Most bad moving experiences have the same cause: people hire on price alone and skip the steps that protect them. This guide walks through every stage of the hiring process — what to do before you call anyone, what to confirm in writing, and what to do if something goes wrong.
Step 1: Decide What You Need to Move
Before you contact a single mover, make a rough inventory: number of rooms, large items that need disassembly (beds, wardrobes, dining tables), items that need special care (television, artwork, glassware, plants), and anything you plan to move yourself. This inventory is what movers will use to estimate manpower and vehicle size. A vague request — "a 2BHK" — will get you a vague quote. A specific inventory will get you an accurate one.
Step 2: Get at Least 3 Written Quotes
Never go with the first quote you receive. Get at minimum 3 written quotes from different companies. A written quote should specify: number of labourers, vehicle type and size, packing materials included or charged separately, transit insurance included or charged separately, estimated loading start time and delivery time. If a quote is verbal or sent only as a WhatsApp voice note, that company is not running a professional process — skip them.
Compare quotes on what they include, not just the final number. The cheapest quote often excludes packing materials, insurance, or adequate manpower — those get added on move day.
Step 3: Verify the Company
Check Google Maps reviews for the company, specifically for your area. A mover with 4.5 stars in Bandra reviews may have 3-star reviews in Thane — locality experience matters. Ask the company for the name and contact of one customer they moved in your neighbourhood or building type in the last 3 months. Any professional mover will have references.
Check if the company has a physical address — not just a phone number and website. Search the address on Maps to confirm it exists. Verify the phone number calls a real office, not a call centre routing to freelance labourers.
Step 4: Confirm What Insurance Is Included
Transit insurance is the most commonly misunderstood part of a moving quote. Ask this specific question: "If my television is damaged during transit, what is the claims process and what will I receive?" The answer tells you immediately whether the company carries real insurance. "We will handle it" is not an acceptable answer. "Our insurance covers declared value at 1.5%, claim process takes 30 days" is a real answer.
If insurance is not included in the quote, ask what it costs to add declared-value coverage. For valuable items — electronics, artwork, antiques — always insure at declared value.
Step 5: Confirm the Logistics for Your Building
Tell the mover your exact floor, whether the lift works and its dimensions, any building society rules about move timing, whether you need an NOC from building management, and any road access restrictions near your building. Share this before they finalise the quote. Surprises on move day — a lift that does not accommodate the sofa, a society that refuses the truck at the gate — are almost always avoidable with this upfront communication.
Step 6: Create a Written Inventory Before Loading
On move day, before anything is loaded onto the truck, walk through every item with the head mover and create a written inventory list. Note the current condition of high-value items: existing scratches, dents, or damage. Both parties should sign the list. This document is what protects you if a damage claim arises at the destination. Without it, the mover can claim the damage was pre-existing and you have no recourse.
Take photos of high-value items before packing begins. Date-stamped photos on your phone are admissible evidence in a dispute.
Step 7: Know How to Handle Claims
If items are damaged on arrival: document everything before unloading is complete (photos and video). Note the damage on the delivery receipt before you sign it — do not sign a clean receipt and then claim damage later. Immediately report the damage to the mover in writing (WhatsApp message with photos is acceptable and time-stamped). File the insurance claim within the window specified in your contract — usually 7–14 days.
If items are missing: compare against the loading inventory before the truck leaves. Never let the truck depart before you have verified the count. For intercity moves, do a count at destination before signing delivery.
Common Mistakes to Avoid
Paying the full amount before delivery. Booking a mover the day before your move. Not reading the terms on what is excluded from insurance coverage. Assuming the mover will pack electronics safely without confirmation. Not taking photos of goods before packing. Signing a delivery receipt without checking the condition and count of items first.