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 Appointmentwith 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.

The Four Most Important Things to Understand About 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

The 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. Participants should carefully review the “Self-Movers: Know the Difference” section of this website to understand the risks and limitations associated with broker estimates.

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.

Self-Movers Know the Difference!

Know the Difference Between Moving Companies and Brokers

Program participants completing self-moves often believe they have contacted a moving company to obtain an estimate, only to discover - sometimes after the move has been completed - that they were actually working with a moving broker. In many cases, participants become aware of this distinction only after submitting an Expense Report and learning that certain expenses are not reimbursable.

Household goods moving company (mover) is responsible for physically transporting your shipment. In contrast, a moving broker does not perform the move. Instead, a broker arranges for the transportation of your household goods by selling your move to an actual moving company that provides the truck, labor, and line-haul transportation.

What Is a Moving Broker?

A moving broker is not a mover. Brokers function as sales organizations that book moves and then subcontract the work to a moving company. Moving brokers often charge booking fees, administrative fees, or binding estimate fees.

Please note:

Broker fees are not reimbursable under the program.
Binding estimate fees charged by brokers are not reimbursable.

Participants who unknowingly work with brokers frequently incur non-reimbursable costs that cannot be approved after the move is completed.

FMCSA Registration and Disclosure Requirements

Legitimate household goods movers and brokers engaged in interstate transportation are required to be registered with the Federal Motor Carrier Safety Administration (FMCSA). A legitimate company will clearly disclose whether it is operating as a mover (carrier) or as a broker. Participants are strongly encouraged to validate all companies before requesting estimates or signing any agreements.

Moving Company and Broker Validation Database

Before selecting companies for estimates, you should research whether each company is a household goods mover or a moving broker and confirm that the company is appropriately registered with FMCSA.

For interstate moves:

A household goods mover must be registered in the FMCSA database as an Interstate Household Goods Carrier.
Both legitimate movers and brokers will appear in the FMCSA database, but their business type and authority differ.

To validate companies, visit the FMCSA Protect Your Move website and Mover Database at: www.protectyourmove.gov

This website also provides required educational resources designed to help consumers properly protect their move.

Information Available in the FMCSA Mover Database

The FMCSA Mover Database allows you to review critical information about moving companies and brokers, including:

Company headquarters location
Company contact information
Type of moving business (e.g., carrier/mover or broker)
Registration and operating authority status, including:
- Interstate Household Goods Mover, or
- Intrastate mover authorized only within a specific state
Consumer complaint history
Safety and compliance information

Carefully reviewing this information before selecting a mover or broker can help prevent unexpected costs, service issues, and non-reimbursable expenses.Participants are encouraged to discuss any questions or concerns with their assigned Transition to Service Relocation Specialist before making arrangements.