Confirm both buildings before booking movers
Moving in New York involves more than transport between addresses. Request written instructions from your current and receiving buildings: permitted days and hours, elevator reservations, loading access, deposits or fees, protection for common areas, and insurance requirements. These are building-specific policies, not one universal city checklist. Confirm who approves the move and whether approval must arrive before the reservation becomes final.
Ask for the certificate-of-insurance instructions
A building may request a certificate of insurance, commonly called a COI, from your mover. Ask management for its required wording, names, address, coverage requirements, and submission deadline, then send those instructions to the mover. Have management confirm acceptance rather than assuming a certificate emailed at the last minute is sufficient. A COI documents insurance information; it does not by itself establish protection for every loss or replace review of the underlying coverage.
Verify the mover and the written estimate
Check the mover’s authorization for the type of move you are arranging. New York State DOT provides consumer information and verification for household-goods movers within the state; interstate moves require the relevant federal checks. Obtain a written estimate with the inventory, access conditions, stairs, packing, storage, and potential additional charges. Ask who will actually perform the work and how damage claims are handled. Building insurance requirements and protection for your belongings are separate questions.
Reserve access and measure the route
Confirm the elevator slot, service entrance, key collection, loading arrangements, and whether a superintendent or manager must be present. Measure large items against doors, turns, stairs, and elevator dimensions. Tell the mover about walk-ups, long carries, or restricted access before accepting the estimate. Do not assume the curb outside the entrance is available for parking or that a reservation permits unloading anywhere on the street.
Plan for dates that do not align
A lease start date, closing date, key handover, and approved moving slot may differ. Price storage, temporary lodging, and a second delivery when necessary. Ask about cancellation and rescheduling charges on both the moving contract and building reservation. Keep a separate contingency amount instead of committing every available dollar to the ideal same-day move.
Pack an arrival kit and document condition
Keep identification, keys, medications, chargers, toiletries, essential clothing, and important move contacts with you. Before unloading, photograph existing damage in the apartment and common areas where appropriate. Check that agreed repairs and essential services are ready, and report issues through the building’s documented channel. Keep the inventory and moving paperwork accessible rather than packed in the truck.
Close the loop after delivery
Inspect belongings, record damage promptly, and follow the mover’s written claims process. Confirm deposit-return procedures and return borrowed access devices. Locate trash and recycling instructions, delivery rules, emergency contacts, and maintenance reporting. Update your Move Planner with unresolved tasks, and use the Upfront-Cost Estimator to track actual fees against the original budget. Keep receipts and approvals together for follow-up.
Put this guide to work
Use these free resources without sharing your contact information.
Primary sources
Use these official resources to verify current rules and transaction-specific details.