Your clients are focused on the deal. They are thinking about the inspection, the appraisal, the closing date, and the keys. Hiring movers is somewhere on the list, but it rarely gets the attention it deserves until the closing date is two weeks away and suddenly they are scrambling to find availability. As a real estate agent on the Eastside, you have seen what happens when clients wait too long or hire the wrong company. A bad move experience colors the entire transaction in their memory, even if everything else went smoothly. A good move experience, on the other hand, reinforces the quality of the whole process and makes them more likely to refer you. This guide is designed to be shared directly with your clients or used as a framework for the conversation you have with them about moving. It covers what to look for, what to avoid, when to book, and what questions to ask before signing a moving contract.
Why Moving Company Selection Matters More Than Most Clients Think
- damaged furniture
- a bill that doubles at the last minute
- a crew that does not show up
When to Tell Your Clients to Start Looking
- Offer accepted: start contacting moving companies
- Inspection period: get at least two quotes
- Financing contingency removed: book the mover
- Two weeks before closing: confirm the booking and review the details
- One week before closing: confirm the move date and access arrangements
The Three Things That Separate Good Movers From Bad Ones
- Proper licensing. Washington State requires household goods movers to hold a state license (HG number) and federal USDOT registration. Any company that cannot provide both is operating illegally.
- binding estimate — A binding estimate is a firm price that cannot increase on move day. Clients who receive only a non-binding estimate should understand that the final bill may be higher than quoted.
- Employed crew members. Companies that use their own employees rather than day laborers or subcontractors provide more consistent service and have more accountability if something goes wrong.
Red Flags Your Clients Should Know to Watch For
- No walkthrough before quoting — a legitimate company cannot give an accurate estimate without seeing what needs to move
- A quote significantly lower than others — low-ball quotes are often followed by inflated charges on move day
- A large deposit required upfront — reputable movers collect payment after the move, not before
- No physical address — companies without a verifiable business address have no accountability
- Pressure to book immediately — legitimate companies do not use high-pressure sales tactics
Questions Your Clients Should Ask Before Signing
- Are you licensed and insured in Washington State? Ask for the HG license number and USDOT number.
- Is this a binding or non-binding estimate? Understand exactly what the quoted price covers.
- Do you use your own employees or subcontractors? Employed crews have more accountability.
- What is your claims process if something is damaged? Know the timeline and documentation requirements before the move.
- What do you need from me to make this move go smoothly? A good answer reveals whether the company has thought carefully about client preparation.
What to Tell Clients About the Day Before and Day of the Move
- All boxes packed, sealed, and labeled with destination room
- Furniture that needs disassembly identified and tools accessible
- A clear path from each room to the front door
- Valuables, medications, and important documents set aside to carry personally
- Payment method ready (most companies collect after the move)
How to Position Yourself as the Agent Who Thinks of Everything
Frequently Asked Questions
How far in advance should my clients book a moving company?
On the Eastside, clients should start getting quotes as soon as the offer is accepted and book as soon as the closing date is reasonably firm. During peak season (May through September), the best companies book out four to six weeks in advance. Waiting until two weeks before closing significantly limits options and often means choosing from companies with lower ratings or less experience. Most reputable companies will hold a date with a small deposit and allow one or two date changes without penalty, so booking early carries little risk.
What is the difference between a binding and non-binding moving estimate?
A binding estimate is a contract. The price will not change on move day unless the inventory changes (items are added or the scope of work changes significantly). A non-binding estimate is a projection that can be revised upward on move day based on actual time and weight. Clients should always request a binding estimate. If a company will only provide a non-binding estimate, clients should ask specifically what circumstances would cause the final price to exceed the estimate and by how much.
What should my clients do if something is damaged during the move?
Clients should note any visible damage on the delivery receipt before signing it. Signing without noting damage is treated as acceptance of the condition of the items. After signing, clients should document the damage with photographs and contact the moving company's claims department within the timeframe specified in their contract, which is typically 30 to 60 days. If the company is unresponsive, clients can file a complaint with the Washington Utilities and Transportation Commission for intrastate moves or the Federal Motor Carrier Safety Administration for interstate moves.
Is it safe to hire a moving company found online without a referral?
It can be, but it requires more due diligence. Clients who hire without a referral should verify the company's Washington UTC registration number, check their USDOT number on the FMCSA website for interstate moves, read reviews on multiple platforms (not just the company's own website), and ask for references from recent moves similar in size to theirs. The most reliable signal of a trustworthy company is a direct referral from someone who has used them recently. As an agent, providing that referral is one of the most valuable things you can do for your clients.
What happens if the closing date changes after my client has booked movers?
Most reputable moving companies will accommodate one or two date changes without penalty, especially if the client gives adequate notice (typically at least two weeks). Clients should ask about the rescheduling policy before booking and confirm it in writing. If the deal falls through entirely, the deposit is typically non-refundable, but some companies will apply it to a future move. Clients should clarify the deposit policy before paying.
Should my clients hire the cheapest moving company they can find?
No. Price is a useful data point but should not be the primary decision factor. A quote that is significantly lower than all other quotes is a red flag, not a deal. Reputable moving companies have similar cost structures for labor, equipment, and insurance. A company that is dramatically cheaper is either cutting corners on insurance, planning to add charges later, or using inexperienced labor. Clients should get three quotes and choose based on the combination of price, licensing and insurance verification, estimate type (binding vs. non-binding), and references.
Jason founded On The Go Moving & Storage in Redmond, WA in 2009 and has personally overseen more than 25,000 moves across Greater Seattle. He holds a Washington State Household Goods Mover license (HG-064180) and writes from direct, hands-on experience in the moving industry.
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