Additional Tips on Selecting a Moving Company

Research all of the contact information for the company including name, physical address (no PO Boxes), and any other names they do business under. If you find more than one firm at the same address, that is a definite red flag.

Also determine how long the company has been in business. Many corporate movers have been doing business for many years so it’s a good idea to work with companies that have been around for at least five years. It also a doesn’t hurt to find out how long they’ve been operating under the current ownership and management structure.

Check to see the company is properly licensed. Properly licensed interstate moving companies will have both a DOT number and a MC number from the Federal Motor Carrier Safety Administration. You can verify these numbers  at safersys.org. Intrastate movers aren’t subject to the same regulations, but most states have their own licensing requirements you should check.

Check for Insurance Coverage

Inquire about the company’s insurance coverage - what’s covered and for how much. They should carry insurance that covers your materials while in transit, as well as any damage the movers cause to your old or new properties. While all movers are required to have basic insurance, be sure to check into the limits on their coverage, and consider paying extra for additional insurance if you think you need it. Also make sure they carry current workers’ compensation coverage because if they don’t, you may be liable for any injuries their workers receive.

Note: You can also call FMCSA’s Safety Violation and Consumer Complaints hotline at (888) 368-7238. It’s free, available 24/7 and you can check the complaint history of any interstate mover.

Get Reliable Recommendations

Get reliable recommendations - You must check out potential movers through objective sources like the BBB or your state’s Department of Transportation. A reputable commercial moving company will be listed with both these agencies. Don’t just jump at the lowest price - you need to investigate the estimate to find out if it’s realistic. As they say, if it sounds too good to be true, it usually is.

Get at least three estimates from commercial movers. This will allow you to make a fair, objective comparison. Compare apples to apples. Break down each mover’s estimate into parts and compare them to estimates from other commercial moving services.

Consider factors like the amount of time and the amount of materials estimated. Expect estimates to fall within a reasonable range of each other. A good estimate should be no higher - or lower - than 10 percent of the final cost of the move.

In the next part of our series ‘Guide to Office Relocation’ - Part 6 we will go through the pre-move walkthrough and relocating special items.

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Other Commercial Mover Selection Considerations

As noted in Part 3, there are options in the type of estimates you can receive, and some companies will charge an hourly rate for an office move and some will give you an estimate based on weight or volume. Also, your business may be able to get a discount if you move during off peak hours. If your moving date is flexible, check with the moving company before booking your relocation date to inquire about this option.

Although the office relocation is similar to a home move in that you can do your own packing, or pay the moving company to do it for you - there is one major difference: Your office will have more heavy equipment, furniture and boxes and other heavy stuff. Also, you will have much more paperwork in an office move and need to ensure that it is protected during the move. You will need to rent special crates and boxes from the moving company in order to successfully move your paperwork.

High-Tech Office Equipment

An Office Relocation generally involves the transportation of valuable high-tech and office systems, and you should hire suitable containers from your moving company to protect those items as well. For large, complicated network systems it may be prudent to hire specialists who will disconnect the equipment, pack it, and install it in the new location. If you lease equipment check your agreement for any moving requirements that are stipulated. Some leasing companies will not allow you to move equipment, and may insist on doing it themselves (for a fee).

Ask prospective movers how they load their vehicles to protect your property, and what equipment they use that can help protect your items. The moving company may simply tell you to lock filing cabinets rather than empty them as they can use equipment to move them easily even when full. Some will insist that desk drawers be emptied even if they can be locked as the contents are generally easily damaged.

Insurance Coverage

Proper insurance coverage is absolutely vital for office moves and you need to discuss the mover’s policy and check out your own before you come to a decision. With office moves, insurance isn’t just about equipment and furniture, it’s also about vital records and the information stored on your computers. You’ll find that most movers won’t insure you for these items and you need to make sure you back-up data and make adequate provisions for your paperwork during the moving process.

If you need to pay extra to get the coverage you need then do so. If you lose something vital you’ll effectively be losing business, and you may also wish to consider a policy that will pay you for lost business if something goes wrong with the move. You also need to consider liability coverage; if movers damage your office building during the moving process (and it’s easily done!) you will generally be held responsible, so you need to know you can claim the costs back. Read the mover’s terms and conditions CAREFULLY. It’s the exclusions and restrictions that will indicate what coverage you may really need.

Also make sure you contact your insurance company to make any changes to your commercial policy that may be necessary prior to your relocation.

In the next part of our series ‘Guide to Office Relocation’ - Part 5 we will give you some additional tips on selecting a commercial mover.

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