15 Questions to Ask Packers and Movers Before Paying an Advance

1. Is the Company Registered and Do They Operate From a Physical Office?

This should be one of the questions you ask any packer and movers.

There are numerous businesses involved in the relocation industry, but not every company has a legitimate business identity or proof of their physical location. Some only use mobile numbers and internet advertisements to reach their customers.

Before booking a service, make sure you ask for:

• Registered business name.
• Business Address.
• GST registration number, if any.
• Contact number.
• Website and other relevant business information.

If the company claims to be registered under GST, you can confirm its GSTIN on the official GST portal. Check if the name and registration number matches with what is provided on the quote.

You can also confirm the authenticity of the company’s business presence and customer experiences.

Why is it important?

In case something goes wrong with your relocation, you should know which company you are dealing with. Having proper business information can help you reach out to the service provider to keep a proper track of your transaction.

Do not only rely on business cards, WhatsApp profiles and impressive websites.

2. Do You Carry Out a Pre-Move Survey?

Carrying out a proper survey is also important as each household has its different requirements.

For instance, moving from a 1 BHK house, which contains very little furniture, is not the same as moving a fully furnished 3 BHK house. Based on the number of boxes, the size of furniture, number of fragile items, and access points, costs can vary.

Professional movers must understand the requirements through a physical or video survey.

During the survey, things that should be checked are:

• The number of rooms and the approximate content of the house.
• The total volume of beds, almirahs, sofas, etc.
• The appliances like the refrigerator, television, washing machine, etc.
• The fragile items in the house like glass, mirrors, crockery, etc.
• The number of floors on which the household is and the availability of additional resources like the lift.
• The availability of space for parking trucks close by.
• The locations of pick up and drop.

For example, places like Salt Lake, New Town, Baguiati, and Kestopur in Kolkata may have their conditions regarding availability, parking, etc.

3. Can You Give Me a Comprehensive Written Estimate?

Do not rely solely on verbal quotes.

For example, a certain company may provide a rate of ₹15,000 for your moving services, but it may not include packing, loading, and unloading services in the final quote.

So, requesting for a detailed written estimate is important before making your deposit.

A complete estimate should include:

• Charges for packing and unpacking
• Loading and unloading costs
• Transportation charges
• Cost of packing materials
• Labor fees
• Applicable GST
• Insurance during transit
• Additional services

Also, ensure that you ask whether the estimate will remain the same for the items being moved or will change post-survey. For instance, you can get two estimates:

At first glance, Company B may seem like a better deal, but on adding the additional costs, it may prove to be more pricey. Thus, do not go by just the quoted amount.

4. Is the Advance Payment Non-Refundable If I Cancel or Postpone?

It’s important to ask this question before you pay the advance.

Sometimes your moving plans might change at some unexpected moments. You may not receive your home on time, your office may give a new date for your transfer, etc.

Before making any payment, ask the following:

• Will my advance be refundable?
• What happens, when I cancel my order?
• Can I put off my procedure?
• Is there any cancellation fee?
• What is the required notice for cancelling?

The cancellation policy of each company may differ from that of others. Some will take a reasonable percentage of your booking in this case, though other companies will have other terms depending on the date of cancellation.

Ask the company to send you a written cancellation/reimbursement policy.

Be aware: do not take it for granted that the advance will be returned to you as the moving company has not started working on your request yet. Carefully read the payment conditions before agreeing to make the order.

5. How Much Down Payment Do I Have to Make?

Most customers have questions about how much down payment is to be made for hiring packers and movers.

Advance payments are collected for confirming the booking and reserving the vehicle, services and date of moving, but the amounts and schedules vary by company.

Ask specifically whether the payments are divided into:

• Advance for booking.
• Payments made before or after the loading is done.
• Payment of remaining balance at the time of delivery.

There are no set amounts of down payments that are applicable to all movers. What is important is that the amount, reason for payment and schedule should be clearly communicated beforehand.

If a mover insists on a down payment of entire moving amount prior to commencing any work or pushes you to hand over large amounts for a lucrative deal, be careful. Get all receipts for the payments made by you.

6. Are There Any Additional Costs Apart From The Quoted Amount?

This is where many customers face issues. The quote may seem reasonable at the outset, but hidden charges might appear during transportation if the terms are not made clear.

Depending on your moving needs, the extra charges might be because of:

• Extra items that were not counted as part of the initial quotation.
• Extra wrapping materials.
• Lifting or carrying charges.
• Restrictions in transferring materials on upper floors.
• Long distances transferring items from the truck to your door.
• More workers required.
• Storage issues.
• Special crates for rare items.
• Change of delivery method.

For instance, if you are moving out from the fourth floor of a flat without a lift, you should expect different labor charges than if you were doing it from the ground floor flat. Narrow roads with no access for trucks may dictate additional costs as well.

The issue lies in finding out all of the charges before making a reservation. Before paying, ask for a written list of all included services, excluded services and possible additional charges.

7. What Kind of Packing Supplies Are You Going to Use?

Quality of packing is of utmost importance when it comes to protecting your belongings. A competent moving company can’t apply a one-size-fits-all packing method. Every item requires a unique level of care and protection.

Depending on what items you need to pack, professional packing may include:

• Corrugated boxes for household items.
• Bubble wrap for fragile items.
• Stretch wrapping for furniture.
• Foam padding for fragile surfaces.
• Edge guards for pieces of furniture.
• Moving blankets for big items.
• Wooden containers for fragile and expensive items.

For instance, packing a TV needs different solutions than packing a mattress or wooden dining table. Items made of glass and mirrors, crockery and electrical appliances, should be packed with extra care. Also, don’t forget to ask whether you will be charged for packing materials or they are included in the payment.

8. Can You Provide Insurance for Household Goods in Transit?

The process of moving one’s belongings can be challenging. Even when the packing process has been carried out with maximum care and supervision, there may be some unexpected incidents that can happen during transportation.

The issue of insurance becomes more pertinent in situations involving relocation of expensive items, such as furniture, electrical appliances, and other expensive belongings.

Do not assume that moving insurance is automatically included in your costs. Some important points to find out about before purchasing insurance include:

• Insurance corporation name.
• Insurance policy or certificate number.
• Total value of your moves covered by insurance.
• Insurance premium.
• Conditions of coverage.
• Excluded risks.
• Claim procedures.
• Time limits for reporting loss or damage.

Confirm with the mover whether or not the policy will cover any damages incurred due to packing and loading or damage to some specific fragile items.

9. Can I Get the Inventory List Prior to Loading?

Imagine that your belongings have already been packed and loaded into the truck. When the truck arrives at its destination, however, you discover that a box or a very important item is missing. How would you know whether that item was loaded onto the truck? This is why it is crucial to have an inventory list.

An inventory list indicates the major items being shipped, including:

• Beds and mattresses
• Sofas and chairs
• Cupboards and tables
• Refrigerators and washing machines
• Television and electronics
• Boxes and packed household items
• Other major pieces of furniture and items.

For large interstate moves, the company should additionally provide appropriate shipping papers. Before the truck moves out, you should check the inventory for any missing or wrong items. Additionally, you should take pictures of valuable pieces of furniture, electronics and fragile items prior to packing.

Suggestion: Keep one copy of the inventory list and shipping papers so that the moment your things arrive, you can use these papers to check the items.

10. Will You Use Your Own Trucks or an External Carrier?

This question is of special importance when it comes to intercity moving. Many movers carry out the entire moving procedure by themselves, while there are businesses that collaborate with transport companies for the delivery.

Neither approach automatically means good or bad service; it is all about transparency and responsibility.

You should know:

• If the mover owns delivery vehicles.
• If a partner carrier is involved.
• What kind of delivery vehicle will be used.
• If the vehicle is appropriate for your possessions.
• If there is a person who will be communicating with you throughout the delivery.
• If there is someone responsible for complaints.

In case the mover uses the services of a third-party carrier company, make sure you receive all the necessary information and check that your booking contract mentions explicitly the company responsible for your belongings. Remember that you are paying for a full service and should not have to chase different people looking for your things.

11. Timing You Can Expect for Deliveries

Another important topic that is necessary to discuss is delivery since it matters quite a lot when relocating to a new place, getting a job, entering a college or moving to a rented apartment.

Several factors affect delivery time including:

• The distance between locations.
• Availability of the vehicle.
• Exclusive or shared transport service.
• Condition of the route.
• Weather and traffic.
• State and transportation requirements.
• Loading and unloading process.

For instance, moving from Kolkata to Bangalore will obviously take longer than moving within Kolkata. Remember to ask about whether the goods will be transported in an exclusive vehicle or a shared one. Exclusive transport means that only your moving items will be processed, whereas in shared transport several customers’ items can be transferred at once.

Make sure that the company provides you with the delivery time frame in writing. In addition, confirm how the company will let you know about any delays in your delivery. Do not trust unbelievable promises unless you know the plan for your transportation.

12. Would You Give Live Tracking or Regular Transportation Notifications?

Leaving your former residence, you will be anxious to know about your possessions. You might be concerned about your valuable appliances, furniture and personal belongings on their way.

Depending on the contractor, updates may include:

• Confirming departure of your moving vehicle.
• Details on the driver or coordinator.
• GPS and other ways of tracking the moving vehicle.
• Road movement information.
• Estimated delivery time.
• Confirmation of delivery.

Note that not every moving agency offers GPS tracking, so know what is actually provided. In case you don’t benefit from live tracking, know your point of contact during transportation and how frequent updates are to be provided. A trustworthy company should ensure reliable communication.

13. What Happens If My Goods Are Damaged or Lost During Shifting?

This issue is often overlooked while booking, but it could be a very crucial one if something goes wrong. Despite packing and handling everything properly, it is still possible to face unforeseen situations while moving.

Learn the following:

• How should you report the damage?
• Who to call?
• Do they have a complaints form?
• What papers/photographs do they require?
• What are the conditions for insurance claims?
• Who is responsible for solving the issue?
• What is the response procedure?

Also, it is essential to know how the company’s obligation on a contract relates to insurance protection, as there may not be any equivalence between the two. Before loading, take pictures of precious items and ensure you have recorded their condition. At the time of delivery, check your valuables thoroughly before signing the acceptance note. In case you see that any item is damaged, take pictures and file a report immediately.

14. Will You Provide an IBA Bill and GST Invoice?

When hiring packers and movers for office transfers and employer-sponsored relocations, ensuring proper documentation is vital.

A service provider that is registered with GST must offer any necessary tax documents. You can ask for their GSTIN and check the registration on the GST website. If your employer is asking for an IBA-format bill to reimburse you, get the information before you make your booking.

Ask:

• Does the company have IBA approval?
• Are you able to offer the appropriate documentation?
• Is the invoice going to be issued with the correct name?
• Is the needed information on the invoice, including service and taxes?
• Can you hand in documents necessary for reimbursement?

An essential thing to remember is that IBA approval and GST registration are different credentials. Do not assume that every GST-registered mover has IBA approval or that every claim of IBA approval meets your employer’s specific reimbursement rules.

15. Who Will Be My Contact Person on Moving Day?

The last question is simple yet helpful. After you book your move, it is important to know whom to speak to in case of any doubts.

Good moving entails proper communication, apart from just packing and transportation. Before placing an order, make sure to find out about the following:

• The name of your coordinator.
• The phone number of the supervisor.
• The name of the person in charge of transportation updates.
• The name of the one who will be present during packing and loading.
• The name of the person in charge of unloading and delivery.
• The name of the contact person in case of any complaint or emergencies.

This is especially important in cases of long-distance relocation as the client may be in another city while their belongings are on the way. Having one point of contact makes things easier and reduces unnecessary confusion.

Bonus: 7 Warning Signs That Should Never Be Ignored Before Paying an Advance

Along with the 15 questions mentioned above, pay close attention to how the company responds to the questions. Sometimes, how a mover responds to an inquiry reveals more than its advertisements and marketing.

Here are 7 warning signs to watch out for:

If you spot numerous red flags, it’s smarter to check out other movers instead of rushing to pay an advance.