Hiring Movers: What to Check Before You Book a Moving Company

Daisy @ Raxan 0

The cheapest quote can become the most expensive move

Hiring movers can remove much of the physical work from moving day, but the lowest advertised rate is not always the lowest final cost.

Travel time, stairs, long carries, packing materials, heavy items, waiting time and storage can all affect the bill. Liability for damaged belongings can also be much lower than the replacement cost of the item unless additional protection applies.

Before booking, compare the complete agreement: who will perform the move, how the price is calculated, what can make it change, how your belongings are protected and what happens if something goes wrong.

Two movers in blue uniforms carry a plastic-wrapped mattress down a ramp from a moving truck onto a residential porch.

What to check at a glance

  • Best for: Consumers hiring movers for a local or long-distance residential move.
  • What this covers: Estimates, pricing, deposits, subcontracting, liability, extra charges, cancellation and claims.
  • What this does not cover: A ranking of specific moving companies or one national set of mover regulations.
  • Main caution: A verbal quote provides much less protection than a detailed written agreement.
  • When to get professional help: Contact your provincial or territorial consumer-protection office, insurer or legal professional when a serious pricing, property-loss or contract dispute cannot be resolved directly.

Verify the moving company

Start by confirming that the business is identifiable and reachable.

Canada's Office of Consumer Affairs recommends looking for:

  • a physical address;
  • reliable contact information;
  • references;
  • clear information about how the move will be handled;
  • a local or otherwise traceable business presence.

A company that provides only a phone number, refuses to give a written estimate or demands a large deposit deserves extra scrutiny.

Confirm the business on the paperwork

The company named on the estimate, contract and payment instructions should make sense together.

Ask:

  • What is the legal or operating name?
  • Who receives the deposit?
  • Who will invoice me?
  • Who will perform the move?

Do not assume the website or salesperson you contacted is necessarily the company that will arrive with the truck.

Get the estimate in writing

Before committing, obtain the price and terms in writing.

The federal Office of Consumer Affairs recommends that a quote identify details such as:

  • items being moved;
  • cost;
  • terms of payment;
  • timing;
  • delivery commitments;
  • special-care items.

Give the mover enough information to create a realistic estimate.

Mention:

  • stairs;
  • elevators;
  • long hallways;
  • difficult parking;
  • large furniture;
  • unusually heavy items;
  • packing services;
  • storage needs.

If important details are left out, the original quote may not represent the work actually required.

Build an inventory first

A room-by-room inventory helps both you and the mover understand the scope.

Include major items such as:

  • beds;
  • sofas;
  • tables;
  • appliances;
  • televisions;
  • exercise equipment;
  • unusually heavy or fragile items.

For a larger or long-distance move, ask whether the company will inspect the contents before preparing the estimate.

Understand how the price is calculated

Moving companies can use different pricing structures.

The contract may be based on:

  • hourly labour;
  • a flat price;
  • distance and shipment characteristics;
  • another defined pricing method.

Ask exactly what variable can change your final bill.

Hourly moves

For hourly pricing, check:

  • hourly rate;
  • number of movers;
  • minimum number of hours;
  • when billable time starts;
  • whether travel time is charged.

Flat-rate moves

A flat price is useful only if the scope is clear.

Ask what happens if:

  • you add furniture;
  • packing takes longer;
  • access is different than described;
  • the truck cannot park close to the building.

Ask about every likely extra charge

Use the same questions for every mover.

Cost factor Mover A Mover B
Base estimate C$___ C$___
Travel time ___ ___
Stairs ___ ___
Long carry ___ ___
Packing materials ___ ___
Heavy-item charge ___ ___
Waiting time ___ ___
Storage ___ ___
Taxes ___ ___
Estimated total C$___ C$___

A lower base estimate can become the higher final bill if common extras are excluded.

Know that estimate rules can be provincial

Do not assume one pricing rule applies across Canada.

Ontario example

Ontario's current consumer guidance says that when a moving contract contains an estimate, the mover generally cannot charge more than 10% above that estimate unless additional or different services are requested and agreed to.

Ontario also requires qualifying moving-service consumer contracts worth more than C$50 to be in writing and include core information such as:

  • mover contact information;
  • services;
  • itemized prices;
  • total amount;
  • service dates;
  • payment terms.

Those are Ontario rules, not a national 10% rule.

Treat large deposits cautiously

The federal Office of Consumer Affairs identifies a request for a large upfront deposit as a potential warning sign.

Before paying a deposit, ask:

  • How much is required?
  • Why is it required?
  • Is it refundable?
  • What happens if I cancel?
  • What happens if the mover cancels?
  • Will I receive a receipt?

Use a payment method that creates a record.

Quebec example

Quebec's consumer office advises consumers, where possible, to avoid paying a deposit before a move or to keep it small.

Quebec also advises checking additional protections when a company requests payment far in advance.

Again, that guidance should not be turned into a universal Canadian deposit limit.

Find out who will actually move your belongings

You may be dealing with either:

  • the mover itself;
  • a moving broker that arranges transportation through another company.

The Office of Consumer Affairs warns that subcontracting can create confusion about who is responsible when a dispute occurs.

Ask:

  • Are you the actual carrier?
  • Will another company perform any part of the move?
  • Who is responsible for loss or damage?
  • Who handles complaints and claims?
  • Will subcontractors appear on the contract?

Get the answer before paying.

Understand liability for loss or damage

Do not assume the moving company automatically owes the full replacement cost of anything it damages.

The Office of Consumer Affairs advises consumers to ask exactly how much liability applies if replacement-value protection is not purchased.

Its current guidance notes that basic mover liability is commonly around C$0.60 per pound, or C$1.32 per kilogram, per item.

That amount can be far below the replacement value of a television, furniture item or appliance.

Example

Suppose a damaged item weighs 25 kg.

At C$1.32 per kg:

25 × C$1.32 = C$33

That example shows why you should understand the liability terms before moving day.

Ask about replacement-value protection

The mover may offer additional protection.

Ask:

  • What does it cover?
  • What exclusions apply?
  • Is there a deductible?
  • How are damaged items valued?
  • How is a claim made?

Also contact your home or tenant insurer to ask what your existing policy covers while belongings are in transit.

Declare unusually valuable items

The Office of Consumer Affairs warns that movers may not assume ordinary liability for goods of extraordinary value unless their value has been declared.

Examples can include:

  • artwork;
  • antiques;
  • collectibles;
  • specialty items.

Tell the mover before the move.

For very valuable or irreplaceable property, ask your insurer whether separate arrangements are needed.

Carry small valuables such as:

  • jewellery;
  • wallet;
  • important documents;
  • medications;
  • phones;

with you rather than packing them into the moving truck.

Know how owner-packed boxes are treated

Liability can change when you pack items yourself.

The Office of Consumer Affairs advises consumers to ask how the mover treats owner-packed goods because responsibility for damage may be limited when the mover did not perform the packing.

Clarify this before packing:

  • glassware;
  • electronics;
  • artwork;
  • fragile furniture components.

If the mover recommends professional packing for a particular item, ask what protection changes if you decline.

Document your belongings before moving day

Create a basic inventory and photograph important items.

Record the condition of:

  • furniture;
  • televisions;
  • appliances;
  • artwork;
  • other valuable belongings.

A home inventory can support both mover and insurance claims.

Take photographs of existing scratches or damage so there is less uncertainty later.

Keep:

  • receipts where available;
  • serial numbers for valuable electronics;
  • photographs;
  • mover inventory documents.

Check access at both addresses

Unexpected access problems can create delays and extra costs.

Confirm:

  • elevator reservations;
  • loading dock;
  • truck parking;
  • stair access;
  • hallway length;
  • building moving hours.

The Office of Consumer Affairs specifically recommends arranging elevators, parking and building access in advance.

Tell the mover before the quote

A tenth-floor apartment with a reserved freight elevator is different from a third-floor walk-up.

A truck parked directly outside is different from a truck parked half a block away.

These details belong in the estimate.

Understand cancellation and rescheduling

Before paying a deposit, read what happens if:

  • you cancel;
  • you change the date;
  • the mover cancels;
  • weather delays the move;
  • possession of the new home is delayed.

Check:

  • cancellation deadline;
  • rescheduling fee;
  • deposit treatment;
  • notice requirements.

Some provincial consumer laws may provide additional rights.

For example, Ontario currently provides specific cancellation rights for certain consumer agreements. Check the rules that apply to your contract rather than assuming the same cooling-off period exists everywhere.

Watch for major last-minute price changes

If the mover suddenly demands significantly more money than expected, compare the demand with:

  • written estimate;
  • agreed extras;
  • signed contract;
  • inventory.

Do not authorize an unclear additional charge simply because the truck has arrived.

Ask for the reason in writing.

If the scope genuinely changed, document:

  • what changed;
  • added service;
  • new price;
  • your agreement.

Ontario's 10%-over-estimate protection is one example of why written documentation matters.

Inspect everything at delivery

Before signing final completion paperwork where practical:

  • count major items;
  • inspect furniture;
  • check fragile items;
  • note missing property;
  • photograph visible damage.

Compare what arrived with the inventory.

Also inspect:

  • hallways;
  • doors;
  • floors;
  • walls;

for property damage associated with the move.

Do not rush through this because the crew is waiting.

Know the claims process

Ask about claims before booking, not after something breaks.

Find out:

  • where claims are submitted;
  • what evidence is needed;
  • applicable deadline;
  • whether repair estimates are required;
  • who investigates the claim.

Federal consumer guidance notes that moving claims can have strict timelines and advises filing damage or loss claims promptly.

It also notes that claims are often expected within approximately 30 days for local moves and 60 days for long-distance moves, but you should verify the actual deadline in your own contract and applicable rules.

Keep everything

For a claim or complaint, retain:

  • estimate;
  • contract;
  • receipts;
  • inventory;
  • photographs;
  • emails;
  • text messages;
  • payment records;
  • claim correspondence.

If the mover cannot resolve a consumer dispute, the Office of Consumer Affairs recommends contacting the appropriate provincial or territorial consumer-affairs office.

Build your mover comparison scorecard

Decision factor Mover A Mover B
Written estimate ___ ___
Pricing method clear ___ ___
Extra fees disclosed ___ ___
Deposit terms ___ ___
Actual mover identified ___ ___
Liability terms ___ ___
Replacement protection ___ ___
Cancellation terms ___ ___
Claims process ___ ___
Overall fit ___ ___

Before booking a mover

Run through this checklist:

  1. Is the company's identity and physical presence clear?
  2. Do I have a written estimate?
  3. Has the mover seen or received a complete inventory?
  4. What can cause the final price to rise?
  5. Are travel, stairs and long-carry charges included?
  6. How much deposit is required and is it refundable?
  7. Is this company the actual mover or a broker?
  8. Will subcontractors be used?
  9. What liability applies if something is lost or damaged?
  10. Do I need additional replacement-value protection?
  11. Have I declared unusually valuable belongings?
  12. How are owner-packed boxes treated?
  13. Have I photographed important belongings?
  14. Are elevators and loading areas reserved?
  15. What are the cancellation and rescheduling rules?
  16. What is the claims deadline?

A moving company is taking temporary control of a large part of your household property.

That makes the written agreement as important as the truck and crew.

Compare the complete price, know who will perform the move, understand the liability limits and document your belongings before they leave your home. Those steps make it much easier to resolve problems if moving day does not go as planned.

Frequently asked questions

Should I get a moving estimate in writing?
Yes. Canada's Office of Consumer Affairs recommends getting the price, terms and conditions in writing before committing.

Can a mover charge more than the estimate?
Rules depend on the jurisdiction and contract. In Ontario, a mover generally cannot charge more than 10% above an estimate in the contract unless additional or different services are agreed to.

Should I pay a large moving deposit?
Treat large upfront deposits cautiously. Federal consumer guidance identifies them as a potential warning sign. Ask whether the deposit is refundable and get a receipt.

How much is a mover responsible for if my property is damaged?
It depends on the contract and protection purchased. Federal guidance notes that basic liability is commonly around C$0.60 per pound, or C$1.32 per kilogram, per item when replacement-value protection is not purchased.

Should I tell the mover about valuable items?
Yes. Unusually valuable goods may require declaration or special arrangements.

Is a moving broker the same as a moving company?
No. A broker may arrange for another company to perform the move. Ask who will actually transport your belongings and who is responsible if a problem occurs.

Should I photograph my belongings before moving?
Yes. Photographs and an inventory can help document condition and support a claim if something is damaged or lost.

How long do I have to file a moving claim?
Deadlines vary. Federal guidance notes that claims often have strict timelines, commonly around 30 days for local moves and 60 days for long-distance moves. Verify the deadline that applies to your move.

By: Yocahu Canada
Last updated: 2026-10-15
Disclosure: This article provides independent consumer information. No affiliate or sponsored relationship is identified for this article.

Important scope note

This article provides general consumer information, not individualized legal or insurance advice. Moving contracts, estimate rules, deposits, transportation requirements and consumer remedies vary by province, territory and type of move. Verify the agreement and rules that apply to your move.

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