What Every Business Should Know Before Hiring a Commercial Mover: Avoiding Scam Contracts and Stolen Assets

Relocating a business is a major undertaking. Whether you’re moving to a larger space, opening a new branch, or just needing a change of scenery, the logistics are complex, and the risks are real. Among the most serious dangers are scams, fraudulent contracts, and the potential for stolen or damaged assets. Commercial moves often involve expensive equipment, sensitive data, and strict timelines. Making the wrong choice in movers could cost more than money—it could jeopardize your operations. This guide will walk you through everything your business needs to know before hiring a commercial mover. From spotting red flags to understanding your rights and responsibilities, we’ll help you avoid costly mistakes and move forward with confidence.

The High Stakes of Commercial Moving

A commercial move isn’t just a bigger version of a household move. It involves relocating critical infrastructure like computers, servers, filing systems, inventory, and furniture—all while maintaining as much business continuity as possible. If a mover is careless or dishonest, you’re not just dealing with a few broken items—you’re risking lost revenue, operational disruption, or even legal complications.

Understanding the stakes should shift your mindset from “Let’s just get this over with” to “Let’s do this the right way.” That begins with careful research and smart hiring.

Hiring a Commercial Mover: Research Starts with Reputation

Before reaching out to any commercial mover, look at their reputation. Online reviews, industry certifications, and business references are all valuable tools in evaluating a company. While glowing testimonials are helpful, pay closer attention to how the company handles complaints. Do they respond professionally? Do they offer solutions?

Word-of-mouth referrals from other businesses in your area can be more trustworthy than anything posted online. If a company has successfully handled a move for a similar-sized business, that’s a good sign.

Beware of Too-Good-to-Be-True Pricing

A shockingly low quote might be tempting, especially when you’re working within a budget. But if the price seems too good to be true, it probably is. Scam movers often bait companies with appealing estimates only to demand outrageous fees later, once your items are loaded on the truck. This tactic, known as a “hostage load,” is illegal, but it still happens.

Instead of hunting for the lowest quote, seek out detailed, transparent estimates. A legitimate moving company will ask thorough questions and often conduct an on-site or virtual assessment before giving you a final price. Vague pricing is a red flag.

Always Verify Licensing and Insurance

Any mover you're considering should be properly licensed and insured. Commercial moving companies operating across state lines in the U.S. must be registered with the Department of Transportation. You can verify a mover’s DOT number on the Federal Motor Carrier Safety Administration’s website.

In addition to federal licensing, ask about their insurance coverage. What happens if something breaks? Are your items protected during transit and storage? The more detailed their answers, the more likely they are to be legitimate.

Always verify licensing and insurance before hiring a commercial mover

Leverage Third-Party Oversight

When sizing up moving companies, it pays to look beyond their websites and marketing. Using independent platforms helps you get a clearer view of their track record. In truth, BBB is a good resource for this, offering reviews, ratings, and a way to spot patterns of complaints or unresolved issues that might otherwise stay hidden. The Better Business Bureau also provides helpful tools to research credentials and see if a company stands behind its promises.

On top of that, local chambers of commerce, industry associations, and real estate agents often have firsthand insights or trusted referrals. Drawing from multiple sources increases your chances of finding a mover who truly delivers on their word.

Understand the Terms Before Signing

One of the most common traps in the moving industry is the confusing contract. Some movers bury key clauses in legal jargon, knowing most business owners don’t read the fine print. But that’s exactly where hidden fees, vague responsibilities, and damaging waivers often live.

Take the time to understand your contract. Look for terms related to liability, insurance coverage, cancellation fees, and delivery timelines. If something doesn’t make sense, ask for clarification. A reputable company won’t pressure you into signing anything you don’t fully understand.

Request a Binding Estimate

To protect your budget, ask for a binding estimate whenever possible. This type of quote locks in your final price based on the inventory and services you agreed to. In contrast, non-binding estimates can change depending on weight or time, often leaving businesses with unexpected bills.

Make sure the estimate is written and signed. Verbal promises mean nothing if things go wrong. If the mover resists providing a binding estimate, that’s a warning sign.

Be Wary of Large Upfront Payments

While a deposit is often required to secure a moving date, it should never be excessive. Scam movers may ask for large payments in advance and then disappear with your money or show up late and unprepared.

Legitimate movers typically ask for a small deposit or no upfront payment at all. Final payment should come only after your assets are delivered and accounted for. Paying with a credit card gives you more recourse if things go wrong compared to cash or wire transfers.

Don’t Overlook Security and Confidentiality

For many businesses, moving means transporting sensitive or proprietary materials. That could include client data, employee records, financial documents, or intellectual property. Make sure your mover understands and respects the confidentiality of what they're handling.

Ask if their team undergoes background checks or training in secure handling. A reputable mover will have protocols in place to prevent theft, protect privacy, and secure access to your assets.

Understand Your Role in Inventory Management

Creating a detailed inventory is one of the most effective ways to protect your property during a move. Don’t rely solely on the mover’s checklist. Keep your record of what’s being transported, including serial numbers for electronics and descriptions of high-value items.

At delivery, compare your list to what arrives. If anything is missing or damaged, you’ll have documentation to support your claim. This extra step takes time, but it can save you thousands in recovery efforts or insurance disputes.

Trust Your Instincts

If something feels off, trust your gut. Maybe the mover is pushy. Maybe their responses to your questions are vague or inconsistent. Or perhaps they just seem disorganized. Don’t ignore those red flags.

A commercial move is a major event, and you need a partner you can rely on. If a company doesn’t earn your trust during the planning phase, it won’t earn it during the actual move.

Don’t Skip the Post-Move Review

Once your move is complete, take a few minutes to evaluate the process. Were your assets delivered on time and intact? Did the movers stick to the agreed price? How was their communication?

Sharing your experience—positive or negative—can help others avoid scams and reward companies that do good work. Leave a review on multiple platforms and, if needed, file a complaint with the appropriate agency.

Once your move is complete, take a few minutes to evaluate the process

A Smooth Move Starts with Smart Choices

Hiring a commercial mover isn’t just about trucks and boxes—it’s about trust, contracts, and protecting your business. By doing your homework, asking the right questions, and staying alert to red flags, you can avoid scam contracts and prevent valuable assets from disappearing.

Don’t rush the hiring process, and don’t base your decision on price alone—partner with professionals who value your business as much as you do. In the end, peace of mind is the most valuable item you can move.