Knowing how to file a damage claim with a moving company starts before the first box comes off the truck. The short version: check every item against your inventory, write each problem on the delivery paperwork before you sign, photograph the damage, and then send the mover a separate written claim that names a dollar amount. For interstate moves, that written claim is due within nine months of delivery.
Most people only learn those steps after something breaks. This checklist walks you through them in the order you will actually need them on delivery day, so a scratched dresser or a crushed lamp does not turn into a claim you cannot prove.
Before the Truck Arrives: Get Your Paperwork and Your Plan Ready
Gather your documents first. You want your copy of the bill of lading (the contract between you and the mover), the inventory list the crew made at pickup, and your valuation paperwork, which shows how much protection you bought. Keep them in one folder or on your phone so you are not hunting for them while movers wait.
Next, clear a path and pick a spot where you can look at items in good light. A dim garage is a poor place to spot a hairline crack in a table leg. If the crew will unload into a room with bad lighting, keep a flashlight handy.
Long-distance deliveries also have a timing problem: the truck may arrive within a window rather than at a set hour. Some carriers offer real-time tracking for long-distance moves, which helps you arrange for another adult to be on site and keeps you from rushing the inspection because the crew showed up early. Whether or not your mover offers tracking, ask for a delivery window in advance and plan to be present for the whole unload.
How to Inspect Your Belongings at Delivery
Check each item as it comes off the truck, not after the crew has left. Once everything is inside and the movers are gone, it gets much harder to show that the damage happened during transport.
Here is a routine that works for most households:
Have the inventory list in hand and find the matching number on each box or piece of furniture.
Look at the outside of every carton for dents, tears, wet spots, or crushed corners.
Check large furniture before it goes through a doorway, on all sides and underneath.
Test electronics and appliances as soon as you can, even if the box looks fine.
Open boxes marked fragile while the crew is still there when possible.
Tick off each item on the inventory and mark anything missing.
Be realistic about time. A full inspection of a three-bedroom home can take hours. If you cannot finish before the crew leaves, say so in writing on the paperwork, as explained below. It is far better to note "unable to inspect all boxes at delivery" than to sign a form that suggests everything arrived in perfect shape.
How to Note Damage on the Bill of Lading and Inventory
Write every problem you find on the delivery paperwork before you sign it. A clear note made at the moment of delivery is the best early evidence that an item was fine when it left and damaged when it arrived.
Be specific. "Damaged table" tells a claims adjuster very little. "Dining table, 6 inch scratch on the top near the left edge, number 42" tells them exactly what to look for. Match the item to its inventory number whenever you can.
Two habits protect you:
Do not sign a clean receipt if you have not finished checking. Add a line saying the inspection is incomplete and that more damage may be found when boxes are unpacked.
Get a copy of what you signed. Take a photo of the marked-up pages if the crew will not give you a copy right away.
One point surprises many people. A note on the delivery receipt is not a claim. Under the federal claims regulation for interstate carriers, notations of damage on delivery documents do not count as a claim on their own. They support your claim, but you still have to file a separate written one.
How to Photograph Damaged Items
Take photos before you move anything, from two or three angles, so the damage and the item are both clear. Start with a wide shot showing the whole piece and its location in the room, then move closer to the damage. Place a coin or a tape measure next to a scratch to show its size.
A few more tips:
Photograph the box or packing material too, especially if it is crushed, torn, or wet.
Shoot a short video of a broken electronic item failing to turn on.
Photograph the label or serial number on appliances and electronics.
Keep the original files. Phone timestamps help show when the images were taken.
If you took photos of your belongings before the move, such as your sofa or a glass-front cabinet, keep them alongside the delivery photos. The Federal Motor Carrier Safety Administration (FMCSA) suggests photographing items before loading and again after unloading when there is damage, which gives you a direct before-and-after comparison.
How to File a Damage Claim With a Moving Company, Step by Step
The process is simple once you know the order. Here are the steps for an interstate move:
1. Contact the mover right away
Tell them you have damaged or missing items. Do this by phone and follow up in writing so there is a record.
2. List what is damaged or missing
Include the inventory number, a short description, and the condition of each item.
3. Work out the cost
Gather repair quotes or replacement prices. If an item is beyond repair, find the cost of a comparable one.
4. Complete the mover's claim form if they provide one
If they do not, write your own claim letter. A claim must be in writing, but it does not have to be on the mover's form.
5. Attach your evidence
Add photos, the marked-up delivery paperwork, inventory pages, and your quotes or receipts.
6. Send it in a way you can track
Certified mail with a return receipt, or an emailed claim with a confirmation, gives you proof of the date.
7. Keep copies of everything
That includes the claim, attachments, and every email or call log after.
A valid written claim has three parts, according to the federal regulation. It needs facts that identify the shipment, a statement that the carrier is responsible for the loss or damage, and a request for a specific or determinable amount of money. A vague message saying "my stuff was damaged" will not do.
Avoid throwing away damaged items, and hold off on repairs until the mover has had a chance to inspect them, unless the item is a safety risk. Save every receipt if you must make a repair sooner.
Moving Claim Deadlines You Need to Know
For interstate moves, you have nine months from the delivery date to file a written claim, according to the FMCSA. After that, the mover has 30 days to acknowledge your claim and 120 days to decide whether to offer a settlement. If the mover needs more time than that, federal rules call for written status updates until the claim is resolved.
Those dates apply to moves across state lines. For moves within one state, the deadline can be shorter and may be set by state law or the mover's own published terms, so check your bill of lading and your state's regulator. Do not assume nine months applies to a local move.
Do not wait until month eight. File as soon as you have the list and the numbers, because evidence is stronger and memories are better in the first few weeks. Put three dates in your calendar: the day you filed, 30 days later, and 120 days later.
If a mover misses those marks or you cannot agree on a settlement, the FMCSA says your options are an arbitration hearing or legal action. The agency itself does not have the authority to force a mover to pay a claim.
What Your Coverage Means for the Payout
The amount you can recover depends on the protection you chose at pickup. The FMCSA describes two types of liability under federal law. Full Value Protection, which usually costs extra, covers the replacement value of each item. Waiver of Full Value Protection costs nothing but pays only $0.60 per pound per item.
Here is how that works in practice. A 50-pound television would bring about $30 under the lower option (50 pounds times $0.60), even if you paid hundreds of dollars for it. That gap is why you should look at your valuation paperwork before you file, so you know what to expect and can decide whether to dispute any settlement offer.
If you are still planning a move, read the coverage options closely before signing. If you already moved, check which one you chose, since that sets the ceiling for your claim.
Frequently Asked Questions
How long do I have to file a damage claim with a moving company?
For interstate moves, you have nine months from delivery to file a written claim. For moves within one state, the deadline varies by state law and the mover's terms and is often shorter. Check your bill of lading and file as soon as you know what is damaged.
Is writing damage on the delivery receipt enough to make a claim?
No. A notation on the delivery paperwork is useful evidence, but federal rules say it does not count as a claim by itself. You still need a separate written claim that identifies the shipment, asserts the mover is responsible, and requests a specific dollar amount.
What if I find damage after the movers have left?
Report it to the mover immediately and file your claim within the deadline. Photograph the damage and the packaging, and keep the box. It is harder to prove, so noting on delivery day that your inspection was incomplete can help your case.
How long does the mover have to respond to my claim?
For interstate moves, the mover has 30 days to acknowledge your claim and 120 days to decide whether to offer a settlement. If more time is needed, it should keep you updated in writing. Track both dates and follow up if you hear nothing.
Can I file a claim if my mover refuses to pay?
You can. If you and the mover cannot agree, the FMCSA lists two paths: an arbitration hearing or legal action. File a complaint with the agency too if the mover ignores the deadlines, though it cannot make the mover pay a settlement.
Make the Paperwork Work for You
Delivery day moves fast, and it is tempting to sign, say thanks, and start unpacking. The people who recover the most money tend to slow down for an hour, note problems in writing, take clear photos, and then send a proper claim within the deadline.
Keep this checklist nearby, put the claim dates in your calendar, and file sooner rather than later. A calm, organized record is the most useful thing you can bring to a damage claim.
