Moving Day Checklist: Inventory, Bill of Lading and Walk-Through

Moving day, hour by hour

Times are relative to the crew's arrival, not clock times, because every move starts differently. Part 375 covers interstate moves by a mover; for a local move, ask your mover what applies.

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Before the crew arrives

• Put your copy of the estimate, the bill of lading and your folder where you can reach them.

  Part 375 says the bill of lading must be in the driver's possession before the vehicle leaves the origin residence, and you hold your own copy too.

  Source: eCFR, 49 CFR Part 375

• Clear a parking space, prop the doors, and protect floors and railings.
• Mark and shut away anything that must not go: valuables, documents, the last-night box.
• Charge your phone and keep the driver's and the office's numbers in it.

When the crew arrives: inventory and bill of lading

Do this before anything leaves the house. It is the record the rest of the day depends on.

• Check that the company name on the truck and the paperwork matches your contract.
• Read the bill of lading and check the pickup and delivery dates, the payment form accepted at delivery, and the charges against your estimate.

  Part 375 lists what the bill of lading must show, including the mover's registered name and address, the dates, the payment form, the valuation statement and a statement that it incorporates the services on the estimate (375.505(b)).

  Source: eCFR, 49 CFR Part 375

• Urgent: Do not sign a blank document. Only information that cannot be known before loading, such as final weight, may be left open.

  Part 375 says a mover may not require you to sign a blank document (375.505(g)).

  Source: eCFR, 49 CFR Part 375

• Watch the inventory being written and check that numbered stickers go on each item.

  The inventory must list every carton and every uncartoned item, with an identification number on each article (375.503(a)).

  Source: eCFR, 49 CFR Part 375

• Read the condition notes beside each item, and write down any disagreement.

  FMCSA's booklet says the mover must list damage or unusual wear, and that you may note disagreement.

  Source: eCFR, 49 CFR Part 375

• Sign the inventory only when it is accurate, and take a complete copy before the truck is loaded.

  Part 375 says you get a copy of the inventory, signed by both of you, together with the bill of lading before or at loading (375.503(c)).

  Source: eCFR, 49 CFR Part 375

• If you have added items or services since the estimate, expect a new signed estimate before loading.

  Part 375 requires the mover to reaffirm the original or prepare a new one before loading (375.403, 375.405).

  Source: eCFR, 49 CFR Part 375

While they load

• Stay at the house, or name a person who will, for the whole loading.
• Answer the crew's questions about fragile items, stairs and what goes first.
• Spot-check that boxes you packed yourself carry the same labels as in your own notes.
• Keep pets and children out of the doorway and the driveway.

Final walk-through of the old place

• Open every closet, cabinet, drawer, the attic hatch and the shed, and look behind doors.
• Check outlets, light fittings and wall mounts for items you meant to take.
• Photograph each room empty, and note any meter readings you were told to record.
• Turn off lights and water as agreed, lock up, and hand over or leave keys as the lease or sale requires.
• Confirm the driver has your phone number and the delivery address before the truck leaves.

Delivery: check against the inventory before you sign

• Have the form of payment named on the bill of lading ready before unloading.

  The booklet says it is standard to pay the charges due at delivery before the shipment is unloaded, in the terms on the bill of lading, so check what those terms say.

  Source: eCFR, 49 CFR Part 375

• Check each item as it comes off the truck against your copy of the inventory.

  Part 375 says you have the opportunity to observe and verify that the same articles are delivered and their condition (375.503(d)).

  Source: eCFR, 49 CFR Part 375

• Urgent: Write any missing item or new damage on the inventory and ask the mover to record it on its copy.

  FMCSA's booklet says your ability to recover for a loss may depend on those notations.

  Source: eCFR, 49 CFR Part 375

• Sign the mover's copy of the inventory last, only after the notations are correct.

  The booklet says movers are prohibited from having you sign documents that release them from all liability in exchange for delivery.

  Source: eCFR, 49 CFR Part 375

• Sign and date the bill of lading at the destination, and keep your copy.

  Part 375 says it is signed at origin and at destination (375.505(f)).

  Source: eCFR, 49 CFR Part 375

• Note the delivery date, and look up how to file a claim with the mover in writing if you need one.

  Source: FMCSA, Protect Your Move

Sources (2)

1. FMCSA, Protect Your Move fmcsa.dot.gov
2. eCFR, 49 CFR Part 375 ecfr.gov

In short: On move day, read the bill of lading, never sign a blank document, watch the inventory being written, walk the empty house, and at delivery check each item against the inventory and write down problems before you sign.

This checklist follows move day in the order it happens, from the minutes before the crew arrives to the moment you sign for your goods at the other end. It is for anyone moving with a professional crew. The paperwork rules it cites are from Part 375, which governs interstate household goods moves by movers. Part 375 does not reach a move that stays inside one state, so for a local move ask your company what paperwork it uses. The habits here are sound on any move with a crew.

Why the paperwork comes first

The pace of a move day pushes you to wave the crew in and deal with forms later. Resist that. The inventory and the bill of lading are the record of what was picked up, in what condition, and on what terms, and FMCSA's rights booklet says your ability to recover for a loss may depend on what you wrote on them.

Part 375 says the bill of lading is the contract. It says the mover must put on it, among other things, its registered name and address, the dates for pickup and delivery, the form of payment it will honor at delivery, the valuation statement, and a statement that the bill of lading includes the services on the estimate. The estimate and the inventory are attachments to it. You and the mover sign it before loading, and again at the destination.

The inventory must list every carton and every uncartoned item, with an identification number placed on each article. You must have the chance to watch it being prepared, and you get a complete copy, signed by both of you, with the bill of lading before or at loading.

The sections in order

The first section is for the minutes before the crew comes: papers within reach, a clear path, anything that must not go shut away. The second is the paperwork, which belongs before the first box moves. The third covers loading. The fourth is the final walk-through of the old place, and the last is the delivery end.

Worked example: a morning pickup and an afternoon delivery

Imagine the crew arrives at eight. By seven you have the estimate and bill of lading on the counter and your phone charged. When the crew leader comes in, you compare the name on the truck with the name on the contract, and read the dates and payment form on the bill of lading. The form says the company honors a certified check at delivery, and you only have a card, so you ask now, not at the other end.

The crew starts the inventory and sticks numbered labels on the furniture. You notice the notes on the dining table do not mention a scratch you remember, and you ask for it to be written down. You sign the inventory only after you have read it, and take your copy.

After loading you walk every room, open each cupboard and photograph the empty rooms. At the destination you pay as the bill of lading says, check each item against your copy as it comes off the truck, write down a dented dresser, and sign the mover's inventory last, after the notation is there.

What changes the day

A last-minute addition of items or services means a new signed estimate before loading, and Part 375 says the mover is not required to honor the original estimate for goods that were not on it. If the mover says extra services are needed after the bill of lading is issued, it must tell you what they are, and you have at least an hour to decide.

When to call for help

If a mover asks you to sign a blank document, to sign a release of all liability in exchange for delivery, or to pay a different amount than the estimate allows, stop. The booklet says movers are prohibited from having you sign documents that release them from all liability for loss or damage in exchange for delivery. For an unresolved problem, FMCSA says it cannot resolve claims, but its Protect Your Move page explains how to file a complaint, and the booklet says to file a claim in writing with the mover. See the movers' questions checklist and the damage claim letter.

Questions people ask

Can I refuse to sign the inventory?

You can note any disagreement on it. The booklet says you have that right. Do not sign until it is accurate.

What if I find damage days later?

Write to the mover promptly and tell it what you found. The booklet gives 9 months from the delivery date to file a claim, but notations made at delivery carry more weight.

Sources

1. FMCSA, Protect Your Move fmcsa.dot.gov
2. eCFR, 49 CFR Part 375 ecfr.gov