Moving Company Estimate, Inventory, Delivery, and Damage Claim Log Template

Create one project file before requesting quotes.

For an interstate move, verify the mover or broker through FMCSA and preserve:

• Written estimate
• Survey
• Rights-and-responsibilities booklet
• Order for service
• Inventory
• Bill of lading
• Liability selection
• Receipts
• Delivery records
• Claim correspondence

FMCSA requires interstate movers to provide written estimates and ordinarily base them on an in-person or virtual survey unless the customer waives that survey in writing.

Move identity

Origin:
Destination:
Move date:
Customer:
Mover:
Broker:
USDOT number:
MC number:
State license:
Estimate type: Binding / nonbinding
Pickup window:
Delivery window:
Claims contact:
Log last updated:

Use FMCSA’s official lookup for interstate companies.

Do not accept a logo, marketplace profile, or review page as proof that a company is the registered mover.

Company verification

| Field | Mover A | Mover B | Mover C | |---|---|---|---| | Legal name | | | | | USDOT number | | | | | Broker or carrier | | | | | Address | | | | | Insurance | | | | | Complaint history checked | | | | | Written estimate | | | | | Survey completed | | | |

A broker arranges transportation but may not own the trucks or perform the move.

Record which legal entity will take possession of the goods.

Estimate record

Estimate date:
Survey type: On-site / virtual / waived
Binding or nonbinding:
Weight or volume basis:
Packing included:
Labor included:
Stairs:
Elevator:
Long carry:
Shuttle:
Storage:
Fuel or accessorial charges:
Total:
Expiration:

FMCSA says a verbal quote is not an official estimate and that the written estimate must include transportation, accessorial, and advanced charges.

Do not compare totals until every quote covers the same:

• Inventory
• Packing
• Access
• Dates
• Storage
• Liability level

Inventory before pickup

Create your own inventory with:

• Item ID
• Description
• Room
• Condition
• Photograph
• Serial number
• Approximate value
• Weight where relevant
• Box number
• Extraordinary-value status

Then compare it with the mover’s inventory.

FMCSA requires interstate movers to prepare an inventory before or during loading, describe existing damage or unusual wear, and obtain signatures on each page. Customers can note disagreements before signing.

Do not sign a blank or unreadable inventory.

Valuable items

FMCSA describes items worth more than one hundred dollars per pound as articles of extraordinary value for some liability purposes.

List them explicitly when required.

Examples may include:

• Jewelry
• Art
• China
• Collectibles
• Small expensive electronics

Consider transporting irreplaceable records, medications, and high-value personal items separately.

Liability choice

Full Value Protection

The mover is generally responsible for repair, replacement with a similar item, or a cash settlement within the selected coverage terms.

Released Value Protection

Federal interstate rules limit ordinary released-value liability to no more than sixty cents per pound per article.

A 25-pound television would therefore have maximum released-value liability of fifteen dollars at sixty cents per pound.

FMCSA explains both options and says Released Value requires a specific signed selection.

Do not call Released Value “insurance.” It is a limited carrier-liability option.

Pickup record

Truck identity:
Driver:
Pickup arrival:
Loading complete:
Seal number:
Inventory pages signed:
Bill of lading received:
Payment made:
New estimate or change:
Photographs:

Do not allow possessions to leave without a copy of the bill of lading and inventory.

Record every change in writing.

Delivery inspection

Before the crew leaves:

1. Match item and box numbers.
2. Note missing items.
3. Photograph exterior damage.
4. Open visibly damaged boxes where practical.
5. Inspect large furniture and appliances.
6. Record wall and floor damage.
7. Note disagreement on the delivery documents.
8. Preserve packaging.
9. Obtain the driver’s acknowledgment.

Do not sign a statement that everything arrived in good condition when inspection has not occurred.

Damage claim record

| Item | Inventory ID | Damage | Photo | Repair estimate | Claimed value | Status | |---|---|---|---|---:|---:|---| | | | | | | | |

FMCSA says an interstate loss or damage claim must be filed in writing with the mover within nine months of delivery. The customer does not have to use the mover’s proprietary claim form, though obtaining it can be useful.

Record:

Delivery date:
Nine-month claim deadline:
Claim sent:
Delivery confirmation:
Certified-mail tracking:
Response:
Inspection:
Settlement:
Dispute:

Complaint versus claim

A damage claim seeks compensation from the mover.

An FMCSA complaint reports possible regulatory violations or fraud.

FMCSA says it does not resolve private claims but uses complaints to identify companies that may warrant investigation.

Do both when appropriate, but do not confuse one with the other.

Minimal spreadsheet header

Company | USDOT | Broker/Carrier | Estimate Type | Survey | Pickup | Delivery | Inventory ID | Condition | Damage | Claim Deadline | Claim Status | Settlement

Bottom line

Preserve the estimate, survey, liability selection, inventory, bill of lading, delivery notes, photographs, and claim deadline.

A move already involves putting nearly every physical possession into the custody of strangers. The paperwork should not also be placed into the custody of memory and goodwill.

Sources reviewed

• ^[1]
• ^[2]
• ^[3]

Limits and cautions

• Testing not applicable

Sources reviewed

Source notes

1. https://www.fmcsa.dot.gov/sites/fmcsa.dot.gov/files/2023-10/FMCSA_R%26R_Handbook_Web_v1.pdffmcsa.dot.gov
2. https://www.protectyourmove.gov/protectyourmove.gov
3. https://www.fmcsa.dot.gov/consumer-protection/protect-your-move/are-you-moving/liability-protectionfmcsa.dot.gov

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