How to Hire the Best Local Movers: 7 Questions You Must Ask Before Signing

The moving company you hire will be responsible for every single thing you own. It's one of the most important hiring decisions you'll ever make, yet many people spend less time vetting their mover than they do choosing a restaurant for dinner.

Moving is consistently ranked as one of life's most stressful events, right up there with divorce and major life changes. It's a period of intense chaos and vulnerability. You're juggling closing dates, packing, and a mountain of logistics. Unfortunately, a shadowy corner of the moving industry preys on that vulnerability. Rogue operators and outright scammers have perfected tactics designed to exploit your trust, your budget, and your stress.  

I'm Levan Tsiklauri, and over my years in Hudson Valley real estate, I've seen the devastating fallout from a move gone wrong—possessions held hostage, final bills doubling, and priceless items destroyed with no recourse. I've also seen the profound peace of mind that comes from hiring true professionals who treat your belongings with the care they deserve.

The difference comes down to asking the right questions before you sign anything. These aren't the questions movers want you to ask. They cut through the sales pitch and expose a company's true character. I'm giving you the 7 critical questions that will instantly separate the pros from the problems and protect your belongings, your budget, and your sanity.

The 7 Questions That Will Unmask a Mover's True Quality

Think of this as your interrogation script. A professional, reputable mover will welcome these questions and have clear, confident answers. A scammer will deflect, get defensive, or give you vague, reassuring nonsense. Their reaction is as important as their answer.

1. "Are You Licensed and Insured? Can You Provide Your NYSDOT Number?"

Why It's Critical: This is your first and most important filter. An unlicensed mover is, by definition, an illegal operator. They are working outside the law, which means they have no accountability, almost certainly carry no legitimate insurance, and you have zero legal recourse if they damage your property, lose your belongings, or simply disappear with your deposit. Hiring an unlicensed mover isn't a calculated risk to save a few dollars; it's a guaranteed liability.  

Injecting Local Expertise (The NY-Specific Rule): In New York, there are two different licenses you need to know about, and a legitimate mover will have the correct one for your specific move.

·         For any move that starts and ends within New York State—for example, from Beacon to Kingston or anywhere within the Hudson Valley—the company MUST be licensed by the New York State Department of Transportation and have a NYSDOT number.  

·         For any move that crosses state lines—from the Hudson Valley to Connecticut, for instance—they are considered an interstate mover. They must be registered with the Federal Motor Carrier Safety Administration (FMCSA) and have a USDOT number.  

A professional Hudson Valley mover that handles both local and out-of-state moves will have and provide both numbers.

What a Good Answer Sounds Like: "Absolutely. Our NYSDOT number is 32417, and our USDOT number is 987654. You can verify our New York license by calling the NYS Department of Transportation at (518) 457-6512, and you can look up our federal registration on the FMCSA's public database online."

What a Bad Answer Sounds Like: "Don't worry, we're fully covered." or "We're a local company, we don't need all that government paperwork." This is an immediate, unequivocal disqualification.

It's crucial to understand that while the federal USDOT database is easily searchable online, the verification process for a local mover's NYSDOT number is more old-school, typically requiring a phone call or an email to the state. Rogue movers operating solely within New York exploit this very fact. They know that consumers are far more likely to do a quick web search than to pick up the phone. This creates a "regulatory gap" where they can hide in plain sight, banking on the fact that you won't take that extra verification step. This is why asking for the NYSDOT number and then actually calling to confirm it is the single most powerful action you can take to filter out local scammers.

2. "Do You Offer a Binding or a Binding-Not-to-Exceed Estimate?"

Why It's Critical: The type of estimate you receive is the single biggest factor that will determine your final bill. It's the contractual battleground where the most common and financially devastating moving scam—the "lowball" estimate followed by a "hostage" situation—takes place. A mover who refuses to give you a binding quote after seeing your home is not a mover you can trust.  

Defining the Terms (The Consumer's Dictionary): You must understand the three types of estimates. Two will protect you; one will expose you to immense risk.

·         Non-Binding Estimate: This is not a quote. It is a guess, an educated ballpark figure based on the mover's estimation of the weight of your belongings. The final price is determined by the actual weight of your items on moving day, as calculated by their tariff rates. A dishonest mover can give you a deceptively low non-binding estimate to win your business, load all your possessions onto their truck, and then present you with a bill that is thousands of dollars higher. While federal rules for interstate moves limit the amount you must pay on delivery to 110% of the non-binding estimate, you are still on the hook for the full amount eventually, and these rules are less stringently enforced on local, in-state New York moves.  

This is the scammer's preferred tool.

·         Binding Estimate: This is a guaranteed, fixed-price contract for moving the specific items listed on the inventory sheet. As long as you do not add items or request additional services, the price you are quoted is the exact price you will pay. This provides budget certainty and protects you from surprise charges.  

·         Binding-Not-to-Exceed Estimate: This is the gold standard for consumer protection and the option you should always request. It functions like a binding estimate—your price is capped at the quoted amount—but with an added benefit: if your shipment's actual weight is less than estimated, your final cost will be lower. You get a guaranteed price ceiling with the potential for savings.

What a Good Answer Sounds Like: "For our clients' protection, we exclusively offer a Binding-Not-to-Exceed Estimate. We will conduct a thorough in-home or live video survey to create an accurate inventory. The price we quote will be the absolute maximum you'll pay. If the move is more efficient than planned, you'll save money."

What a Bad Answer Sounds Like: "We'll just charge you by the hour," or "Let's start with a non-binding and see how it goes." A refusal to provide a binding or binding-not-to-exceed estimate after a visual survey is a massive red flag that they want to leave the door open for surprise charges.  

Moving Estimate Types at a Glance

3. "What Type of Valuation Coverage (Moving Insurance) Do You Offer?"

Why It's Critical: This question could mean the difference between getting a check for $30 or a check for $1,500 if your new television is destroyed during the move. Most people incorrectly assume their belongings are automatically "insured" by the mover. This is a dangerous and costly assumption.  

Defining the Terms (Valuation vs. Insurance): Movers do not provide insurance. They provide Valuation Coverage, which is a measure of their financial liability as defined by federal and state regulations. There are two vastly different levels of liability.  

·         Released Value Protection: This is the default, "free" option that is automatically included in every move unless you explicitly choose otherwise. It is mandated by law. However, the protection it offers is functionally useless for anything of value. It covers your goods at a flat rate of just 60 cents per pound per item.  

·         Full Value Protection: This is an upgraded, paid option that provides comprehensive coverage. Under this plan, if an item is lost, damaged, or destroyed, the mover is liable for its current market replacement value. They have three options: repair the item to its former condition, replace it with a similar item, or offer you a cash settlement for the cost of replacement. The cost for this protection is typically calculated as a percentage of the total declared value of your shipment.  

A Real-World Example: Imagine your 50-pound, $1,500 television is dropped and destroyed.

·         With Released Value Protection, the mover is only legally required to pay you: 50 lbs x $0.60/lb = $30.00.

·         With Full Value Protection, you would be entitled to the repair, replacement, or a cash settlement for its current market value, which could be hundreds of dollars.  

The moving industry's system is designed to benefit from consumer ignorance. By making the functionally useless option "free" and the default, they shift the vast majority of financial risk for damage directly onto you. The mover's liability is drastically reduced unless you proactively pay to increase it. Therefore, you must reframe the choice in your mind: Full Value Protection is not an "upgrade"; it's the only acceptable level of coverage. The "free" option should be treated as having no coverage at all.

What a Good Answer Sounds Like: "We are required by law to provide basic Released Value Protection at 60 cents per pound at no cost, but frankly, it's inadequate for most households. We strongly recommend you purchase Full Value Protection. We can walk you through the cost, explain the deductible options, and help you declare any items of extraordinary value to ensure you're fully protected."

What a Bad Answer Sounds Like: "Don't worry, everything's covered by our insurance." This is a vague, misleading, and often intentionally deceptive statement designed to prevent you from asking about the pathetic reality of the basic coverage.

4. "Will My Move Be Handled by Your Employees or Subcontracted Out?"

Why It's Critical: You have a right to know exactly who will be entering your home, handling your most personal possessions, and driving away with everything you own. The answer to this question separates a true, accountable local moving company from a faceless moving broker.  

Carrier vs. Broker:

·         A carrier is an actual moving company. They own or lease their own branded trucks, employ their own trained moving crews, and use their own equipment to perform your move. When you hire a carrier, you are hiring the people who will actually do the work.  

·         A broker is essentially a sales agent. They do not own trucks or employ movers. They are a middleman who arranges for transportation by selling your moving job to an actual carrier—often, to the lowest bidder. When you hire a broker, you often have no control over the quality, professionalism, or even the identity of the company that shows up on moving day. This is a recipe for disaster and a common source of consumer complaints.  

What a Good Answer Sounds Like: "We are a full-service local moving company based right here in the Hudson Valley. The crew that arrives at your door will be our own background-checked, uniformed, and fully trained employees. They will be in one of our company-owned and clearly marked trucks.".  

What a Bad Answer Sounds Like: "We work with a network of trusted partners to handle the logistics." This is classic broker-speak. If you hear this, press them for the exact name and NYSDOT number of the carrier who will be performing the move. If they can't or won't tell you, walk away immediately.

5. "How and When Do You Expect Payment?"

Why It's Critical: The way a company handles payment is a direct reflection of its legitimacy and financial stability. Rogue movers often use unusual payment demands as a central part of their scam.  

The Upfront Deposit Red Flag: Reputable, professional moving companies will not demand a large cash deposit upfront. Some may require a small credit card deposit to reserve a specific date during the busy summer season, but a demand for a large percentage of the total move cost—especially in cash—is one of the most glaring red flags in the industry. This is often the setup for a "no-show" scam, where they take your money and simply never appear on moving day.  

The Industry Standard: For both local and long-distance moves, payment in full is typically due upon the truck's arrival at your new home, before the crew begins unloading.  

What a Good Answer Sounds Like: "We do not require any deposit to book your move. Full payment is due upon our arrival at your destination, before we begin unloading. For your convenience, we accept certified checks, money orders, and all major credit cards."

What a Bad Answer Sounds Like: "We'll need a 50% cash deposit to hold the truck for you." Run, do not walk, away from this company.

6. "Can You Provide References From 3 Recent Moves in My Area?"

Why It's Critical: In today's world, online reviews are a dime a dozen and can be easily manipulated or outright faked by dishonest companies. The ultimate proof of consistent, quality service is speaking directly to recent, local clients. This provides unfiltered, verifiable feedback on their real-world performance.  

The Power of Hyper-Local: Asking for references specifically "in my area"—for example, from recent moves in Dutchess, Ulster, or Orange County—is a key strategic move. It confirms they are a legitimate local operator with a track record in the Hudson Valley, not an out-of-state company with a fake local address.

What to Ask the References: When you call, don't just ask if they were "happy." Ask targeted questions:

·         "Was the final price exactly what you were quoted on your binding estimate?"

·         "Did the crew arrive on time, and were they professional and courteous?"

·         "How did they handle your fragile or valuable items?"

·         "Was there any damage to your belongings or property, and if so, how did the company handle the claims process?"

·         "Knowing what you know now, would you hire them again without any hesitation?"

What a Good Answer Sounds Like: "Of course, we'd be happy to. We just need to get permission from a few of our recent clients to share their contact information with you for privacy reasons. We will get back to you with those names and numbers within 24 hours."

What a Bad Answer Sounds Like: "You can just check out all our great reviews on our website," or "For our clients' privacy, we have a strict policy against giving out their information." While privacy is a valid concern, a professional company will have a system in place for requesting permission and providing references. A flat refusal is a major red flag that they either don't have satisfied customers or they have something to hide.

7. "What Is Your Process for Handling a Claim?"

Why It's Critical: Even with the most careful, professional movers, accidents can happen. A box can be dropped, a wall can be scuffed. A professional company plans for this possibility with a clear, documented process. A rogue operator does not. Their answer to this question reveals everything about their level of accountability and customer service after they have your money.  

The Anatomy of a Professional Claims Process: The process isn't just about filing a form; it's about protecting your rights from the moment of delivery.

·         It starts on delivery day. As items are unloaded, you must have the opportunity to inspect them. Any visible damage or missing items must be noted directly on the Bill of Lading (the moving contract) or the inventory sheet before you sign it and before the crew leaves.  

·         They must have a clear, straightforward method for you to file a formal written claim, typically through an online portal or a dedicated claims email address.  

·         Per state and federal guidelines, they are required to formally acknowledge receipt of your claim within 30 days and to resolve it (by paying, denying, or making a settlement offer) within 120 days.  

The Bill of Lading is more than just a contract; it is your single most powerful piece of evidence in a dispute. The moment you sign off on delivery is the most critical and overlooked part of the entire moving process. You're exhausted, the movers are tired, and the pressure to just sign the paperwork and be done is immense. Rogue movers exploit this moment of fatigue. If you sign a "clean" Bill of Lading, you are legally acknowledging that you received all your items in good condition. This makes filing a successful claim later incredibly difficult, as the mover can argue the damage happened after they left.

Therefore, this question is a test of the mover's integrity. A professional company will encourage and facilitate a thorough final inspection. They will hand you the inventory sheet and expect you to check things off. A scammer will rush you, minimize the importance of the final sign-off, and pressure you to sign quickly.

What a Good Answer Sounds Like: "We take claims very seriously. If any damage occurs, your first and most important step is to note it on the Bill of Lading before our crew leaves. We will give you a copy of the inventory list to check off items as they come in. After that, you have nine months to file a formal claim through the dedicated portal on our website. Our claims department will acknowledge your submission within a few business days and will work with you toward a resolution of repair, replacement, or settlement, in accordance with the Valuation Coverage you selected."

What a Bad Answer Sounds Like: "Don't worry, our guys are very careful," or "Just give us a call if anything happens." This vagueness is a clear sign they have no formal process and will likely give you the runaround if a problem arises.

Major Red Flags to Watch For: A Quick Reference Guide

If you encounter any of the following warning signs during your vetting process, stop immediately and find another company. These are the hallmarks of unprofessional or fraudulent operators.  

·         The Quote is Dramatically Low: A bid that is significantly lower than all competitors is almost always the bait for a bait-and-switch scam.  

·         Generic Phone Greeting: The phone is answered with a vague "Movers" or "Moving Company" instead of a specific business name. This is a common tactic used by scammers operating under multiple fake names to avoid accountability.  

·         No Physical Address: Their website lists no verifiable, local street address in the Hudson Valley. A P.O. Box does not count.  

·         Large Cash Deposit Demanded: They insist on a large upfront payment, especially in cash.  

·         Refusal of an In-Home/Video Estimate: They will only give you a quote over the phone or via a generic online form without ever seeing your belongings. This is a setup for inaccurate pricing and a host of surprise fees.  

·         Unmarked Rental Truck: On moving day, a generic rental truck (like a U-Haul or Penske) arrives instead of a clearly branded company vehicle.  

·         No Mention of Your Rights: They fail to provide you with the legally required consumer protection booklets, such as the NYSDOT "Summary of Information" for local moves or the federal "Your Rights and Responsibilities When You Move" for interstate moves.  

Your Mover-Hiring Playbook: A Strategic Blueprint

Knowing the questions is half the battle. Now, here is a step-by-step workflow to put this knowledge into action and hire your mover with confidence.  

1.      The Research Phase (4-6 Weeks Out): Begin by asking trusted sources—like your real estate agent—for personal recommendations of movers they know and trust. Cross-reference those names with online reviews on sites like the Better Business Bureau (BBB), but maintain a healthy skepticism of reviews on the company's own site. Compile a shortlist of 3-4 local companies that seem promising.  

2.      The In-Home Estimate Phase (3-4 Weeks Out): Contact your shortlisted companies and schedule at least three separate in-person or live video estimates. Never, ever accept a quote over the phone without a visual survey of your goods. This is your opportunity to meet a company representative, gauge their professionalism, and ensure they see everything you need moved.  

3.      The Vetting Call: Use this article as your script. During or after the estimate, ask every single one of these 7 questions to each company. Take detailed notes on their answers and their demeanor. A professional will be impressed by your diligence; a scammer will be annoyed.

4.      The Verification Step (Before Signing): This is the crucial final check that most people skip. Once you've chosen your top candidate, perform the verification:

o    For a local NY move: Call the New York State Department of Transportation at (518) 457-6512 or email them at nymoving@dot.ny.gov. Provide the company's name and NYSDOT number and ask them to confirm that their license to transport household goods is active and in good standing.

o    For an interstate move: Go to the federal FMCSA's Company Snapshot website (safer.fmcsa.dot.gov) and enter their USDOT number. Check that their "Operating Status" is listed as "Authorized for HHG" (Household Goods) and review their safety and complaint records.  

5.      The Contract Review: Once you've selected your mover and they've passed verification, they will send you the formal contract, known as the Bill of Lading. Read every word of it carefully before you sign. Ensure the estimate type (Binding-Not-to-Exceed), the Valuation Coverage you selected, the inventory list, and all agreed-upon services and prices are clearly stated in writing. If it's not in the contract, it doesn't exist.  

Move with Confidence, Not Chance

Moving is too important to leave to chance. The stress and expense are high enough without adding the risk of being scammed. Asking these tough, informed questions upfront is not confrontational; it is the smartest, most prudent thing you can do. It is the single best way to protect your belongings, your finances, and your peace of mind. By taking control of the vetting process, you can ensure you partner with a mover you can trust to get you to your new Hudson Valley home safely and professionally.

The final step of your real estate journey should be smooth and professional. Over the years, I've curated a short list of the most trusted, reputable, and fully-licensed movers in the Hudson Valley—companies I'd trust with my own move. If you'd like my personal recommendations, please don't hesitate to ask. It's part of the service I provide to ensure my clients are protected from start to finish. Click below to get in touch.

Levan Tsiklauri (LT) | Realtor® 

(917) 905-7923 | Levan@realtylt.com

www.realtylt.com | [ Book a Consultation▸]

1097 Route 55, Suite 9, Lagrangeville, NY 12540