How to Choose a Moving Company: 8 Things That Actually Matter

There is no shortage of moving companies willing to take your money. The harder question is which one will actually protect your belongings, show up with the right people and equipment, and charge you what they quoted.

This guide covers the 8 things that separate a legitimate moving company from one that will cause you problems, plus the exact questions to ask before you book and the red flags that should make you walk away.

1. Verify They Are Licensed and Insured

This is the non-negotiable starting point. Every legitimate moving company should be able to provide proof of licensing and insurance before you book.

For local and interstate moves in Indiana: Moving companies operating in Indiana are required to register with the Indiana Department of Revenue and carry cargo liability insurance. If a company operates across state lines, they must also hold a USDOT number issued by the Federal Motor Carrier Safety Administration (FMCSA). You can verify any USDOT number for free at the FMCSA’s SaferSys.org database.

Ask directly: “What is your USDOT number?” and “Are you registered with the state of Indiana?” A company that hesitates, deflects, or cannot answer this question should not get your business.

Liability and cargo insurance: Ask what their cargo liability coverage limit is. Reputable movers carry at minimum $0.60 per pound coverage (the federal minimum for released value protection), with options to purchase full replacement value coverage. Understand what is covered before you sign anything.

Move Indy carries full cargo insurance on every job. We are happy to provide documentation before you book.

2. Check Reviews Carefully, Not Just the Star Rating

Online reviews are useful, but the average star rating alone tells you very little. What matters is the pattern of what people say.

Read the 2 and 3-star reviews first. These tend to be more honest and more specific than 5-star reviews. Look for patterns: multiple people mentioning damage to furniture, late arrivals, unexpected charges at the end of the job, or unprofessional crew behavior. A single bad review among hundreds is noise. Three reviews in a row mentioning the same problem is a signal.

Also check where the reviews come from. A company with 200 Google reviews and a 4.8 is telling you something meaningful. A company with 12 Google reviews and a 5.0 may just have asked everyone they know to leave a review.

Cross-reference Google with Yelp and the Better Business Bureau. BBB complaint records are public and often include detail that Google reviews do not.

For local Indiana movers, also check whether the company has any unresolved complaints filed with the Indiana Attorney General’s consumer protection office.

3. Get a Written Estimate Before Committing

Any moving company that asks you to commit without providing a written estimate is a red flag. This is one of the most common moves that lead to disputes.

There are two types of estimates:

Non-binding estimates give you an approximate cost based on the inventory and scope of the move, but the final price can change on moving day. Non-binding estimates are normal and common, especially for hourly local moves.

Binding estimates lock in the price based on the agreed scope of work. The company cannot charge more than the binding estimate as long as the scope does not change.

For most local Indiana moves, you will receive an hourly rate with a flat travel fee. The total depends on how long the move takes. Ask for the hourly rate, the travel fee, the number of movers, and whether there are any additional charges beyond those items. A legitimate company can answer all of these before you book.

Move Indy charges $175/hr for 2 movers plus 1 truck, with a flat travel fee quoted upfront. No fuel surcharges, no per-item fees, no additions on moving day. For current pricing on local and long-distance moves in Indianapolis, see our moving costs guide.

4. Ask Exactly What Is Included (and What Costs Extra)

The price quoted is only meaningful if you know what it covers. Ask the following before you sign:

• Is the travel fee flat or hourly?
• Are furniture pads, moving blankets, and shrink wrap included?
• Is there a charge for disassembling and reassembling furniture?
• Is there a charge for taking items up or down stairs?
• Is there a charge for moving large items like pianos, safes, or appliances?
• Is there a deposit, and is it refundable?
• What is the cancellation policy?

A company that cannot or will not answer these questions before you book is telling you something. The goal is to have zero surprises on moving day.

Move Indy includes moving pads, furniture wrap, dollies, and blankets on every job. Furniture disassembly and reassembly is included. The only items that carry an additional charge are specialty pieces like pianos and safes that require additional equipment or crew members, and we quote those in advance.

5. Find Out Who Actually Shows Up on Moving Day

This question catches more people off guard than any other: does the company perform the move themselves, or do they broker it to a third-party carrier or crew?

Some moving companies function primarily as lead generators. They take your booking, collect a deposit, and then hand the job to a subcontracted crew you have never met and cannot vet. The crew may have different equipment, different insurance, and different accountability than what you expected.

Ask directly: “Do you use subcontractors or day laborers on any of your moves?” A local, reputable company will tell you yes or no without hesitation. If the answer is vague, ask again.

Move Indy hires and trains all of our movers directly. The team you speak with when you book is the team that shows up on moving day. No subcontractors, no day laborers, no brokered handoffs.

6. Understand Your Coverage for Damaged Items

Moving companies are required to provide basic liability coverage, but the default level of coverage (released value protection) is almost always less than what your belongings are actually worth.

Released value protection is the federal minimum: the company is liable for $0.60 per pound per item. A 50-pound flat-screen TV that breaks in transit would be compensated at $30. That is not meaningful coverage for most people.

Full value protection requires the mover to repair, replace, or compensate you for the full current market value of any item that is lost or damaged. This typically costs extra and may be offered as an add-on.

For a standard local move, check whether your homeowner’s or renter’s insurance policy covers items in transit. Many do, and that coverage may be sufficient without purchasing additional protection from the moving company.

Ask each company you are evaluating: “What liability coverage do you carry, and what are my options for full value protection on this move?”

7. How Far in Advance Should You Book Movers?

How far in advance to book movers depends heavily on the time of year and how flexible you are on dates.

General guidelines:

• Peak season (May through August): Book 6 to 8 weeks in advance. Moving companies in Indianapolis and the surrounding suburbs fill Saturdays during peak season well ahead of time. If you are moving over a holiday weekend (Memorial Day, Fourth of July, Labor Day), start looking 8 to 10 weeks out.
• Shoulder season (March, April, September, October): 3 to 4 weeks is typically enough, but earlier is always safer.
• Off-peak (November through February): 1 to 2 weeks may be sufficient, and you will often find more scheduling flexibility and sometimes better availability on weekends.

If your closing date is set but your moving date is not confirmed, book provisionally with a company that has a reasonable cancellation policy and adjust later. A $100 deposit to hold your date is a much smaller problem than scrambling for availability two weeks before you need to move.

Book sooner if any of the following apply: you are moving on or around a holiday, you have a large home (4+ bedrooms), you need specialty services like piano or safe moving, or you require storage in addition to moving.

Move Indy is available Monday through Sunday, 8AM to 8PM, including most holidays. Call 317-520-1473 to check availability and hold your date.

8. Know the Red Flags Before You Search

What are red flags for moving companies? These are the warning signs that a company is likely to cause problems.

Large upfront deposit required. A reputable moving company typically asks for a small deposit ($100 to $200 per truck) to hold your date. A company asking for 25%, 50%, or the full cost of the move upfront before they have done any work is a major red flag. Once the deposit is paid, your leverage disappears.

No physical address. Search the company’s address. If it resolves to a residential home, a vacant lot, or a UPS Store mailbox, the company likely does not have a real operation. Legitimate moving companies have a yard, a fleet, and a physical location.

Unmarked or rented trucks. Professional moving companies operate branded trucks with their name and contact information visible. A crew showing up in unmarked trucks or a U-Haul rental with no branding suggests the company does not own its equipment and may not be who you thought you booked.

Refusal to provide a written quote. Any company that gives you a verbal quote and asks you to trust them on the final number is not a company worth booking. Get everything in writing.

Extremely low quotes. If a company’s estimate is 40 to 50% lower than every other quote you received, the price will likely change on moving day. Low-ball estimates that inflate significantly on the day of the move are a documented and recurring problem in the moving industry.

No USDOT number for interstate moves. Required by federal law. If they operate across state lines and cannot provide a USDOT number, stop the conversation.

Online reviews are all recent and generic. Suddenly appearing clusters of reviews all written in the same month with similar phrasing are often purchased reviews. Look for reviews that mention specific details about the actual move.

Questions to Ask Before You Book Any Moving Company

These are the questions that will tell you what you need to know before you commit:

1. Are you licensed and insured? What is your USDOT number?
2. Do you use subcontractors or day laborers on any moves?
3. What is your hourly rate, and what does it include?
4. What is the flat travel fee, and how is it calculated?
5. Are there any additional charges beyond the hourly rate and travel fee?
6. What is your cargo liability coverage limit?
7. What are your options for full value replacement protection?
8. What is your deposit, and is it refundable if I need to reschedule?
9. What is your cancellation policy?
10. Can you provide references or direct me to your Google reviews?

A good moving company answers all of these without hesitation. If a company deflects, gets vague, or tries to rush you past these questions, that is information worth acting on.

Ready to Book Movers in Indianapolis?

Move Indy is a local, family-owned moving company based in Danville, Indiana, serving Indianapolis and the surrounding suburbs including Carmel, Plainfield, Brownsburg, Avon, Fishers, Westfield, and Noblesville.

We are fully licensed, fully insured, and have completed 3,000+ moves with a 98% customer satisfaction rate. No subcontractors. No surprises on moving day. Every quote includes a flat travel fee and a clear hourly rate with nothing added at the end.

Local moving starts at $175/hr for 2 movers plus 1 truck. Professional packing service is available if you want help getting ready before moving day.

Call 317-520-1473 or get a free estimate online. We are available 7 days a week, 8AM to 8PM, including holidays.

Frequently Asked Questions

What are the biggest red flags for moving companies?

The most serious red flags are: demanding a large deposit (over 20% of the total) before the move, refusing to provide a written estimate, having no physical business address, using unmarked or rented trucks, and being unable to provide a USDOT number for interstate moves. A price that is dramatically lower than every other quote you received is also a common warning sign of a bait-and-switch.

What should I look for when hiring a moving company?

Verify licensing and insurance first. Then confirm the company performs the move themselves (no subcontractors), get a written estimate with all fees itemized, check recent Google and BBB reviews for patterns, and ask about cargo coverage. How a company answers your questions before you book tells you a lot about how they will behave on moving day.

How far in advance do you need to book movers?

During peak season (May through August), book 6 to 8 weeks in advance, especially for Saturday moves. In the off-season (November through February), 1 to 2 weeks may be sufficient. For large homes, holiday weekends, or specialty services like piano or safe moving, always book earlier than you think you need to.

Is it rude not to tip movers?

Tipping is not required but is appreciated. The standard range is $20 to $50 per mover for a smooth half-day move and $50 to $100 per mover for a full-day job or a particularly difficult move. If the crew was careful with your belongings, worked efficiently, and handled problems well, a tip reflects that.