Moving Service Contract Template

What Is a Moving Service Contract?

A moving service contract is a legally binding agreement between a moving company (the "Mover") and a customer (the "Shipper") that establishes the terms and conditions for the transportation of household goods or commercial property from one location to another. The contract serves as both a service agreement and a bill of lading — the official shipping document that details what is being moved, where it is going, and how much the customer will pay.

Moving service contracts are governed by a combination of federal and state regulations. Interstate moves (across state lines) fall under the jurisdiction of the Federal Motor Carrier Safety Administration (FMCSA), which requires licensed movers to provide customers with a written estimate, an order for service, and a bill of lading. Intrastate moves (within a single state) are regulated by state transportation departments or public utility commissions, each with their own documentation requirements. A well-drafted moving service contract satisfies these regulatory obligations while also protecting both parties' commercial interests.

The contract typically includes a detailed inventory of items to be moved, the origin and destination addresses, the pickup and delivery dates, the pricing structure (flat rate, hourly rate, or weight-based), and the valuation coverage selected by the customer. It also addresses the mover's liability for loss or damage, the customer's obligations regarding packing and preparation, access requirements at both locations, and the payment terms.

There are two primary types of moving estimates: binding and non-binding. A binding estimate guarantees the price will not exceed the quoted amount, regardless of the actual weight or time involved. A non-binding estimate provides an approximation, and the final cost may be higher or lower depending on the actual weight of the shipment or the time required. The contract must clearly state which type of estimate applies, as this determines the customer's financial exposure.

For moving companies, the contract is the single most important document in the transaction. It protects the company from claims that were not agreed upon, limits liability to the valuation coverage selected by the customer, and provides the legal basis for collecting payment. For customers, it guarantees that the services they are paying for will be delivered as promised and provides recourse if the mover fails to perform.

Why You Need a Moving Service Contract

The moving industry, unfortunately, has a well-documented history of disputes — from surprise charges and damaged belongings to movers holding shipments hostage until additional fees are paid. A comprehensive moving service contract protects both the company and the customer from these scenarios by putting every term in writing before the first box is loaded.

For moving companies, a contract is essential for revenue protection. It documents the agreed price, secures a deposit, and specifies the payment terms. If a customer refuses to pay the full amount upon delivery, the contract provides the legal basis for pursuing collection. It also protects the company from scope creep — customers adding items, requesting additional stops, or changing dates without corresponding price adjustments.

Liability management is equally important. A moving contract includes a valuation clause that defines the mover's maximum liability for lost or damaged items. Under FMCSA regulations, movers must offer two levels of valuation coverage: Released Value Protection (which covers items at $0.60 per pound per item at no additional cost) and Full Value Protection (which requires the mover to repair, replace, or reimburse the customer for damaged items at their full current value, for an additional fee). The contract documents the customer's selection, which limits the mover's financial exposure.

For customers, a contract provides price certainty. A binding estimate documented in the contract means the customer knows exactly what they will pay, regardless of how long the move takes or how much the shipment weighs. Even with a non-binding estimate, the contract must state that the final cost cannot exceed 110 percent of the estimate at the time of delivery (with any excess due within 30 days), giving the customer a reasonable budget ceiling.

The contract also protects the customer's belongings by documenting the inventory, condition, and value of items before the move. If items arrive damaged or missing, the inventory list serves as evidence for filing a claim. Without this documentation, proving loss or damage is extremely difficult.

Additionally, a moving service contract addresses timing. It specifies pickup and delivery windows, so the customer knows when to expect their belongings. For long-distance moves, where delivery can take days or weeks, this is critical for planning.

Key Components of a Moving Service Contract

• Parties — Legal names, addresses, and contact information for the mover and the customer.
• Origin and destination — Complete addresses for the pickup and delivery locations, including floor, building access, and elevator availability.
• Inventory list — A detailed list of all items to be moved, including descriptions, quantities, and pre-existing condition notes.
• Services included — Packing, loading, transport, unloading, unpacking, furniture disassembly/reassembly, and storage.
• Pricing structure — Flat rate, hourly rate, or weight-based pricing, with a clear total estimate.
• Estimate type — Whether the estimate is binding or non-binding.
• Valuation coverage — The customer's selected level of liability protection and any associated cost.
• Pickup and delivery dates — Exact dates or delivery windows, with consequences for delays.
• Payment terms — Deposit amount, balance due date, accepted payment methods, and late fees.
• Access and preparation — Customer's responsibility for clearing pathways, reserving elevators, and securing parking permits.
• Prohibited items — Items the mover will not transport, such as hazardous materials, perishables, or high-value items.
• Liability limitations — The mover's maximum liability for loss, damage, or delay.
• Insurance — The mover's insurance coverage and the customer's option to purchase additional coverage.
• Claims process — How to file a claim for loss or damage, deadlines for filing, and the resolution timeline.
• Cancellation policy — Deadlines, refund amounts, and rescheduling options.
• Signatures — Both parties sign and date.

How to Write a Moving Service Contract

1. Conduct a pre-move survey. Visit the customer's location (or conduct a virtual survey) to assess the scope of the move. Document every item to be moved and note any access challenges.

2. Build the inventory list. Create a detailed inventory that includes item descriptions, quantities, and condition notes. Have the customer review and sign the inventory.

3. Calculate the estimate. Based on the inventory, distance, and services required, prepare a binding or non-binding estimate. Document the calculation method.

4. Define all services. List exactly what is included — packing materials, labor for packing and unpacking, disassembly and reassembly, special handling for fragile items, storage, and any extra services.

5. Set pickup and delivery dates. Provide specific dates or a delivery window. For long-distance moves, specify the estimated transit time and the latest delivery date.

6. Explain valuation options. Present the customer with Released Value Protection and Full Value Protection options, explain each, and document their selection.

7. Establish payment terms. State the deposit amount, when the balance is due (typically upon delivery), accepted payment methods, and any fees for late payment.

8. Include the cancellation policy. Define cancellation deadlines and corresponding refund amounts.

9. Add liability and claims provisions. Limit the mover's liability to the selected valuation coverage and describe the claims filing process and timeline.

10. Review together and sign. Walk the customer through every section of the contract. Answer questions, make any necessary adjustments, and have both parties sign.

Free Moving Service Contract Template

MOVING SERVICE CONTRACT

This Moving Service Contract ("Agreement") is entered into as of [Date] by and between:

Moving Company: [Business Name], USDOT No.: [Number], MC No.: [Number], located at [Address], Phone: [Phone], Email: [Email] ("Mover")

Customer: [Full Name], residing at [Address], Phone: [Phone], Email: [Email] ("Customer")

1. Origin and Destination

a) Origin Address: [Full Address], Floor/Unit: [Details], Elevator Available: [Yes / No], Parking Permit Required: [Yes / No].
b) Destination Address: [Full Address], Floor/Unit: [Details], Elevator Available: [Yes / No], Parking Permit Required: [Yes / No].
c) Additional Stops: [List any intermediate pickup or delivery stops and addresses, or "None"].

2. Inventory

A detailed inventory of all items to be moved is attached as Exhibit A to this Agreement. The Customer has reviewed the inventory and confirmed its accuracy by initialing each page. The condition of items at the time of pickup shall be noted on the inventory.

3. Services

The Mover shall provide the following services:
a) Packing: [Full packing / Partial packing (specify items) / Customer self-packs].
b) Packing Materials: [Included in estimate / Charged separately at cost].
c) Loading and Unloading: Included.
d) Transportation: From origin to destination via [method].
e) Furniture Disassembly and Reassembly: [Included for the following items: ___ / Not included].
f) Special Handling: [e.g., piano, antiques, artwork, safes — specify items and additional charges].
g) Storage: [Not required / Required for an estimated [Number] days at $[Amount] per day, stored at [Facility Address]].
h) Unpacking: [Included / Not included / Available upon request at $[Amount] per hour].

4. Estimate and Pricing

a) Estimate Type: [Binding / Non-Binding].
b) Pricing Method: [Flat Rate: $[Amount] / Hourly Rate: $[Amount] per hour with [Number] movers, estimated [Number] hours / Weight-Based: $[Amount] per pound, estimated weight [Number] lbs].
c) Total Estimated Cost: $[Amount].
d) If this is a binding estimate, the total cost shall not exceed the amount stated above, provided the Customer has accurately represented the scope of the move and does not request additional services.
e) If this is a non-binding estimate, the actual cost will be determined by [actual weight / actual hours]. At delivery, the Customer shall not be required to pay more than 110% of the estimated cost. Any amount exceeding 110% shall be due within 30 days of delivery.

5. Valuation Coverage

The Customer has selected the following valuation option:
[ ] Released Value Protection — At no additional cost. The Mover's liability is limited to $0.60 per pound per article.
[ ] Full Value Protection — At an additional cost of $[Amount]. The Mover is liable for the replacement value of lost or damaged items, subject to a deductible of $[Amount].

Customer Initials: _______________

6. Pickup and Delivery Schedule

a) Pickup Date: [Date], between [Time] and [Time].
b) Estimated Delivery Date: [Date] (for local moves) / Delivery Window: [Start Date] to [End Date] (for long-distance moves).
c) If delivery is delayed beyond the agreed window, the Mover shall notify the Customer immediately and shall be liable for reasonable additional expenses incurred by the Customer as a result of the delay, up to $[Amount] per day.

7. Payment Terms

a) Deposit: $[Amount], due upon signing this Agreement. The deposit is [refundable / non-refundable] subject to the cancellation policy.
b) Balance Due: The remaining balance is due upon delivery, before unloading begins.
c) Accepted Payment Methods: [Cash / Certified Check / Credit Card / Money Order]. Personal checks are [accepted / not accepted].
d) The Mover shall not hold the Customer's shipment hostage for charges exceeding 110% of a non-binding estimate at the time of delivery.

8. Customer Responsibilities

a) The Customer shall ensure clear pathways and adequate parking at both origin and destination.
b) The Customer shall secure any necessary elevator reservations, building permits, and parking permits.
c) The Customer shall disconnect and prepare appliances for transport (unless appliance servicing is included in Services).
d) The Customer shall remove items from drawers and shelves prior to the move.
e) The Customer shall be present or designate an authorized representative at both pickup and delivery.

9. Prohibited Items

The Mover shall not transport the following items: hazardous materials, flammable liquids, explosives, ammunition, perishable food, live plants, pets, controlled substances, cash, jewelry exceeding $[Amount] in value, and irreplaceable documents. The Customer shall remove all prohibited items from the shipment prior to loading. If prohibited items are found during loading, the Mover may refuse to transport them.

10. Loss, Damage, and Claims

a) The Customer shall inspect the shipment upon delivery and note any damage or missing items on the delivery receipt.
b) Claims for loss or damage must be filed in writing within [90 / 270] days of delivery.
c) The Mover shall acknowledge receipt of the claim within [30] days and resolve the claim within [120] days of receipt.
d) The Mover's liability shall not exceed the valuation coverage selected by the Customer in Section 5.
e) The Mover shall not be liable for damage to items packed by the Customer (PBO — Packed By Owner) unless the outer carton shows visible damage.

11. Cancellation Policy

a) Cancellation more than [7] days before the pickup date: Full refund of deposit.
b) Cancellation [3-7] days before: [50]% of deposit refunded.
c) Cancellation less than [3] days before: No refund.
d) The Mover may cancel if the Customer has provided materially inaccurate information about the scope of the move.

12. Insurance

a) The Mover maintains commercial general liability insurance with coverage of $[Amount] per occurrence.
b) The Mover maintains cargo insurance as required by law.
c) The Customer may purchase additional third-party moving insurance at their own expense.

13. Force Majeure

Neither party shall be liable for delays caused by severe weather, natural disasters, government orders, strikes, road closures, or other events beyond reasonable control. The Mover shall make reasonable efforts to reschedule service as soon as conditions permit.

14. Dispute Resolution

Disputes shall be resolved through negotiation, followed by mediation if necessary. If mediation fails, disputes shall be submitted to binding arbitration in [City, State] under the rules of the American Arbitration Association. This Agreement shall be governed by the laws of the State of [State] and applicable federal regulations.

15. Entire Agreement

This Agreement, including Exhibit A (Inventory), constitutes the entire understanding between the parties. Amendments must be in writing and signed by both parties.

SIGNATURES

Mover Representative: ___________________________ Date: _______________

Print Name / Title: ___________________________

Customer Signature: ___________________________ Date: _______________

Print Name: ___________________________

How to Use This Template

1. Conduct the pre-move survey. Complete a thorough in-home or virtual survey before filling in the contract. This ensures the inventory and estimate are accurate.

2. Prepare Exhibit A (Inventory). Create a separate document listing every item with descriptions and condition notes. Both parties should initial each page.

3. Fill in all contract details. Replace every bracketed placeholder with specific information. Do not leave any field blank.

4. Explain valuation options. Make sure the customer understands the difference between Released Value Protection and Full Value Protection before they initial their selection.

5. Send the contract and estimate together. The customer should receive the contract, the estimate, and the "Your Rights and Responsibilities When You Move" booklet (required for interstate moves) at the same time.

6. Collect the signed contract and deposit. Confirm the booking only after both are received.

7. Confirm 48 hours before. Call the customer to reconfirm the pickup date, time, and any last-minute changes.