Mistakes People Make When Hiring a Moving Broker

Hiring a broker can be a smart shortcut for busy planners, but mistakes people make when hiring a moving broker can derail even the best-laid plans. A moving broker acts as an intermediary—connecting you with carriers, arranging quotes, and coordinating services like packing or vehicle transport. Many choose brokers for the convenience and speed of getting multiple bids at once. Still, without due diligence, this convenience can turn into costly surprises. If you’re hiring a broker for the first time, here’s everything you need to know before signing anything.

What Does a Moving Broker Actually Do?

A moving broker is not a moving company—they don’t own trucks or hire moving crews. Instead, brokers function as middlemen: they gather your moving details, solicit quotes from carriers, and then book the carrier they believe best matches your needs. Think of them like a booking agent for your move.

While this can save time—especially for cross-country or last-minute relocations—it also means they aren’t the ones directly responsible for your belongings. Brokers can’t control the service quality of the carrier they assign. And unlike moving agents affiliated with a national van line, brokers operate independently, with less oversight. Understanding this distinction is essential for setting expectations and protecting your move.

1. Confusing a Broker with a Carrier

A critical early mistake is not realizing that moving company brokers don’t operate trucks—they only arrange them. Brokers gather bids, assign carriers, and facilitate communication—but they don’t perform the actual move. This means accountability can break down: if something goes wrong, you’re dealing with a middleman, not the crew carrying your items. Brokers can be very beneficial—but you need to understand their limits and responsibilities.

2. Accepting Verbal or Lowball Quotes

One of the most common missteps is accepting a verbal estimate or a too-good-to-be-true offer from cross country moving companies. Federal guidelines consider verbal quotes a red flag: hidden fees often appear once the movers arrive. Always insist on detailed, written quotes that outline labor, mileage, packing, and extra-service costs to avoid unwelcome surprises later.

3. Paying Large Upfront Broker Deposits

Even if you’re a veteran searching for moving services for military families, beware brokers asking for sizable upfront “deposits.” Standard industry practice caps deposits at 5–15% of the total move cost. Anything higher—especially cash-only or large downpayments—could indicate instability or even fraud. Protect yourself by keeping deposit amounts reasonable and traceable.

4. Skipping Due Diligence on Licensing

A broker offering commercial storage and facilities services may sound prepared—but without proper licensing, they may not be. Always verify their DOT and MC numbers using the FMCSA SAFER database. Skipping this step could land you working with unlicensed operators or scammers.

5. Overlooking FMCSA Bond and Insurance Requirements

The FMCSA requires brokers to hold surety bonds (BMC-84) and liability insurance. Without these safeguards, you may be left without recourse if items are lost or damaged. Ask your broker to provide evidence of their bond and a copy of their insurance certificate. If they hesitate or can’t produce it, consider it a significant warning.

6. Failing to Confirm the Actual Carrier

Since brokers mediate rather than move, they should give you the name and DOT number of the assigned carrier. A reliable carrier will have documented ratings and complaint histories online. If your broker hesitates, that’s a warning sign of possible risk.

7. Allowing Double-Brokering

Double-brokering happens when one broker hands your move off to another broker before the carrier steps in. This weakens accountability and can erase records if something goes wrong. Always confirm that your broker works directly with a carrier and does not reassign your services without clear oversight.

8. Ignoring In-Home or Virtual Survey Policies

FMCSA rules state that long-distance moves require at least a virtual or in-home walkthrough—unless waived. These surveys allow carriers to note items like heavy furniture, tight hallways, stairs, or access issues. Without them, estimates underestimate the job, and final bills skyrocket. Don’t skip the walkthrough—it protects both you and the carrier from surprises.

9. Accepting Non-Binding Quotes Without Caveats

Non-binding estimates adjust based on actual weight, distance, and added services. If you expect to stick to a budget, an inaccurate estimate could create stress. Insist on a binding or “not-to-exceed” quote so your final bill stays predictable.

10. Overlooking Specialty Moves or Add-Ons

Mistakes people make when hiring a moving broker often include forgetting to ask about specialty services like piano transport, auto shipping, climate-controlled storage, or vehicle moves. Without upfront specification, these extras could double or triple your bill. Specify and confirm these needs in writing—don’t assume they’re included.

11. Neglecting Carrier Reputation

Even if your broker is polite and helpful, the carrier matters most. In states like Indiana, where moving costs range widely depending on season and move size, verifying the carrier helps you avoid inflated rates or poor service. A reasonable price for local movers in Indiana might be around $1,400, while long-distance relocations can climb beyond $4,000.

12. Trusting Brokers Who Rush or Pressure You

Brokers who push for immediate booking or force limited-time offers may not have your best interests at heart. Taking time to compare quotes, confirm credentials, and ask questions ensures you’re making a responsible choice, not a rushed mistake.

13. Confusing Brokers with Agents

An agent operates under a larger van line system with strict quality standards; a broker works independently. If accountability is your priority, opt for agents or well-vetted van-line affiliated brokers. Know which role your service provider serves to match expectations with reliability.

14. Not Asking the Right Questions

In states with seasonal demand, like New Hampshire, where summer moves often come with a 20–30% price spike, you need clarity on timing, access fees, and whether your quote is seasonal. Questions like “What’s included?” and “Is this a guaranteed rate for New Hampshire movers?” prevent surprises.

15. Ignoring Red Flags

Don’t ignore:

• Brokers unwilling to share DOT/MC numbers
• Requests for full payment upfront
• No written contract or breakdown of costs
• Quotes too low compared to market reference

Kentucky is a good example of a market where lowball quotes can hide fees. The average hourly rate is just under $100, and full-service moves usually cost between $300 and $3,000, depending on scope. If a Kentucky mover quotes you $600 for a full 3-bedroom home move, it’s likely unrealistic.

What a Good Broker Should Do

If you’re going to work with a broker, it’s essential to know what professionalism actually looks like. Many of the red flags people overlook are simply the absence of these baseline behaviors.

Here’s what a trustworthy moving broker should offer:

• Clear, written estimates. This should include a breakdown of pricing (mileage, labor, packing, etc.) and note whether the quote is binding or non-binding.
• Full carrier disclosure. You should receive the name, DOT number, and contact details of the carrier before moving day—ideally a few days in advance.
• Help arranging a walkthrough. Whether virtual or in-person, this is a federal requirement for most interstate moves. A good broker will facilitate it.
• Proof of insurance and bonding. They should provide a certificate of their surety bond (BMC-84) and liability insurance upon request—no excuses.
• Transparent service scope. Specialty services (piano transport, car shipping, stairs, long carries, shuttle service, etc.) should be clarified in writing, not added later.

If a broker provides all the above without pressure or dodging questions, you’re likely working with a professional. If they rush, generalize, or withhold info—that’s when it’s time to reconsider.

Moving Broker Vetting Checklist

To help you stay organized and protected, use this checklist when speaking with brokers. If you can’t check every box, that’s a sign you need to slow down or keep looking.

Moving Broker Checklist

• Broker has valid DOT and MC numbers (check via FMCSA SAFER)
• A detailed, written estimate was provided
• Broker explained whether the quote is binding or non-binding
• Carrier details (name, DOT number) were disclosed before move day
• In-home or virtual survey was scheduled
• Broker confirmed specialty services (e.g., piano, stairs, long carry)
• Proof of insurance and surety bond was provided upon request
• No high-pressure sales tactics or upfront payment demands

Print this checklist or save it to your phone—it could save you from costly mistakes later.

Realistic Scenario: What Can Go Wrong Without Clarity

Imagine hiring a broker for a move from Louisville to Las Vegas. You’re quoted $4,200, but no one asks about your third-floor walk-up or your upright piano. Come moving day, the carrier tacks on another $1,800. In a state like Nevada—where strict moving regulations are enforced—this situation can be avoided with better broker transparency.

This scenario happens more often than people think with movers in Nevada and any other state. It’s also why written estimates, carrier details, and clear communication matter.

Why People Choose Brokers—and When They Shouldn’t

Brokers offer speed, access to multiple carriers, and a single point of contact. For busy professionals, families planning an out-of-state move, or people relocating for work, that convenience can be worth it.

But brokers are not ideal for every situation. Here’s when they make sense—and when they don’t.

Good use cases for brokers:

• You don’t have time to collect multiple quotes yourself
• You’re making a long-distance move with flexible dates
• You’re shipping a partial load or doing a consolidated move

When to skip the broker:

• You’re moving locally (under 100 miles)—you might want a direct carrier or to DIY your move
• You have high-value or fragile items (e.g., art, antiques, lab equipment) you’re wary about
• You want full control over who shows up on moving day

In short, if your move is complex, valuable, or extremely time-sensitive, you may want the direct relationship and accountability that comes with working with a vetted moving company instead.

Managing Expectations and Communication With Your Broker

One of the most overlooked mistakes people make when hiring a moving broker is failing to establish clear expectations from the start. Even if a broker provides a written quote and assigns a reputable carrier, miscommunication about timelines, delivery windows, or scope of work can lead to stress on moving day.

Always ask how communication will be handled once a carrier is selected. Will you be handed off completely, or will the broker continue to coordinate? Who should you contact if there’s a delay or issue during loading or delivery? The more you clarify up front, the fewer surprises you’ll face.

Use Digital Tools at Your Disposal

It’s also smart to take advantage of digital tools. Many professional brokers now use online dashboards, automated text updates, and customer portals where you can view your quote, contract, and assigned carrier information in real time. If your broker still relies solely on email or phone with no tracking or visibility, that could be a sign they aren’t keeping up with industry standards.

Ultimately, the goal is to create a seamless, predictable experience. And that requires more than just a low quote—it demands clarity, transparency, and mutual accountability throughout the entire moving process.

Avoid Mistakes People Make When Hiring a Moving Broker Like a Pro

Avoiding mistakes people make when hiring a moving broker comes down to planning, transparency, and asking the right questions. Always verify credentials, secure binding quotes, confirm carriers, and watch for red flags. A reliable broker can save you time and money—but only if you hire with eyes wide open. With the right prep, your move can be seamless from quote to delivery.