How Far in Advance to Book Movers

Key factors and timing

A couple of key factors can help determine when you should contact professional movers: when you’re moving, and where you’re moving to and from.

“The biggest drivers are season, day of the month, distance of your move, and the level of service you need,” said Nick Friedman, co-founder of College HUNKS Hauling Junk & Moving. “Summer, weekends, and end-of-month dates fill up the fastest. In busy markets, our trucks and crews can book out two to six weeks in advance during peak periods.”

For local moves, Friedman recommends booking movers at least two to three weeks before the big day. Long-distance moves, packing services or full-service moves should be booked at least four to six weeks out. If you’ll be moving at the end of the month, on a weekend, or during the months of May through September, Friedman suggested adding an additional one or two weeks' notice.

Before you begin calling movers, have this essential information on hand:

• Origin and destination addresses

• Ideal moving dates

• Inventory list

• Access details such as stairs, elevators or parking restrictions

It’s also helpful to note whether you’ll need packing, storage or specialty handling.

If you can swing it, try to book your move for a weekday. You could save an estimated 10% to 30% on moving costs than if you move over a weekend or a holiday.

How special requirements and services change your moving timeline

If you require any additional moving services, you’ll likely need to book even further in advance due to logistics.

“Any add-on service, like packing, storage, or handling bigger items or safes, typically requires booking at least two extra weeks ahead,” explained Justin Hammond, owner of Let's Get Moving!, a relocation and rightsizing service specializing in move management. “Third-party coordination adds another element to each move, so it's important to allow enough response time for these factors to come into place.”

Specialized crews are often needed to move large, oversized items or highly valuable items. These crews are trained to handle these types of items and do so regularly, and they may use special equipment.

Book eight to 12 weeks in advance if you’re moving items such as:

• Pianos

• Safes

• Artwork

• Pool tables

• Sculptures

• Tapestries

• Oriental rugs

• Antique furniture

• Crystal chandeliers

Some movers consider high-value items to be anything valued at more than $100 per pound, but check with your individual moving company if you’re unsure whether any of your belongings need specialized moving services.

Your origin location can also affect availability. Booking in both densely populated urban centers and more remote areas can fill up quickly, for different reasons. “In high-density markets like New York City, Chicago, or Boston, there’s more demand and more logistics (permits, elevators, parking),” Friedman said. “Rural areas often have fewer trucks, so dates fill sooner. In both cases, earlier is better; three to six weeks is typical.”

Considerations for commercial moves

You should book commercial moves six to eight weeks out, according to Friedman. These types of moves are subject to a different level of permitting and insurance needs. “Commercial moves often require building approvals, Certificates of Insurance (COIs), elevator reservations, and sometimes after-hours crews,” he said.

When to book movers at a glance

You can’t always move on an ideal schedule, but based on our research, the timeline estimates we’ve summarized in the table below offer a good place to start when deciding how soon to book your moving team.

Whatever type of move you’re planning, the golden rule is to book as early as possible. Booking as far in advance as you can is the best way to ensure you have your pick of reputable companies, can choose a convenient date and time, and won’t get hit with higher rates or last-minute surcharges. 

For a local move during non-peak times, you can usually get away with only two to three weeks of lead time. However, for summer moves or other peak times, long-distance or cross-country moves, and any move with complicated logistics or special requirements, booking at least four to eight weeks in advance is wise. And international moves are a whole other story: these complicated maneuvers require lead time in months rather than weeks. 

But can you book your moving company too early? In some cases, yes. If your lease, closing date or job start date isn’t finalized yet and your plans change, you might end up losing your deposit or paying fees. Early booking is still a smart choice, but you should understand your mover’s rescheduling and cancellation policies and make sure that your dates are reasonably firm beforehand.

Steps to book movers and lock in your moving date

Friedman provided this step-by-step list to guide you through the process of booking movers.

1. Request a virtual or in-home walkthrough
2. Receive a written estimate with services included
3. Select your date and crew size
4. Pay a deposit to reserve your truck and crew
5. Receive your confirmation, COI (if needed) and prep checklist

Vetting moving companies

It’s always a good idea to get at least three written estimates from a few different moving companies, but that means you’ll have to vet each company as well. “Check their licensing, insurance, reviews, detailed estimates and whether they offer the specific services your move requires,” said Hammond.

Other ways to make sure the moving company you’re vetting is credible include verifying that the moving company has a number issued by the Department of Transportation, as well as a carrier number issued by the Federal Motor Carrier Safety Administration, and reading customer reviews on third-party sites.

You can also search for a verified ProMover through the American Trucking Associations’ online database.

Once you book your movers, you should expect to receive some confirmation documents, according to Hammond and Friedman. These can include:

• Written estimate
• Service agreement
• Inventory list
• Liability/valuation options
• Formal confirmation of the scheduled date
• Moving day instructions

How to book movers on short notice: last-minute moving tips

Unfortunately, you may not always be able to avoid booking movers at the last minute. While it’s not impossible, you’ll likely face higher rates and less availability from moving companies than if you booked further in advance.

“Just like airlines, as availability tightens, prices increase,” Friedman explained. “Booking early gives you the widest choice of dates, better rates and access to larger, more experienced crews.”

If you find yourself needing to move quickly and hire movers at the last minute, you do have some options.

First, ask the moving company if there are any cancellations that you can take or if an after-hours timeslot is available. “We always try to accommodate urgent moves with flex crews, after-hours timeslots or next-day openings created by cancellations,” Friedman said. “Flexibility on timing helps.”

Hammond noted that you should also inquire about mid-week availability.

Some companies also offer same-day local moving services, so contacting a local company can work in your favor if you need to move at the last minute. Note, though, that if you have large items or items that require specialized care, such as a piano or antiques, same-day movers might not be able to accommodate them.

You should always vet prospective moving companies, even if you have to book them on short notice. “Look for licensed providers with strong reviews and transparent pricing,” Hammond said.

Some red flags to watch out for are:

• Companies asking for large deposits upfront

• Lack of proper licensing with DOT, FMCSA or the appropriate state agency

• Overwhelmingly negative reviews on online review sites

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