Begin your Permanent Change of Station (PCS) move with your orders and installation transportation office. Confirm authorization and documentation before booking. Use this checklist to organize providers, records and delivery.
1. Confirm Your Orders and Moving Allowances
Confirm your individual allowance and approved shipment types during transportation counseling. Military OneSource’s shipment guide provides a starting point.
Bring these questions to that appointment:
- What goods, weight, storage and special items are authorized?
- Which dates and approvals apply?
- What documents and submission instructions should I follow?
Keep the written answers with your orders.
2. Compare a Government-Arranged Move With a PPM
A government-arranged household-goods shipment uses a transportation service provider. For a Personally Procured Move (PPM), you arrange the move yourself, which can include hiring a commercial mover. Military OneSource explains these move types.
Ask whether a full or partial PPM is approved, how the estimated payment is calculated and what excess costs you would bear. Compare it with your complete budget. A mover’s quote does not establish military approval or reimbursement.
3. Compare Written PPM Quotes on the Same Inventory
Use one itemized inventory and the same pickup, delivery and access details for each quote. Include specialty items, packing, stairs, elevators and any storage you expect to need.
For a privately hired interstate household-goods mover, FMCSA’s estimate guidance explains binding and non-binding estimates. A binding estimate depends on the listed items and services; additional items or circumstances can require revised terms.
Before signing, ask:
- Who is arranging the move, and which authorized carrier will transport the goods?
- What services, materials, access charges and payment dates are written into the estimate?
- How will changes to inventory or services be approved and priced?
- What pickup and delivery windows are agreed, and who handles a delay?
- What valuation election, exclusions and claims instructions apply to this shipment?
Keep valuation and insurance questions separate from the military payment estimate. Do not assume a commercial carrier’s terms are the same as those for a government-arranged shipment.
4. Build Your Document Folder Before Pickup
Use the Military OneSource personal property FAQs and your transportation office’s checklist to confirm required weight tickets, forms and submission steps. Ask which documents you must obtain from a privately hired provider.
Organize a folder for:
| Record | What to confirm |
|---|---|
| Orders and approvals | The authorized move, dates and any amendments |
| Inventory and photographs | Item descriptions, condition and shipment allocation |
| Weight documentation | Required scale, ticket details and weighing procedure |
| Estimates and agreements | Included services, changes, payment and delivery terms |
| Invoices and receipts | Which expenses need supporting records |
| Shipment correspondence | Contacts, updates and submission confirmations |
Keep copies accessible during travel. Use the moving checklist to organize packing and personal essentials alongside these administrative tasks.
5. Check Payment and Tax Treatment
Do not assume that a PPM payment is automatically tax-free. Ask your finance office which amounts are taxable and what records you will receive. Review the IRS moving-expense instructions for the tax year you are filing, especially how reimbursements affect eligible expenses.
Budget separately for costs your approved payment may not cover. Keep a written list of deposits, travel, packing, storage and other commitments, with due dates and cancellation terms.
6. Keep Delivery Records and Check the Correct Claims Process
Photograph condition before packing, review the shipment inventory and document any delivery concerns in writing. Keep copies of notices and supporting records.
Loss/damage notification and a formal claim are separate steps. Military OneSource’s claims guide explains that deadlines depend on the shipment. Confirm the current instructions with your military claims office; use the carrier’s applicable process for a privately contracted move. Do not treat one deadline as universal.
Frequently Asked Questions
How do I find my PCS weight allowance?
Check your orders and confirm the authorized allowance with your installation transportation office. Ask how it applies across multiple shipments and which items have separate rules.
Does hiring a mover guarantee PPM reimbursement?
No. Confirm military approval, required documents and the payment estimate with your transportation office before committing. Compare the provider’s written quote with your full budget and the costs you would personally bear.
What should I send when requesting a moving estimate?
Prepare an itemized inventory, pickup and delivery details, access restrictions and photos of specialty items. Ask for written service, pricing, delivery and protection terms. You can use the estimate request page to start that conversation.