as the transportation charges. There are a variety of different moving charges that can potentially appear on your estimate, so be sure to ask your relocation specialist to explain each charge for you. Some additional charges that may appear include packing, crating, valuation or coverage, bulky article charge (for oversized items), and extra labor. Again, please be certain you fully understand these charges so that you can accurately compare the estimates you receive.
How should I pay and what are the payment methods?
Tariff provisions require that all moving charges be paid before your shipment is unloaded at the destination. Payments can be made using cash, certified check, or money order. Other payment options, such as a credit card, can be arranged with your professional moving service provider. Discuss these options with the relocation specialist and/or the customer service representative assigned to your shipment. In the event that your employer is paying for the move, the employer may pre-arrange to be billed via invoice. Whatever works best for your situation is great—just be sure to have the details worked out prior to when packing and loading begins –if the method of payment is not established prior to load day, it can cause you problems on delivery day.
What is an order for service?
All movers are required to prepare an order for service before they transport your shipment. The order for service provides you with written confirmation of the moving services that you requested to be performed in conjunction with your shipment. It also lists the agreed upon dates for the pickup and delivery of your shipment and amount of valuation that you requested, along with any special services that you ordered. It also features a place and telephone number where the mover can contact you during the move.
Additionally, the order for service shows the charges that you will be assessed for your household move or corporate relocation. If you are moving under a non-binding estimate, the order for service will indicate the amount of the estimated non-binding charges, the method of payment for the charges and, in cases where the actual charges exceed the non-binding estimate, the maximum amount that you are required to pay at the time of delivery in order to obtain possession of your shipment (you will have 30 days following delivery to pay the balance of the charges due). If you are moving under a binding estimate, the order for service will show the charges that you will be required to pay at delivery, based on the binding estimate and the terms of payment. You and your mover must sign the order for service.
What is a Bill of Lading?
Every mover is required to prepare a bill of lading for every shipment transported. The bill of lading is the receipt for your goods and the contract with your mover for their transportation. The driver who loads your shipment must give you a copy of the bill of lading.
It is your responsibility to read and understand the information on the bill of lading before you sign it. The bill of lading identifies the mover and specifies when the transportation is to be performed. It also specifies the terms and conditions for payment of the total moving charges, along with the maximum amount required to be paid at the time of delivery (if you are moving under a non-binding estimate). Information regarding the valuation of your shipment and the amount the mover will be liable for in the event of loss or damage is also shown.
What is an Inventory?
The driver will generally inventory your shipment as he or she loads it (although it is not required by law). When completed, the inventory provides a detailed, descriptive listing of your household goods, along with the condition of each item when received by the mover.
Be sure that everything listed on the inventory is correct. This is not always the easiest task, as you will find things written on the inventory such as “PBO,” which means “packed by owner.” The contents of this carton cannot be listed, as the driver is simply not able to see inside each and every box. You will also sometimes find “CP” on a line item in the inventory, which means “carrier packed” container.
You may also notice, in the middle column on your inventory form, a line that has many seemingly random letters and numbers associated with a specific item. This is where a driver uses inventory code to make note of the condition of a particular item. To understand this code, you can refer to the top of the inventory sheet for a legend that will explain what each code means. For example, SC means scratched; C means chipped; the number 3 refers to the right side of piece; and 8 refers to the top of the piece. This is a simple (and consistent) way for the driver to make note of any irregularities or existing damage.
Remember, this inventory is for you to keep track of what is loaded, and the condition of each item. If damage occurs on a particular piece during the loading process, make a note of the inventory tag number on that item and indicate it in the far right hand column on the line that corresponds with that piece. This is the document that will be scrutinized when the claims process is initiated, so it is important to have the damage clearly noted.
This inventory should also be used at-destination when your shipment is delivered. Use the inventory to verify the articles that are delivered and, again, note an exception to the condition of any items as they are brought into your home. Point out the damage to the driver.
What often occurs is that a piece of furniture has been in your home for many years and you grow accustomed to looking at it in a certain place and in a certain light. When you bring that same piece into your new home, you may notice damage that may have been there for a long time. The driver will have noted the scratch or chip at your origin residence. If you are not sure if it was existing damage or new damage, ask your driver to explain the condition of the piece as he noted it on the inventory during the loading process. This is the quickest way to distinguish new damage from what was there all along.
Our drivers are very careful about the way they handle your items, and the inventory is their safeguard against potentially fraudulent damage claims. Use this inventory to your advantage in making sure that you are protected, just as the driver uses it to protect himself or herself.
Can I pack anything in the drawers of my dresser or desk?
All loose items must be packed in boxes to prevent loss or damage while moving. It is recommended that you pack all items and leave the drawers empty.
Will the driver load all the boxes that I packed?
Yes, as long as the driver deems them safe for transport.
How should I pack my waterbed?
Waterbeds need to be drained completely, while fiber-filled waterbeds need to be professionally vacuum-drained in advance of your moving date.
Can I pack and move my plants?
Most moving companies will not take your plants. The stress and heat of being inside the moving trailer usually causes them to die. Many states do not allow the entry of plants while other states will admit plants under certain conditions. There are some states that have no regulations at all. Be sure to understand your state’s regulations prior to moving the plants in your own vehicle.
What should I do with my jewelry and other valuable items?
Items of extraordinary value such as jewelry, money, antiques, and stamp collections can be included in your shipment, provided that you notify your local moving representative of these items before packing and moving day. It is strongly recommended that you carry irreplaceable and expensive articles with you, or make alternate arrangements for their transport.
In the moving industry, items worth more than $100 per pound are considered to be articles of “extraordinary value.” To be assured that a claim involving these articles is not limited to minimal liability, complete and sign your mover’s high-value inventory form. Also, be sure to sign the “Extraordinary Value Article Declaration” box, if applicable, on your Bill of Lading.
Each mover has a slightly different procedure to follow as it relates to high-value items. Ask your relocation specialist to provide you with an explanation of their company’s process. This is a confusing (but important) task, so be sure that you clearly understand the rules prior to load day.
How do I prepare my appliances for moving?
Appliances such as washers, dryers, and refrigerators must be disconnected, and the washer must have a stabilizer installed. Again, your estimator can help you understand how these items are properly serviced. All local moving companies have business relationships with local service providers that handle this type of service, however full service moving companies and national moving companies will also be able to provide all of the moving services you require. Be sure you know who your mover will be using, as you will need to let these people into your home to provide the service.
How will you protect my upholstered furniture?
We use a special material called stretch-wrap. It is a heavy, clear-plastic wrap that protects your furniture from being soiled.
Valuation of Coverage
Am I protected against loss or damage while my goods are in transit?
Yes, but how much protection you have and its cost to you depends upon the valuation coverage you selected. This can be one of the most confusing aspects to moving but it is important that you understand what is being provided to you.
The valuation option you choose determines the basis upon which any claim will be adjusted and the maximum liability of the carrier. The liability of a carrier for loss or damage is based upon the carrier’s tariffs, as well as federal laws and regulations that have certain limitations and exclusions. Valuation is not insurance. This is important to understand. It is the liability of the moving company. Check with the provider of your homeowner’s insurance to find out if you are covered for moving. Often you will find that you are.
Released Value – This is the most economical as there is no additional cost. However, this option provides only minimal protection and is not sufficient coverage for most shipments. It will pay you $.60 per pound per article if lost or damaged while moving. That means a piece of furniture weighing 75 lbs would receive a settlement of $45.00. You will be asked to initial the bill of lading if you select this coverage. The only place this is applicable is if your insurance policy covers your goods for their entire value and this would be considered supplemental coverage for your move.
Full Maximum Value Protection – This is your most comprehensive coverage. You may hear it referred to as “full replacement value” as well as “full value protection” by other van lines. If you elect to purchase full value protection, articles that are lost, damaged, or destroyed will be either repaired or replaced with like items, or a cash settlement will be made for the current market replacement value, regardless of the age of the lost or damaged item. Depreciation of the lost or damaged item is not a factor in determining replacement value when the shipment is moved under full value protection.
The cost of full value protection may be subject to various deductible levels of liability that may reduce your cost. Ask yourmover for the details of their specific plan.
How do I prepare my home and myself for move day?
Your mover may ask you to choose several consecutive days during which your goods may be loaded. The number of days in what is referred to as a “load spread” depends upon the size of your shipment and the time of the year when your shipment is loaded. Remember to try and remain flexible during the busy moving season by allowing for three to five extra days on your load spread in order to have a better chance of securing a truck and driver to load your shipment.
The customer service representative and/or driver will contact you at least 24 hours prior to load day to let you know the time of arrival. Be sure to let them know of any changes that have taken place that may affect loading day. A good example of changes that may take place is that the street in front of your home is under construction, preventing the large over-the-road truck to get near your home. Or possibly, you haven’t completed packing due to an unanticipated event. Contact your mover as soon as possible so that they can send out professional packers to complete the job for you.
Make sure your home is ready for the crew. Move anything off the porch and walkways that may obstruct movement of your goods out of the home. Take doors off the hinges if you know certain items will not fit through. Remove all small throw rugs from traffic areas that could cause the driver or crew to trip or slip.
Offering water, Gatorade, or other soft drinks on hand to the driver and crew, especially on a hot summer day, is an incredible gesture and, although our drivers come prepared, they will be grateful for your thoughtfulness.
Our drivers will prepare the home with runners, door jamb protectors, and railing protectors if applicable. This will help save on the little knocks that may occur during the loading process.
How will I know where my shipment is once it leaves my home?
Satellite tracking capabilities will allow you to trace the whereabouts of your shipment and driver over the internet. Please ask your relocation specialist for details on shipment tracking.
How will I know when my shipment is going to be delivered?
Your driver will contact you 24 hours before delivery. The moving company will assign a customer service representative as your primary contact, and will be able to track your shipment and provide you with an update on the date that your goods will arrive.
Be certain to provide the driver with all of your contact information—the phone number at the new home is only good if there is a person there to take the call. If you can be reached at work, a hotel, a temporary residence, or by email, please let the driver know. If you will be impossible to reach, it is encouraged to make arrangements with a friend or family member to serve as the liaison between you and the driver, and provide the driver with that contact information.
How do I file and receive my settlement on my claim?
Claims are always unpleasant – no one wants to have to deal with the problem, but damage sometimes does occur when moving, and claims are an inevitable result. The best advice is to read and understand the claims-settlement procedure prior to moving—it is important that you understand your coverage and how to proceed through the claims process.
Claims adjusters are people with a difficult job—it is better to approach them with kindness than anger. Please understand your moving coverage and be certain to have the proper documentation in the form of an inventory with the damage noted.
Q.What are the conditions to be fulfilled in order to claim Transfer of Residence concessions? (What are the eligibility criteria?)
A. Any person who has lived abroad for more than two years is eligible for Transfer of Residence concessions. However certain conditions apply. In the last two years, such person must have not stayed in India for more than six months. Goods must be shipped out within a month after arrival of the passenger into India or one month prior to arrival into India.
Q. Can all the members of a family claim transfer of residence concessions?
A. Transfer of Residence concessions is available to a family as a whole and individual members of the same family cannot claim separate concessions. Only one member of the family can claim such concessions.
Q. What documents are required for clearing a shipment through customs?
A. The Importers original Passport(s), Original bill of lading (duly endorsed on reverse), original delivery order (duly endorsed on reverse), detailed packing list showing brief descriptions of the goods in each box with value for each items, purchase receipts for the major items (Appliances & electronics) are required for clearing a shipment through customs.
Q. How do I prepare a packing list for loose loaded container?
A. Mark each package with your name and number all packages separately and serially. For example if you have 6 chairs, number all of them and not take a lot of 6 chairs as 1 package.
Q. If I delay the customs clearance after the goods arrive will I be required to pay any additional charges (Storage for container detention)?
A. Indian laws say that goods must be cleared within 30 days of landing otherwise they become liable for confiscation. However this rule is not at all strictly enforced for personal effects and household goods shipments. If your goods remain in the shipping container, then very heavy charges apply. However in case of LCL shipments, once the goods are removed or de-stuffed from the shipping container, and kept in the port then only port Storage is levied. We can offer our secure and safe warehouse for storage of your goods after clearance if you are not ready to accept delivery of your goods immediately after clearance. Many ports New Delhi, Bangalore, Hyderabad etc) have a very nominal Storage charge but certain ports have a very heavy Storage charge (Chennai, Kolkata, Mumbai).
Q. Will my goods be delivered to my door in the container itself?
A. In most ports, the container is treated as a bonded good and is allowed into the country without payment of customs duty. This means that it cannot leave the port / customs area. General practice is to de-stuff the goods from the container and deliver them in trucks or vans. However certain provisions do exist where containers can be taken out to the residence for delivery (by filing bank guarantees with shipping lines, paying for insurance of the container etc) the cost for doing all this is quite lot.
Q. Can I ship my goods only up to the port or should I have my shipment on a Door to Door basis?
A. Generally professionally packed shipments always move on a Door to Door basis. It is recommended that shipment be done in this way. However if you have arrangements at the destination port with a moving company or a customs broker to arrange for destination service, you can book your shipment up to the port only.
Bonding of Goods
Q. What is meant by bonding of goods and what exactly happens when goods are sent under customs bond to an Inland destination?
A. Bonding of goods refers to sending a shipment to an inland destination for customs clearance. Generally goods are supposed to be cleared at the first port of entry (Poe) but if the customer resides at some other city, he may want his goods to be cleared there rather at the first port. In such a case, the goods are sent under customs bond (after being duly sealed). A bank guarantee and a personal bond have to be filed with the customs at the arrival port and goods have to be insured for transit. Upon arrival at the inland destination a “Landing Remark Certificate” has to obtained and sent to us. On production of the LRC to the customs at the port of entry, the bank guarantee can be cancelled and returned to you.
Q. Do the goods have to be professionally packed or can I pack them myself?
A. To protect the goods from the inherent transportation risks, it is always advisable that professional packers always pack your goods. Professional packers have the required materials (China paper, card board, corrugated roll, bubble wrap plastic sheets, impact resistant cardboard boxes etc.) which ensure that your goods reach the destination after withstanding transportation shocks in one piece.
Q. Do I need to insure my goods when they are being shipped out?
A. Trucks turn over, ships sink, airplanes crash every where in the world once in a while. It is precisely this reason that insurance companies exist. It is said in the world that 1 in every 5 shipment undergoes a loss or claim. Though the goods may be packed well, accidents do happen and it is very wise to have them insured on a door to door basis from a reliable insurance company or broker.
Q. Once the goods are packed at my house, what happens to them?
A. After the goods are packed at your house, they are taken to our warehouse where they will be crated or palletized .if shipped as LCL or stored in the warehouse pending customs clearance formalities. Then they will be taken to the port for customs examination. Once the goods have been inspected and allowed for export, they will be loaded into the shipping container and put on board the ship.