Choosing the right commercial moving company can make or break your office relocation. A poorly executed move means lost productivity, damaged equipment, missed deadlines, and stressed employees. A well-executed move? Your team walks into their new space on schedule, ready to work, with everything in its place.

After 35 years and thousands of successful office relocations, Move Solutions has seen what happens when businesses ask the right questions upfront—and what happens when they don’t. This comprehensive guide will help you separate professional, experienced commercial movers from companies that will leave you scrambling on moving day.

Why the Right Questions Matter

Not all moving companies are created equal. The lowest bid might seem attractive until you discover the company uses day laborers instead of trained professionals, lacks proper insurance, or has no experience with complex commercial relocations. The wrong choice can cost you far more than the difference in price.

Smart questions reveal:

• Experience and expertise in commercial moves specifically
• Process and planning capabilities that prevent problems
• Insurance and liability protection for your business
• Technology and tools that ensure transparency and accountability
• Company stability and track record

Let’s dive into the essential questions you need to ask.

1. Experience and Specialization Questions

“How long have you been in the commercial moving business specifically?”

Years in business indicate stability and expertise. At Move Solutions, we’ve been serving commercial clients for over 35 years. Experience matters because commercial moves are fundamentally different from residential moves—they involve complex logistics, specialized equipment, technology infrastructure, and tight deadlines.

Red flags: Companies that are brand new, have recently changed names, or primarily do residential moves.

Green flags: Established companies with 10+ years in commercial moving, verifiable track record, and industry affiliations.

“What percentage of your business is commercial and office moving?”

Some companies do mostly residential moves with occasional commercial jobs. You want a company where commercial moving is the core business, not a side hustle.

Move Solutions insight: 100% of our business is commercial moves, MAC (Moves, Adds, Changes), and project services. We eat, sleep, and breathe office relocations.

“Can you provide references from similar-sized companies in our industry?”

References reveal real-world performance. Ask for clients who moved within the last 12 months, and don’t just accept names—actually call them.

Questions to ask references:

• Did the move stay on schedule?
• Were there any damages or issues?
• How was communication throughout the process?
• Would you use them again?

“What is the largest office move you’ve completed, and how many people were involved?”

This reveals capacity and scalability. If you’re moving 500 employees and their largest move was 50 people, they may not have the infrastructure to handle your relocation.

Move Solutions capability: We regularly handle multi-floor corporate relocations and have successfully completed moves involving thousands of employees across multiple locations simultaneously.

2. Process and Planning Questions

“What is your planning and project management process?”

The answer to this question separates professionals from amateurs. A detailed, systematic process is essential for commercial moves.

What to listen for:

• Initial site surveys and walkthroughs
• Detailed planning meetings with stakeholders
• Written move plans with timelines and responsibilities
• Regular progress updates and communication protocols
• Contingency planning for potential issues

Move Solutions approach: Our BrassTacks™ process software manages every detail from initial planning through final cleanup. This tech-enabled system provides real-time transparency, acts as an early warning system for potential issues, and ensures rigidly adherent process execution. Our flexible yet rigid adherence to 35 years of refined processes protects you.

“Will I have a dedicated project manager?”

For commercial moves, you need a single point of contact who knows every detail of your relocation and can make decisions quickly.

Red flag: “You’ll work with our office staff” or “Different people handle different aspects.”

Green flag: “Yes, you’ll have a dedicated project manager who will be with you from planning through completion.” At Move Solutions, your project manager provides personal attention to every detail, saving you time and money.

“How do you handle the pre-move survey and space planning?”

Professional movers survey both your current space and your new space to identify potential challenges: narrow hallways, elevator restrictions, loading dock access, parking limitations, and building-specific requirements.

“What happens if we need to change the move date or scope?”

Business needs change. Understanding flexibility—and associated costs—upfront prevents disputes later.

3. Insurance and Liability Questions

“What insurance do you carry, and what are the coverage limits?”

This is non-negotiable. Commercial movers should carry:

• General Liability Insurance: Minimum $1-2 million (protects against property damage)
• Workers’ Compensation: Statutory limits (protects if crew members are injured)
• Auto Liability: Covers moving vehicles
• Cargo Insurance: Protects your belongings in transit

Move Solutions standard: We maintain comprehensive insurance coverage and provide Certificates of Insurance (COI) for both origin and destination buildings as standard practice.

“Can you provide a Certificate of Insurance (COI) for our buildings?”

Most commercial buildings require a COI before allowing movers access. Companies familiar with commercial moves should handle this routinely.

Red flag: “What’s a COI?” or “We’ll try to get you that.”

Green flag: “Yes, we provide COIs as standard practice. We’ll coordinate directly with your building management.”

“Are your movers employees or subcontractors?”

This matters more than you might think. Employee-based companies have better control, accountability, and training. They’re also more likely to have proper workers’ compensation coverage.

Move Solutions advantage: All our moving teams are W2 employees—not subcontractors or day laborers. They’re insured, background-checked, trained to our processes, and invested in maintaining our reputation.

“What is your claims process if something gets damaged?”

Even the best movers occasionally have incidents. What matters is how they handle them.

Good answer: Clear claims process, reasonable timelines, commitment to making things right.

Bad answer: “We’ve never had a claim” (unrealistic) or complicated process designed to discourage claims.

4. Staff and Resources Questions

“Who will actually be doing the move?”

Some companies sell the job, then subcontract to whoever is available. You want to know exactly who is showing up.

Critical follow-ups:

• Are they your employees or subcontractors?
• Are they background-checked?
• How long have they worked for your company?
• What training have they received?

Move Solutions standard: Our tenured teams are all employed (W2), background-checked, trained in our systematic processes, and experienced in commercial relocations.

“How many people will be on our moving crew?”

Crew size should match the scope of work. Too few people means delays. Make sure the crew size is specified in your contract.

“Do you own your trucks and equipment, or do you rent?”

Owned equipment indicates stability and reliability. During busy seasons, companies that rent equipment may not be able to secure what they need.

Move Solutions advantage: We own all our equipment. This means consistent quality, proper maintenance, and availability when you need it. We’re vertically integrated—single platform quality and control work for you.

5. Technology and Communication Questions

“What technology do you use to manage and track moves?”

In 2025, commercial movers should have robust technology platforms for planning, tracking, communication, and reporting.

Move Solutions innovation: Our nationally renowned BrassTacks™ process software manages moves, provides early warnings for potential issues, and delivers real-time transparent communication to all stakeholders. Access information anywhere you are, anytime you need it.

“How will you communicate with us throughout the process?”

Communication breakdowns cause most move-related frustrations. Understand the communication plan upfront.

What you should hear:

• Regular status updates at defined intervals
• Multiple communication channels (phone, email, project portal)
• Real-time access to move status and changes
• Clear escalation path for urgent issues
• Post-move review and feedback session

“Can we track our inventory and know where items are during the move?”

For large commercial moves, inventory tracking prevents loss and provides accountability.

“How do you handle after-hours communication if issues arise?”

Moves often happen outside normal business hours. Know how to reach someone if problems occur at 2 AM on a Sunday.

6. Service Scope Questions

“What services are included in your quote, and what costs extra?”

Get specificity on exactly what’s included. Hidden fees destroy budgets and trust.

Services to clarify:

• Packing and unpacking
• Crating and special item handling
• Furniture disassembly and reassembly
• IT equipment disconnection and reconnection
• Property protection installation
• Debris removal and cleanup
• After-hours or weekend work premiums

Move Solutions transparency: We provide detailed quotes that specify exactly what’s included. Our services span the full spectrum: planning, furnishing, tech services, moving, and decommissioning. We can be your single source for your entire relocation.

“Do you provide property protection for walls, floors, elevators, and doors?”

Damage to building property can result in significant costs and damage your relationship with building management.

Move Solutions practice: Our teams pre-walk both origin and destination spaces and buildings, then install comprehensive property protection. We do this out of respect for you and your property manager. Zero damage is our normal.

“Can you handle specialized items like servers, safes, art, or sensitive equipment?”

Commercial moves often include items requiring special handling. Verify the company has experience and proper equipment.

Move Solutions capabilities: We de/re 3,500 PCs per month. Our experienced technical staff provides knowledgeable pairs of hands for IT equipment while your team focuses on server transitions. We also handle furniture installation, reconfiguration, and all major office furniture systems.

“Do you offer packing services, and what materials do you use?”

Commercial packing is specialized. Ask about their approach to files, electronics, and sensitive materials.

Move Solutions signature: Our red Stack-N-Pack No-Lift Crates have revolutionized office moving. They’re economical, crush-proof, and secure. We also provide cardboard boxes in every size for items that need them.

“Can you handle shredding and e-waste disposal?”

Most offices have documents and electronics to dispose of during a move. This should be handled securely and responsibly.

Move Solutions service: We provide pre-move, in-move, and post-move purging and shredding of unneeded records, assets, and electronic assets of every kind—including documented destruction certification for compliance.

7. Scheduling and Logistics Questions

“What is your availability for our desired move dates?”

Book early, especially during busy seasons (May-September, and month-end/month-start periods).

“How do you handle multi-location or phased moves?”

If you’re moving multiple offices or doing a phased relocation over several weekends, the company needs specific experience with complex logistics.

Move Solutions expertise: We provide Moves, Adds, Changes (MAC), and project services throughout North America. Our national network and systems enable us to deliver superior service wherever you need it, “Anywhere”© on the planet.

“What happens if the move takes longer than expected?”

Understand how overtime is billed and whether you’re charged for delays caused by building issues outside the mover’s control.

“Do you work with our building management to reserve elevators and loading docks?”

Professional commercial movers coordinate directly with building management to secure access, elevators, and parking.

Move Solutions coordination: We handle all building coordination as part of our comprehensive process, ensuring COIs are delivered, access is secured, and logistics are confirmed.

8. Pricing and Contract Questions

“How do you price commercial moves—flat rate, hourly, or by weight?”

Commercial moves are usually priced by scope (flat rate) rather than hourly. Get a detailed written estimate.

Pricing methods:

• Flat rate/Lump sum: Fixed price based on scope (most common for commercial)
• Time and materials: Hourly rate plus materials (risky for large moves)
• Weight-based: Less common for office moves

“What is included in your price, and what are potential additional charges?”

Get everything in writing. Common additional charges include:

• After-hours or weekend premiums
• Long carries from truck to building
• Extra stops
• Waiting time
• Stair carries
• Storage
• Specialized packing

“What is your payment schedule?”

Understand deposit requirements and when final payment is due. Be wary of companies demanding large upfront payments or cash only.

“Do you guarantee your pricing, or is it an estimate subject to change?”

Get a binding quote when possible, not a non-binding estimate that can increase dramatically.

“What is your cancellation and rescheduling policy?”

Business needs change. Understand penalties and notice requirements.

9. Building and Property Questions

“How do you protect building common areas, elevators, and our existing space?”

This should be a standard part of their process, not an add-on.

Move Solutions commitment: Zero damage is our goal. We pre-install corner guards, door jamb protection, elevator padding, floor runners, and other protective materials before moving a single item.

“Have you worked in our specific building before?”

Experience with your building means they already know the access points, elevator dimensions, loading dock protocols, and building management requirements.

“What do you do for final cleanup of our vacated space?”

Many leases require broom-clean or better conditions. Professional movers should offer cleanup services.

Move Solutions service: Our white-glove project final clean services will exceed your final lease requirements—making your decommissioning process easy and lease-compliant.

“Do you offer decommissioning services?”

When you vacate a space, property managers often want it returned to original condition.

Move Solutions decommissioning: We handle the complete decommissioning of your old space—furniture removal, space restoration, cleanup, and disposal—making it lease-compliant and easy.

10. Quality and Accountability Questions

“How do you ensure quality throughout the move?”

Look for systematic quality control, not just “we do our best.”

Move Solutions quality system: Our BrassTacks™ software tracks every item, monitors progress against plan, flags issues early, and ensures accountability. Our 35 years of process development acts as a “third person” ensuring performance, quality, economics, and results.

“What happens if items are damaged or lost?”

Have a clear understanding of:

• Claims filing procedures and timelines
• Valuation options for your goods
• Response time for claim resolution
• Repair vs. replacement policies

“Can you provide a detailed inventory list?”

For commercial moves, documented inventory is essential for accountability and insurance purposes.

“What is your damage rate or loss rate?”

While no company can guarantee zero incidents, their historical performance indicates quality and care.

“Do you conduct a post-move review and walkthrough?”

Professional companies review the move with you, address any concerns, and use feedback for continuous improvement.

Move Solutions process: We conduct project completion reviews, discuss any issues, and ensure timely, accurate invoicing. Your satisfaction matters to us.

11. Industry Standing Questions

“What professional affiliations or certifications do you have?”

Industry affiliations indicate commitment to professional standards.

Look for memberships in:

• International Association of Movers (IAM)
• American Moving & Storage Association (AMSA)
• Local chamber of commerce
• Better Business Bureau rating

Move Solutions standing: We are heavily involved in industry affiliations and maintain strong standing in the commercial moving community.

“Are you licensed and registered as required in our state?”

Different states have different requirements. Verify the company meets all legal requirements.

“Do you carry a USDOT number and MC number?”

Required for interstate moves. You can verify these numbers and check safety records at FMCSA.gov.

12. National and Multi-Location Questions

“Do you have capabilities for national moves or multi-site relocations?”

If you have offices in multiple cities or are planning a national rollout, you need a company with national reach.

Move Solutions capability: We are the largest quality provider of commercial moving services in Texas and a leading national account provider in the United States. We provide transparent, real-time, guaranteed service throughout North America and beyond—”Anywhere”© you need us.

“How do you maintain quality consistency across different locations?”

National companies should have standardized processes, training, and quality control that ensure the same superior service everywhere.

Move Solutions advantage: Our people, network, and systems enable us to deliver the same superior service throughout North America. Whether local or national, you get the same rigidly adherent, process-driven approach.

“Can you coordinate simultaneous moves in multiple cities?”

This requires sophisticated project management and communication systems.

Move Solutions expertise: Our BrassTacks™ platform enables us to manage complex, multi-site relocations with real-time coordination and transparent communication to all stakeholders.

Red Flags to Watch For

As you ask these questions, be alert for warning signs:

❌ Vague answers without specific details or examples 

❌ Reluctance to provide references or let you speak with previous clients 

❌ No written contracts or “trust me” verbal agreements 

❌ Extremely low bids that seem too good to be true (they are) 

❌ No insurance or “minimum coverage” that won’t protect you 

❌ Pressure tactics to sign immediately without time to research 

❌ Cash-only or large deposits before any work begins 

❌ No physical address or only a P.O. box 

❌ Subcontracting everything without direct employees 

❌ Poor online reviews with consistent complaints 

❌ Lack of commercial experience despite claiming expertise

Green Flags to Look For

Conversely, these are signs you’re dealing with professionals:

✅ Detailed written proposals that specify scope, timeline, and costs 

✅ Comprehensive insurance with COI provided automatically 

✅ Dedicated project manager assigned to your move 

✅ Technology-enabled processes for tracking and communication 

✅ Employed, trained crews (not subcontractors)

✅ Long track record with verifiable references 

✅ Systematic process approach with proven methodologies 

✅ Industry affiliations and professional certifications 

✅ Transparent pricing with clear explanations 

✅ Proactive communication throughout the planning process

The Move Solutions Difference

At Move Solutions, we welcome these questions because we know our answers stand out:

Experience: 35+ years serving commercial clients exclusively

Process: BrassTacks™ tech-enabled software providing real-time transparency and early warning systems

People: W2 employed, background-checked, trained, tenured teams

Resources: Owned equipment and trucks—vertically integrated for consistent quality

Scope: Full-service from planning through decommissioning—PLAN, FURNISH, TECH, MOVE, DECOMMISSION

Reach: Local Texas expertise with national and international capabilities—”Anywhere”© you need us

Track Record: Thousands of successful moves with zero tolerance for failed commitments

Values: Stable, Predictable, and “Anywhere”© are not just words—they’re our promise

Making Your Decision

After asking these questions to multiple companies, you’ll have the information needed to make a smart decision. Don’t base your choice on price alone. Consider:

1. Experience and expertise in commercial moves like yours
2. Process and systems that prevent problems
3. People and resources who will actually do the work
4. Communication and technology for transparency throughout
5. Insurance and protection for your assets and buildings
6. References and reputation from similar clients
7. Value, not just price—the cheapest option often becomes the most expensive

Your Next Move

Choosing the right commercial moving company is one of the most important decisions in your relocation project. The right partner will save you time, money, and stress. The wrong one can derail your entire transition.

Don’t settle for moving companies that can’t answer these questions satisfactorily. Your business deserves a partner with proven processes, experienced teams, comprehensive insurance, and the technology to ensure a flawless transition.

For over 35 years, we’ve earned the trust of thousands of commercial clients by delivering on our promise: Stable, Predictable, and “Anywhere”© you need us. We’ve never failed to respect that trust.

Ready to experience the Move Solutions difference?

Get a quote today for your office or commercial relocation. Whether you’re moving across town, across the country, or around the world, we have the expertise, infrastructure, and commitment to make your move seamless.

Let’s start the conversation. Ask us anything.