How do I plan a long-distance move?

A long-distance move works best planned backwards from the day the truck leaves. Give yourself eight to twelve weeks if you can. Most of the risk sits in the choice of mover and the paperwork, so put your effort there first. If you are moving within Virginia, most of this still applies; see how to plan a local move for the in-state rules.

Eight to twelve weeks out: cut down and shortlist

Walk every room, the attic, the basement and the shed, and decide what is not worth moving. Long-distance moves are usually priced by weight and distance, so everything you clear now comes straight off the bill. Book a haul-away or your locality's bulk pickup for the big pieces.

Then build a shortlist. A mover that crosses state lines must be registered with the federal government, and only interstate movers are included in FMCSA's mover search.^[3] Check each company's USDOT number before you invite it in; how to check if an interstate mover is registered walks through it.

Six to eight weeks out: get surveyed estimates

Federal rules require the mover to base its estimate on a physical survey of your belongings, done on site or virtually, unless you waive that in writing.^[1] Turn down a price quoted over the phone from a room count. Show the surveyor everything, including the attic, the garage and anything you might add later.

Each written estimate should say whether it is binding or non-binding. A binding estimate fixes what you can be required to pay at delivery for the items and services listed.^[1] With a non-binding one, under a non-binding estimate the mover cannot require more than 110 percent of the estimate at delivery, and bills any remainder after 30 days.^[1] Compare estimates line by line; what a long-distance move from Virginia costs explains the charges.

Decide on liability coverage

Interstate movers offer two levels. Full Value Protection is the level you get unless you waive it in writing,^[1] and it costs more. If you sign the waiver, the waiver option, released value, limits the mover's liability to 60 cents per pound per article.^[1] Movers may limit liability for items worth more than $100 per pound unless you list them on the shipping documents,^[1] so declare jewellery, art and antiques.

Four to six weeks out: lock the dates and read the contract

Agree on a pickup date and a delivery window, sometimes called a delivery spread. FMCSA's booklet tells you not to agree to pickup or delivery "as soon as possible",^[1] and the mover is required to give you 24 hours' notice before it arrives.^[1] Be reachable for the whole window.

Federal rules also set the timing of the contract: the bill of lading must be provided to you, signed and dated at least 3 days before loading, and you may cancel it without penalty within 3 days of signing.^[2] Check that the dates, the estimate, the coverage you chose and the most you will owe at delivery are all on it.

Two to four weeks out: pack

Start with books, off-season clothes and guest rooms. Use small boxes for heavy things and large ones for light things, fill gaps so boxes do not crush, and label two sides with the room and contents. Number the boxes and keep a list. For sofas, tables and dressers, see how to protect furniture in a long-distance move.

Some things should not go in boxes at all. Federal law forbids you to ship hazardous materials in your household goods boxes or luggage without informing your mover.^[1] Ask for the mover's list. For batteries, tape the terminals of loose lithium-ion batteries or put each in its own plastic bag,^[4] and keep them with you.

Check outdoor items too. Spotted lanternfly spreads mainly by hitchhiking, laying egg masses on vehicles and outdoor materials.^[8] Virginia repealed its quarantine on March 27, 2025, but some other states still keep one,^[8] so look over patio furniture, grills and planters before they leave.

One to two weeks out: mail and addresses

File a USPS change of address and allow at least 7 to 10 business days after USPS approves it.^[5] When we checked on October 27, 2026, USPS charged a $1.25 identity verification fee to file online.^[5] Tell your bank, insurer and employer directly.

Plan the licence change. If you report a non-Virginia address, Virginia DMV cancels your licence or ID 30 days after it mails you a notice, with exceptions such as active-duty military.^[6] Coming the other way, a driver licensed in another state may drive in Virginia on that licence for the first 60 days of residency.^[7]

Loading day and delivery day

Be there when the crew arrives. The driver lists every item on an inventory with its condition. Read the condition notes before you sign each page, because your ability to recover for loss or damage may depend on those notes.^[1] Keep your copy of the inventory with the bill of lading.

At delivery, check items off by number, look at furniture as it comes in, and write damage or missing items on the paperwork before you sign. If something arrives broken, see what to do if movers damage your furniture.

Stop and call a pro if

• A piano, safe, pool table or hot tub is moving. Hire a crew with the right equipment.
• A washer, dryer, range or refrigerator needs a gas, water or electrical disconnection or hookup. Leave gas and wiring to a licensed tradesperson.
• The mover will not survey your home, will not put the estimate in writing, or asks you to sign blank forms. Walk away and find another mover.
• The mover will not deliver unless you pay more than the estimate allows. See what to do if a mover holds your belongings hostage.

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