Paperwork plays a strangely powerful role on moving day. The phrase you’ll see in emails and lobby notices is COI moving, and understanding it early can save you from the most expensive kind of headache before a single box leaves your apartment.
I learned this the hard way after a Monday morning move went sideways because I assumed “insurance” meant whatever the movers had by default. Instead, my building wanted a very specific certificate with their name, address, and exact coverage requirements spelled out line by line.
The movers had coverage, but until that certificate matched the building’s template, nothing moved.
Here’s the simple version of what’s actually happening. Your building has rules designed to protect common areas and people. The moving company has insurance and knows how to issue a certificate that proves it.
The COI is the bridge between those two worlds. When you request it early and confirm the details with your building, everything flows. When you don’t, elevators get locked and trucks sit curbside while the clock ticks.
It helps to separate “valuation” from “insurance,” because that’s where most people get tripped up. Under U.S. federal rules for interstate moves, movers must offer two types of liability coverage: Released Value and Full Value Protection.
Released Value is the cheap default, while Full Value Protection is the more comprehensive option that makes the mover responsible for repair, replacement, or a cash settlement based on current value.
The Federal Motor Carrier Safety Administration lays this out clearly on its consumer pages.
So where does the building’s COI fit into this? Think of it as proof that the mover’s policy exists and meets the building’s minimums, often naming the building owner and management company as “additional insureds.”
In cities with dense multi-unit buildings, insurance documentation is a normal part of how properties manage risk. Managers want a paper trail that makes liability clear, and if the certificate isn’t correct, the safest thing for them is to stop the move until it is.
As soon as you have a move date, ask the building for their COI sample and exact wording. Forward that to the moving company and ask them to tailor the certificate line by line. Then, confirm with the building office that they’ve received and approved it, and ask whether the front desk needs a printed copy on the day.
None of this is glamorous, but it prevents the most common last-minute stalls. It also sets the tone with your movers: you’re organized and responsive, and expect the same from them.
If you’re moving across state lines, take five minutes to check out this guide on how to move to another state and read how Full Value Protection works for fragile or high-value items.
Movers are required to offer valuation options, and it’s on you to choose one that matches the cost of replacing the things you care about most. Reading this stuff before taping the first box pays off when the crew is already rolling garment racks through the lobby instead of waiting for an email attachment to arrive.
Consumer complaints around household moves spike during peak seasons, and federal enforcement actions keep highlighting unclear estimates, poor communication, and disputes over charges. A clean paper trail of who you hired, what you signed, what coverage you chose, and that your building approved the COI gives you leverage and clarity if anything goes sideways.
You’re not doomed. Many moving companies can issue a certificate within hours as long as you give them the building’s exact wording. Reply to your building’s email with the mover CC’d, attach the sample language, and ask for confirmation when it’s approved. You can still rescue the day.
If you’re still shopping for movers and want them to handle building docs end-to-end, ask point-blank whether they’ll prepare and send the COI on your behalf.
Getting a COI isn’t hard, and the emotional payoff is huge. Instead of having this jittery feeling, you walk into a lobby with the pads already up and the doorman nodding in approval. Treat it as your ticket to ride. Collect the template, send it to your mover, and make the whole operation easier for yourself.
Supriyo Khan
Supriyo Khan
Supriyo Khan
Supriyo Khan
Want to add a comment?
