Self-Move Planning

Important First Step

After receiving either a Standard or Conditional Relocation Approval, you may begin planning your relocation and selecting a moving company if completing a self-move. The first action you should take is to schedule a Relocation Planning Appointment with a Civility MS Travel Coordinator.

This appointment is critical to ensuring:

Your move is completed smoothly and in compliance with program requirements
Only allowable expenses are incurred and submitted for reimbursement

Participants are encouraged to contact their assigned Relocation Specialist at any point during the relocation process, including during packing, loading, transit, or delivery, if questions or concerns arise.

Review “Your Rights and Responsibilities When You Move"

In addition to the Relocation Planning Appointment, participants must access and review the “Your Rights and Responsibilities When You Move” booklet developed by the Federal Motor Carrier Safety Administration (FMCSA). This document provides essential consumer protections and regulatory guidance related to household goods moves.

Obtain Three Written Estimates

Participants should obtain three written estimates from validated moving companies. The Moving Company Validation page, located under the Relocation tab of this website, provides instructions for confirming that moving companies are properly licensed, registered, and capable of completing your move.

Four Critical Concepts for Interstate Moves

The following concepts are essential for a compliant move and future reimbursement. Participants should review the corresponding sections in the FMCSA booklet:

The different types of moving estimates
The mover’s liability for loss or damage
Required shipment documentation for reimbursement:
1. Inventory
2. Final Estimate/Order for Service
3. Bill of Lading
4. Paid Invoice Receipt
Determining whether the mover is a reliable and capable moving company

Types of Estimates and Liability Coverage

Moving companies offer binding and non-binding estimates, which determine how final charges are calculated. These estimate types are explained in detail beginning on page 5 of the FMCSA booklet.

Movers must also disclose two liability coverage options:

Option 1: Full (Replacement) Value Protection (recommended by the program)
Option 2: Waiver of Full (Replacement) Value Protection (60 cents per pound)

Broker Estimates and Associated Risks

Household goods brokers may only provide estimates on behalf of a mover if they have a written agreement and use the mover’s published tariff.

Written and Signed Estimates Required for Reimbursement

FMCSA regulations require movers to provide written estimates. Verbal quotes are added no legal standing and must not be accepted. Each estimate must:

Include all transportation, accessorial, and advanced charges
Be dated and signed by both the participant and the mover
Become part of the required shipment documentation for reimbursement

For moves originating within 50 miles of a mover’s place of business, the estimate must be based on a physical or virtual survey (e.g., FaceTime or similar video platform), unless this requirement is waived in writing.

The estimate must be fully completed, reviewed, and signed before the shipment is loaded.

Changes to Estimates

Changes to estimates may occur only before loading and must be mutually agreed upon by both the participant and the mover. Movers are prohibited from changing estimates during or after loading. Additional details regarding estimate changes are provided in the FMCSA booklet.

Participants are strongly advised to carefully read all documentation before signing and never sign blank or incomplete documents, as doing so may allow unauthorized changes to the cost or terms of the move.