What Paperwork Should You Get From a Moving Company? (And How Not to Get Burned)

Moving is stressful enough even when everything goes right. When the paperwork is a mess or missing, that’s usually when people get into trouble: surprise charges, delayed deliveries, lost items, or outright scams.

We see it all the time when folks come to us after a bad experience with another mover: “I signed something but I don’t really know what it was,” or “They never gave me a copy.”

Let’s fix that.

In this guide, we’ll walk you through the exact documents you should get from any legit moving company (including us at United Prime Van Lines), what each one means in plain English, and a few red flags to watch for so you don’t end up paying for someone else’s mistake.

1. Before You Book: The First Documents You Should See

Before anyone touches a single box, there are a few things you should already have in your hands (or inbox).

Licensing and Registration Info

If you’re moving across state lines, your mover legally has to be registered with the FMCSA. For in-state moves, there are usually state-level licenses.

What you should get or see:

• USDOT number (Federal ID).
• MC (Motor Carrier) number (For interstate moves).
• State License (e.g., Florida Consumer Services registration or CPUC number for California).

Red Flag: If you ask for these numbers and they dodge the question, walk away.

The Written Estimate (Binding vs. Non-Binding)

This is the most critical document for your wallet. If you only have a verbal price over the phone, you don't have an estimate—you have a guess.

1. Non-Binding Estimate (The Gamble)

• What it is: A professional opinion of cost, based on weight or hours.
• The Risk: If the actual weight/hours are higher than estimated, you pay more.

2. Binding Estimate (The Lock)

• What it is: A fixed price for the move as described.
• The Benefit: If the weight is higher, you usually don't pay extra (unless you add items).

3. Guaranteed Not-To-Exceed (The Best of Both)

• What it is: A cap on the price.
• The Benefit: If the weight is lower, you pay less. If it's higher, you don't pay more than the cap.

2. The Contract: The Bill of Lading

If you only remember one phrase from this article, remember this: Bill of Lading.

This is the official contract of your move. It controls your rights, the mover’s responsibilities, and the terms you rely on if something goes wrong.

What must be on it:

• Your name, contact info, and addresses (Origin & Destination).
• Company name and license numbers.
• Move date and delivery window.
• Type of estimate (Binding, Non-binding, etc.).
• Total charges and payment terms.
• Valuation selection (Liability coverage).

3. Valuation & Liability (The "Insurance" Part)

This is the section everyone skims but regrets ignoring if something breaks.

Option A: Full Value Protection (FVP)

• Cost: Higher.
• Coverage: If an item is lost/damaged, the mover must repair it, replace it, or pay the cash value.

Option B: Released Value (60 cents/lb)

• Cost: Usually included (Free).
• Coverage: Minimal. If your 50lb TV breaks, you get $30 (50lbs x $0.60).

The Rule: Your paperwork must clearly show which option you chose. If it just says "Basic Coverage Included," ask for the specific terms.

4. The Inventory Sheet

On moving day (especially for long-distance or storage), the crew creates an inventory.

What it should include:

• Tag numbers for every box and furniture piece.
• Condition notes (e.g., "scratch on left leg").
• A Check-off column for delivery.

Why it matters: If a box is missing at delivery, this sheet is your only proof that it was loaded in the first place.

5. Storage & Extras: The "Side" Documents

Not every move is a straight shot.

• Storage Agreement: If your items are being stored, you need a contract showing the monthly rate, facility address, and access fees.
• Extra Services Form: If a shuttle truck is needed or you add packing services mid-move, get a revised estimate or "Add-on Services" form before the work is done.

6. Payment Records: The Paper Trail

Money and paperwork should always travel together.

• Deposit Receipt: Should show the amount paid and that it is applied to your total.
• Final Invoice: A breakdown of labor, transportation, materials, and fees, showing the final balance due.

Red Flags: When to Run

• No Written Estimate: "I'll give you a price when we get there" is a trap.
• Blank Documents: Never sign a document that has blank sections for costs or services.
• Refusal to Email Copies: If they won't send you a copy to read in advance, they are hiding something.

Summary: Your Personal Document Checklist

To make this practical, here is what you should have in your hand at each stage:

Before the Move:

• [ ] Written Estimate
• [ ] Terms & Conditions
• [ ] Company License Numbers

On Moving Day:

• [ ] Bill of Lading (Signed)
• [ ] Valuation Selection Form
• [ ] Inventory Sheets (for long-distance)

After the Move:

• [ ] Final Invoice
• [ ] Completed Inventory (Checked off)

At United Prime Van Lines, we provide every single one of these documents because clear paperwork protects us just as much as it protects you. If you ever have a question about a form, just ask.