Types of Moving Paperwork, Contracts and Documents

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The process of moving, be it local or long-distance, is complicated. Choosing to employ a moving company will streamline the work of moving and keep the heavy lifting out of your hands. There are a few important documents and forms to be aware of for every moving process. Make sure to keep these documents on hand during the moving process

Local Moving Paperwork

Inventory Documentation

The purpose of this document is to have a record of all items being moved and the condition of these items. This moving document is usually made during the loading process. The mover is obligated to also list damaged items. After the list is created the customer and the mover MUST sign all the pages of the inventory.

Item Labeling and Counting
The movers will do a recount of the items before loading them onto the truck and label each item with a unique number sticker.

Condition of Items
Before loading, the movers will inspect each item and document the condition in the Condition at Origin section.

For example:

 

DESCRIPTIVE SYMBOLS

EXCEPTION SYMBOLS

LOCATION SYMBOLS

B/W - Black & White TV

 

C - Color TV

 

CP - Carrier Packed

 

PBO - Packed by Owner

 

CD - Carrier Disassembled

 

SW - Stretch Wrapped

 

DBO - Disassembled by

Owner

 

PB - Professional Books

 

PE - Professional Equipment

 

PP - Professional Papers

 

MCU - Mechanical Conditions Unknown 

BE - Bent

BR - Broken

BU - Burned

CH - Chipped

CU - Contents & Condition Unknown

D - Dented

F - Faded

G - Gouged

L - Loose

M - Marred

MI - Mildew

MO - Motheaten

P - Peeling

R - Rubbed

RU - Rusted

SC - Scratched 

S - Stretched

SH - Short

SO - Soiled

ST - Stained

T - Torn

W - Badly Worn

Z - Cracked

  • Arm
  • Bottom
  • Corner
  • Front
  • Left
  • Legs
  • Rear
  • Right
  • Side
  • Top
  • Veneer
  • Edge
  • Center
  • Inside
  • Drawer
  • Seat
  • Door
  • Shelf
  • Hardware

 

 

DESCRIPTIVE SYMBOLS

EXCEPTION SYMBOLS

LOCATION SYMBOLS

B/W - Black & White TV

C - Color TV

CP - Carrier Packed

PBO - Packed by Owner

CD - Carrier Disassembled

SW - Stretch Wrapped

DBO - Disassembled by Owner

PB - Professional Books

PE - Professional Equipment 

PP - Professional Papers

MCU - Mechanical Conditions Unknown 

BE - Bent

BR - Broken

BU - Burned

CH - Chipped

CU - Contents & Condition Unknown

D - Dented

F - Faded

G - Gouged

L - Loose

M - Marred

MI - Mildew

MO - Motheaten

P - Peeling

R - Rubbed

RU - Rusted

SC - Scratched 

S - Stretched

SH - Short

SO - Soiled

ST - Stained

T - Torn

W - Badly Worn

Z - Cracked

  • Arm
  • Bottom
  • Corner
  • Front
  • Left
  • Legs
  • Rear
  • Right
  • Side
  • Top
  • Veneer
  • Edge
  • Center
  • Inside
  • Drawer
  • Seat
  • Door
  • Shelf
  • Hardware

 

Before this document is signed, be sure that all the items are there and the damage is properly assessed. If a customer feels an assessment is incorrect they must notify the mover before signing the document.

Packing Materials Form

The packing materials order form contains information about packing material descriptions used during packing. The names of packing materials are not indicative of the items that are actually packed inside. For example, the book box is not used only for packing books, but rather a variety of items. The crating service/material does not refer to wooden crates but rather to cut cardboard. 

This form also states that unpacking is not included in the charges and that this service can be purchased additionally and that Zip Moving & Storage is authorized to use the necessary materials. All additional services will be charged based on the company’s rates and the customer will be notified about the final charges prior to delivery and while in transit.

Bill of Lading

As the law states, the moving company is required to prepare a bill of lading for the shipment. The bill of lading defines the contract between the customer and the moving company for the transportation of the items. The information about the shipment on this document has to be the same as on the order of service. The driver MUST provide a copy of this document during moving day (usually before or while loading the shipment).

It is very important not to lose or misplace the customer copy of this document.

Use a designated folder or binder to keep documents on hand until the job is complete.

If the shipping of the items is performed under non-binding estimates, the bill of lading will not include the total charges.

Local paperwork
When moving locally, customers are billed hourly

Hourly Based Charges:
When moving locally, customers are billed hourly. More specifically, customers are billed for every fifteen minutes the movers are on the job. The hourly rate varies depending on how many movers are on the job and the day of the week. Customers will also be billed for the travel time (the time the movers spend travelling to and from the customer’s location). The complete list of information attached to the Bill of Lading can be found below.

The bill of lading MUST include these 14 elements:

  1. Mover’s name and address
  2. Name and address of any other moving company that might take part in the transportation of your items
  3. Name, address, and phone number of the office to contact the moving company for additional information
  4. Payment form accepted by the mover at delivery (same as in the estimate and order of service)
  5. Customer name, address, phone number, for collect-on-delivery basis transport
  6. Dates or period of time for pickup and delivery of the shipment (for non-guaranteed services)
  7. Dates for pickup and delivery and any penalty or entitlements stated in the agreement
  8. The actual date of pickup
  9. The ID number of vehicles used for transporting the shipment
  10. Terms and conditions for payment of the total charges and notice of any minimum charge
  11. For collect-on-delivery transport, the maximum amount your mover will demand from you at the time of delivery, based on the estimate
  12. Evidence of any insurance coverage 
  13. Attachment to the bill of lading (binding/non-binding estimate, the order of service, inventory list)
  14. Two options for liability (Full Value Protection or Waiver of Full Value Protection)

One copy of this moving document MUST remain with the driver while the driver is in possession of the shipment as well during the loading of the shipment.

Protection Plan Documentation (Valuation Addendum Form)

There are two options for protection plans when it comes to levels of liability.

Full Value Protection

Full Value Protection is the most comprehensive plan. The minimum level of liability for the shipment is $6.00 per pound multiplied by the weight of the shipment.

Waiver of Full Value Protection

Waiver of Full Value Protection carries minimal protection (released Value of 60 cents per pound per article). This protection is covered by the moving company as part of the agreement with the customer.

Another option is third party insurance. Zip Moving & Storage can provide options for third party insurance. The moving company is obligated to issue a policy or other written record of the purchase and provide a copy of the policy at the time of purchase.

Rights and Responsibilities booklet and Ready to Move Pamphlet

Customer responsibilities: 

  • Read all moving documents issued by the mover. 
  • Be available at the time of pickup and delivery of the shipment
  • Promptly notify the mover if something changes regarding the shipment (date, additional items)
  • Make payments in the form agreed to with the mover on time
  • Promptly file claims with the mover in the event of loss, damage or delays

Find more information on the official website of Federal Motor Carrier Safety Administration:

https://www.fmcsa.dot.gov/sites/fmcsa.dot.gov/files/docs/Rights-and-Responsibilities-2013.pdf

Long-distance Moving Paperwork

Inventory Documentation

The purpose of this document is to have a record of all items being moved and the condition of these items. This moving document is usually made during the loading process. The mover is obligated to also list damaged items. After the list is made, the customer and the mover MUST sign all the pages of the inventory.

Item Labeling and Counting

The movers will do a recount of the items before loading them onto the truck and label each item with a unique number sticker.

Condition of Items

Before loading the items onto the trucks, the movers will inspect each item and document the condition in the Condition at Origin section.

For example:

 

DESCRIPTIVE SYMBOLS

EXCEPTION SYMBOLS

LOCATION SYMBOLS

B/W - Black & White TV

 

C - Color TV

 

CP - Carrier Packed

 

PBO - Packed by Owner

 

CD - Carrier Disassembled

 

SW - Stretch Wrapped

 

DBO - Disassembled by

Owner

 

PB - Professional Books

 

PE - Professional Equipment

 

PP - Professional Papers

 

MCU - Mechanical Conditions Unknown 

BE - Bent

BR - Broken

BU - Burned

CH - Chipped

CU - Contents & Condition Unknown

D - Dented

F - Faded

G - Gouged

L - Loose

M - Marred

MI - Mildew

MO - Motheaten

P - Peeling

R - Rubbed

RU - Rusted

SC - Scratched 

S - Stretched

SH - Short

SO - Soiled

ST - Stained

T - Torn

W - Badly Worn

Z - Cracked

  • Arm
  • Bottom
  • Corner
  • Front
  • Left
  • Legs
  • Rear
  • Right
  • Side
  • Top
  • Veneer
  • Edge
  • Center
  • Inside
  • Drawer
  • Seat
  • Door
  • Shelf
  • Hardware

 

 

DESCRIPTIVE SYMBOLS

EXCEPTION SYMBOLS

LOCATION SYMBOLS

B/W - Black & White TV

C - Color TV

CP - Carrier Packed

PBO - Packed by Owner

CD - Carrier Disassembled

SW - Stretch Wrapped

DBO - Disassembled by Owner

PB - Professional Books

PE - Professional Equipment 

PP - Professional Papers

MCU - Mechanical Conditions Unknown 

BE - Bent

BR - Broken

BU - Burned

CH - Chipped

CU - Contents & Condition Unknown

D - Dented

F - Faded

G - Gouged

L - Loose

M - Marred

MI - Mildew

MO - Motheaten

P - Peeling

R - Rubbed

RU - Rusted

SC - Scratched 

S - Stretched

SH - Short

SO - Soiled

ST - Stained

T - Torn

W - Badly Worn

Z - Cracked

  • Arm
  • Bottom
  • Corner
  • Front
  • Left
  • Legs
  • Rear
  • Right
  • Side
  • Top
  • Veneer
  • Edge
  • Center
  • Inside
  • Drawer
  • Seat
  • Door
  • Shelf
  • Hardware

 

Before this document is signed, be sure that all the items are there and the damage is properly assessed. If a customer feels an assessment is incorrect they must notify the mover before signing the document.

Packing Materials Order Form

As a local moving packing materials form, the packing materials order form for long-distance contains information about packing material descriptions used during packing, and the cost of packing service. Some moving companies combined price for labor and used packing materials.
For example, the book box price is $6.00, labor service is $6.00, so the combined cost is $12.00

This form also states that unpacking is not included in the charges and that this service can be purchased additionally and that Zip Moving & Storage is authorized to use the necessary materials. All additional services will be charged based on the company’s rates and the customer will be notified about the final charges prior to delivery and while in transit.

Bill of Lading

As the law states, the moving company is required to prepare a bill of lading for the shipment. The bill of lading defines the contract between the customer and the moving company for the transportation of the items. 

The information about the shipment on this document has to be the same as on the order of service. The driver MUST provide a copy of this document during moving day (usually before or while loading the shipment). It is very important not to lose or misplace the customer copy of this document. Use a designated folder or binder to keep documents on hand until the job is complete.

The bill of lading MUST include these 14 elements:

  1. Mover’s name and address
  2. Name and address of any other moving company that might take part in the transportation of your items
  3. Name, address, and phone number of the office to contact the moving company for additional information
  4. Payment form accepted by the mover at delivery (same as in the estimate and order of service)
  5. Customer name, address, phone number, for collect-on-delivery basis transport
  6. Dates or period of time for pickup and delivery of the shipment (for non-guaranteed services)
  7. Dates for pickup and delivery and any penalty or entitlements stated in the agreement
  8. The actual date of pickup
  9. The ID number of vehicles used for transporting the shipment
  10. Terms and conditions for payment of the total charges and notice of any minimum charge
  11. For collect-on-delivery transport, the maximum amount your mover will demand from you at the time of delivery, based on the estimate
  12. Evidence of any insurance coverage 
  13. Attachment to the bill of lading (binding/non-binding estimate, the order of service, inventory list)
  14. Two options for liability (Full Value Protection or Waiver of Full Value Protection)
Interstate Bill of Lading
The bill of lading defines the contract between the customer and the moving company

Weight Based Charges
The Bill of Lading for long-distance moving differs from the Bill of Lading for local moving because customers are not billed based on time, but rather based on the shipment weight. The Bill of Lading for long-distance moving has two additional attachments – the weight tickets and the revised written estimate.The pricing of long-distance moves is based on the weight of the shipment. The mover is obligated to provide the customer with weight tickets.

Weight Ticket
If the shipment is transported under a non-binding estimate the moving company is obligated to provide the customer with weight tickets. Every time the shipment is weighed a separate weight ticket MUST be obtained and signed by the weighmaster. If the shipment is weighed on the same scale one ticket can be used for both weighings. There are six items that a weight ticket MUST contain:

  • Name and location of the scale
  • Date of each weighing
  • ID’s of weight entries (tare, gross, net)
  • Company ID on the vehicle
  • Last name of the shipper as seen on the bill of lading
  • Moving company’s shipment registration or bill of lading number

Revised Written Estimate

A revised written estimate is used if the customer adds additional items to the shipping inventory or requests additional packing on moving day. This revision may also be used if packing material or another additional services are needed that were not included on the original estimate. The revised written estimate replaces the original estimate and it MUST be signed before the packing and loading of the items.

If the moving company inspects the shipment and determines that there are many more items to be shipped than originally agreed upon the moving company has the following options:

  • Decide not to do the move
  • Ship only the items originally listed in the inventory
  • Ship the additional items and not charge
  • Ship the additional items and charge the customer after within 30 days
  • Have the customer sign a revised written estimate that cancels the original estimate and request the payment before unloading at delivery
Revised Written Estimate
The revised written estimate replaces the original estimate

Protection Plan Documentation (Valuation Addendum Form)

There are two options for protection plans when it comes to levels of liability.

Full Value Protection
Full Value Protection is the most comprehensive plan. The minimum level of liability for the shipment is $6.00 per pound multiplied by the weight of the shipment.
Waiver of Full Value Protection
Waiver of Full Value Protection carries minimal protection (released Value of 60 cents per pound per article). This protection is covered by the moving company as part of the agreement with the customer.

Two options for protection plans when it comes to levels of liability.

Another option is third party insurance. Zip Moving & Storage can provide options for third party insurance. The moving company is obligated to issue a policy or other written record of the purchase and provide a copy of the policy at the time of purchase.

Post Contract Service Order Form

These optional services are not included in the initial estimate and are usually requested by the customer. These services are also paid for separately.

These services are also paid for separately

Long Carry
Customers will be charged extra for long carries (if the movers carry items for a long distance between the truck and the customer’s home). This charge may be applied if there is no available parking for the moving truck.

Shuttle Service
If the need arises for the usage of shuttle services, customers are charged for that service additionally.

Elevators
If movers need to use elevators customers will be charged for elevator carry services.

Re-delivery
Customers are charged if the shipment is not able to be delivered on the scheduled date.

Waiting Time
Movers will wait up to two hours. After two hours the customer is charged for each additional hour of waiting.

Storage Service
A storage service is charged when a shipment is not delivered on the scheduled date due to complications not disclosed with the movers.

Stair carry
Customers are charged if the movers carry the belongings up or down stairs. The stairs of a standard, two-floor family house do not result in stair carry charge.

Rights and Responsibilities booklet and Ready to Move Pamphlet

Customer responsibilities: 

  • Read all moving documents issued by the mover. 
  • Be available at the time of pickup and delivery of the shipment
  • Promptly notify the mover if something changes regarding the shipment (date, additional items)
  • Make payments in the form agreed to with the mover on time
  • Promptly file claims with the mover in the event of loss, damage or delays

Find more information on the official website of Federal Motor Carrier Safety Administration:

https://www.fmcsa.dot.gov/sites/fmcsa.dot.gov/files/docs/Rights-and-Responsibilities-2013.pdf

US DOT #: 2586700

MC#: 906669

Zip Moving and Storage 8620 Dakota Drive Gaithersburg, MD 20877

(855) 947-6543

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