Hiring a Moving Company on Long Island: Licenses, Estimates and Red Flags

The state decides who may move your belongings, and the license is the first thing to check. The rules differ depending on whether the truck crosses a state line. This page covers license checks, estimates, payment caps, red flags and claims, using the New York and federal consumer pages. It belongs to the moving checklist; set up utilities and find your village or town hall alongside the truck booking.

Which regulator covers your move

The NYS Department of Transportation grants licenses to moving companies that operate within New York State. It regulates only moves that started and finished within New York. Once a shipment has crossed a state line, jurisdiction is federal.

The Attorney General lists a second NYSDOT line, 1-800-786-5368, for information about an intrastate mover. FMCSA’s mover search tool gives access to registered interstate movers and their complaint history. For moves within a single state, FMCSA lists requirements as varying by state.

Why a license matters

Unlicensed movers may be cheaper, but licensed movers must meet various insurance, safety and financial standards. The Attorney General’s guidance is to find out whether a mover is licensed by NYSDOT for moves wholly within New York, or by FMCSA otherwise. The Attorney General’s moving page sets out the full list.

Estimates and paperwork before the move

When you check a mover with NYSDOT, give the exact name and the NYDOT number if available. Verification also runs by email at nymoving@dot.ny.gov. NYSDOT’s advice is to get at least three estimates, preferably from movers who physically inspect your home. FMCSA agrees that an estimate should be based on an actual in-person inspection of your household goods, and recommends getting a written estimate from several movers and comparing them. A phone or written estimate is not the guaranteed final cost of your move.

Prepare an inventory of your household goods, with the number of boxes and the condition of your furniture. Insist that the mover hand over a “Summary of Information” booklet on your rights as a shipper. For an in-state move, the Attorney General points to NYSDOT’s publication for shippers of household goods, and for a move out of New York to the U.S. DOT publication Your rights and responsibilities when you move. Before anything moves, you should have an Order for Service stating the dollar amount you will pay at delivery. The written order for service states the probable cost and what you will owe to have your property unloaded if the actual cost runs over.

List expensive or valuable articles separately, for their full value. Never sign forms that have blank sections to be filled in later by the mover. Read everything you sign and keep a copy of each document.

The bill of lading and mover liability

The bill of lading is a formal contract. Before signing it, confirm whether the cost is based on time, on the weight of the goods, or fixed in advance in a written, binding estimate. The exact cost of an hourly or weight-based move is not known until the shipment is delivered or weighed. An estimate far below other quotes can be a low-ball bid that the mover inflates at move time.

Coverage comes in three levels: basic, intermediate or maximum. For maximum protection, the dollar amount goes in the valuation section of the bill of lading. Have the mover explain its liability and how to buy additional coverage.

What a mover does and does not include

Do not expect free packing supplies such as boxes, cartons and barrels. When the mover provides packing services, bubble wrap, tape and similar materials are included in the packing fee. Do not expect free clean-up or free disconnection and reinstallation of appliances and fixtures. Have the amount shown on the Order for Service ready at delivery, in cash or certified check.

Give the mover telephone numbers or addresses where you can be reached en route and at the destination. Schedule departure and arrival with enough flexibility to allow for possible delays.

How much more than the estimate a mover can charge

The caps depend on the type of move and the billing method.

Red flags

The Attorney General’s guidance is short. Do not use a mover who will not give you an address, telephone number or license number. Be wary of any estimate far below other movers’ quotes. FMCSA’s warning is that while most moves go smoothly, some dishonest or rogue movers may try to take advantage of you.

Claims and complaints

Notify the mover of loss or damage in writing as soon as possible. Movers must respond to a written claim within 30 days and resolve it in writing within 120 days. A resolution can be payment in full, a compromise settlement or a denial. File claims promptly and in writing, and keep copies of letters, payment records and contract documents. If the claim is not resolved, file a complaint with NYSDOT. The Attorney General also lists arbitration through the mover’s dispute-resolution program or a private attorney.

NYSDOT takes complaints that are not about loss or damage, such as a mover who did not honor the contract, used questionable business practices or failed to provide the appropriate paperwork. Enclose copies of all paperwork and correspondence with the complaint. NYSDOT then sends a letter explaining how the complaint will be handled. NYSDOT takes complaints by email at nymoving@dot.state.ny.us or by phone at 1(518) 457-6512. It cannot adjudicate loss or damage claims, which go to court, including Small Claims Court. A mover must pay a court judgment within 30 days. For a shipment that crossed a state line, NYSDOT points consumers to the federal Motor Carrier Safety Administration at 1(888) 368-7238, even when the move began or ended in New York. The Better Business Bureau lists 212-533-6200 for the New York City area and 1-800-828-5000 elsewhere in the state.