Moving delivery window: When to expect your shipment when moving cross country?

No matter how well you organize your move and how carefully you plan everything out, there will always be things out of your control – especially when the move is a long-distance one.

You can’t command the weather, prevent accidents or breakdowns, or make the moving truck go faster – so, the safety of your shipment – and the time it will take to arrive at your new address – is out of your hands.

Even your movers can’t pinpoint a specific date for the delivery of your items – as they can’t control the weather, the traffic, and possible technical malfunctions, either. What’s more, when transporting household items across the country, movers usually consolidate shipments, so schedules become even more complicated and unpredictable.

That is why long-distance moving companies give their customers a delivery window – a span of several days in which they can expect their belongings.

For cross-country moves, it can take anywhere from a couple of days to a couple of weeks for a shipment to arrive – so, a moving company delivery window usually ranges from 3 to 14 days.

Here is everything you need to know about moving delivery windows, so you can make your plans accordingly and prepare properly for the first days in your new home.

What is a moving delivery window?

A moving delivery window, also known as a delivery spread, is a range of dates during which a shipment is scheduled to be delivered. It’s standard practice for long distance movers to give a two-week delivery window, although a shipment can sometimes be delivered in as little as 2 days or as long as 20 days.

Delivery windows are needed in order for moving companies to be able to coordinate all the shipments they’re transporting in the same moving truck.

A standard mover’s tractor-trailer that transports household items across the country holds approximately 25,000 pounds of goods. To ensure efficiency, the movers try to fill the truck to its maximum capacity, so they take as many loads going along the same moving route as possible and transport them at once. This means that the truck has to make multiple stops along the way to pick up and drop off the shipments – and in order to be able to coordinate all the pickup and delivery dates, interstate movers use delivery windows.

When you sign a contract for a long-distance move, the delivery date will always be listed as a delivery spread – a range of dates. Your shipment will arrive at your new address between these dates. The moving company cannot guarantee an exact delivery date because there will be several shipments on the truck – and there may be unforeseen circumstances along the way (inclement weather, mechanical problems, etc.), too.

Good to know: Each moving company has its own method of determining their delivery windows – so, some movers may be able to accommodate your delivery preferences and others may not. It may also be possible to have your household goods shipped separately, so that you can have a guaranteed delivery date, but you will be charged an extra fee for the exclusive use of the moving vehicle. (See also: What additional services do movers offer)

What factors affect moving company delivery windows?

From the distance to the final destination to the weather conditions at the time of the move, there are a variety of factors that affect delivery spreads:

1) Move distance

The most important factor that determines the delivery time is the distance between the origin and the destination locations. Naturally, the greater the relocation distance, the longer the delivery will take – a shipment going at a distance of 1,000 miles will usually need about 3 days to arrive, while a shipment going from one coast to the other is likely to take a couple of weeks.

Good to know: There are driving laws that set a maximum number of hours per day that a driver can operate a truck – so, when estimating delivery times, movers need to consider the number of travel days that they will need to legally drive to the destination location as well.

So, altogether, the more miles – the longer the delivery spread.

2) Size of the shipment

If a shipment is so big that it fills the entire truck, the movers will drive directly to the destination – so, the delivery time will be shorter and the delivery window will be quite narrow.

When the shipment is smaller, however, there will be a lot of unused space in the truck and the movers will take other loads in order to achieve efficiency. This means that the truck will stop at other homes along the way for pickups and deliveries – it will take time and the delivery window will be bigger.  

In a word – a smaller shipment has a wider delivery window.

See also: Sharing moving truck space to share moving expenses

3) Other shipments on the truck

The more shipments there are in the truck, the more stops it will have to make and the longer the delivery time will be.

The size of the shipments and the complexity of the jobs (the peculiarities of the pickup and delivery locations, the type of the items that need to be loaded on and unloaded from the truck, etc.) will also greatly affect the delivery window, as the delivery time will depend not only on the number of moves the professionals are handling at once, but also on the amount of time each of these moves takes.

4) Demand for moving services

Delivery windows tend to be wider when the demand for moving services is higher – as moving companies are heavily booked and try to handle as many moves as possible at once. So, a delivery is likely to take longer in peak season (from May to September) than in the off-season when movers are less busy.

Sometimes, however, delivery windows may be wider in the slower season – as there are fewer jobs and movers may decide to wait longer in order to take an extra shipment or to go a bit off the route in order to handle an extra move, etc.

Related: Tips for moving during peak moving season; Why you should move in off-peak season

5) Weather

The weather can wreak havoc on moving plans and delivery schedules – driving in bad weather is very difficult and very risky (so the moving truck will go more slowly and the delivery time will get longer), there may be road closures (so the movers will have to wait or take a detour and the delivery will be delayed), the moving truck may get caught in a storm (so it will have to stop and may even get damaged), etc.

The risk of late deliveries due to adverse weather is especially high during the winter, so moving delivery windows tend to be wider during the cold season. (See also: How to move in the winter)

6) Traffic issues and mechanical problems

Needless to say, traffic jams, traffic accidents, truck breakdowns, and other mechanical problems with the moving vehicle can also cause considerable delays. Therefore, the risk of such issues is also taken into account when estimating a delivery spread.

7) Movers

Last but not least, a moving company delivery window depends on the company itself.

Typically, movers wait until a truck is full before sending it on its way. So, when it comes to cross-country moves, major van lines usually have smaller delivery windows because they have more moving jobs and, thus, fill their trucks faster.

Smaller moving companies, on the other hand, may be able to better accommodate their customers’ needs for specific delivery dates as they have fewer jobs to coordinate.

Considering all the above factors, it is unrealistic to expect that your movers will be able to give you a specific day for the delivery of your goods on a long distance move – you will be given a window of possible dates and will be updated on the progress of your shipment during the move.

Can you track the progress of your shipment?

While it is not yet possible to track your shipment as if it were a package, you can check with the moving company – or directly with the driver – at regular intervals during the move to inquire about the progress of your items.

You will get a peace of mind, knowing that everything is fine and your belongings are drawing nearer – and the movers will be able to narrow down the delivery window as the shipment gets closer to your destination.

So, be sure to call the moving company – or the driver – every few days and ask about the progress of the shipment and any itinerary changes (the weather might worsen, the pick-up or drop-off of another customer’s items might take more time than expected, the truck might have an accident, etc. – and it may result in delayed delivery.) Staying in contact with the movers will allow you to know what’s going on, so you don’t worry unnecessarily and can prepare accordingly.

The driver will call you 1-2 days in advance to let you know the exact date of the delivery.

Good to remember: When the moving truck arrives at your new home, you (or an authorized person) need to be there to receive your shipment. Otherwise, your goods will be put into storage at the movers’ local warehouse – which will incur additional storage costs. You will also be charged a re-delivery fee when the moving truck comes to your home for a second time to deliver your shipment.

Is it guaranteed that your shipment will arrive within the given delivery window?

So, how long does it take movers to deliver? It is very difficult to say in advance as there are too many things that can alter the delivery time. Yet, the last date of the delivery window that the company committed to in the estimate they provided you with is the date by which they’re legally obliged to deliver your shipment.  

If they fail to do so (your goods have not arrived by the last day of the delivery spread), you can file a delay claim with the movers. In most cases, you will be entitled for reimbursement of any living expenses incurred in the time between the last day of the delivery window and the date when your shipment actually arrives – hotel accommodations, restaurant meals, etc. (just make sure you keep all the related receipts).

Good to remember: When working with honest and reliable movers, you have nothing to worry about even if your delivery is late – there will be a valid reason for the delay (traffic problems, inclement weather, a job gone overtime, etc.) and you will be compensated for the inconvenience. If you have fallen victim to moving scam, however, a late delivery may mean that the rogue movers have simply disappeared with your belongings – or intend to hold them hostage for ransom. (See also: How to find good movers; How to avoid moving scams)

Although there is always a potential for delays, a reputable company will usually deliver in time – as they have enough time to compensate for small setbacks along the way thanks to the delivery spread.

A moving company delivery window provides flexibility and keeps expectations reasonable – so, a smooth and successful moving experience is guaranteed. Good luck with your cross-country move!