The Estimate

Communication—You and Your Representative

When scheduling your appointment, allow the agency sales representative at least one hour of meeting time. The main objective of the appointment is to provide you with an approximate cost for your move. Take full advantage of this time to express any concerns you may have. The more you communicate with your representative, the more "personalized" your estimate becomes.

For example, suppose you're building a home in your new location and there's a slight possibility that it won't be completed in time for delivery. Storage-in-transit may be an alternative.

Or, perhaps it's important that costs be kept to a minimum. Your representative may assist by offering a special pricing program suitable for your budget. He or she may even offer tips on how you can cut costs relative to your move.

Tip—Since deregulation in 1980, the moving industry has become a competitive market. Although discounting is now recognized by most carriers, poor service can result from "deep" discounting. Don't let "cost" be the principal factor in selecting a carrier. Choosing the lowest price may not always be the wisest choice.

The Cost—How Is It Calculated?

The cost of your move can be broken down into three categories: the transportation charge, the cost of valuation and the cost of materials and services required to complete the move. Let's look at each one individually.

Transportation Charge—This is usually your largest expense (60-75%). It is based on a tariff rate per hundred pounds for the actual weight of your shipment and the number of miles it will be traveling. The cost of loading your goods, transporting them and unloading them at destination comprises the charge.

Valuation—Valuation is the liability the carrier assumes for your goods while in their care. Most major carriers offer three plans: standard liability, declared value liability and full value liability. Your selection will determine the premium cost.

Materials and Services—Any materials and/or services required to complete your move will result in additional charges. For instance, when packing and unpacking is requested, you will pay for the cost of the packing material as well as the labor charges for the actual service.

Listed below are examples of services which may result in additional costs:

• Extra pick-up and/or deliveries (e.g., to or from a vacation home)
• Excess distance carries
• Overtime loading or unloading
• Piano and/or organ handling
• Appliance servicing (i.e., servicing a washer and dryer)
• Automobile handling
• Bulky articles handling (such as satellite dishes, motorcycles, playhouses, hot tubs, etc.)

As you escort your representative through each room of your home, he/she will be making a mental note of the various services that your move will require as well as completing a Table of Measurements, or cube sheet. That document is used to determine the cubic feet that your furniture, appliances, cartons and miscellaneous articles will occupy in the van. By assigning an average weight value per cubic foot, the representative converts the total cubic feet into pounds; thus, determining the estimated weight of your shipment. The cost estimate is then prepared based on that figure. Your sales representative will provide you with an Estimate/Order for Service detailing the breakdown of charges.

Tip—It's important that you point out to your representative items stored in concealed areas, such as attics, crawl spaces, garages and basements, to ensure the most accurate estimate possible.

Remember . . . an estimate is just an estimate! Unless you've been given a guaranteed price (a binding estimate), the actual weight of your shipment will be used to compute the actual charges.

After the Estimate

Finalizing Your Plans

Once you've selected a carrier, notify your agency representative immediately. This will assure immediate scheduling of your agreed pick-up and delivery dates. This is especially important during the peak season months (i.e., May 15 through September 30) when carriers experience about 48 percent of their business.

Your representative, also known as the booking agent, is now responsible for making the necessary arrangements for your move-from scheduling packing dates, to hiring an outside contractor to performing specialized services for items that require special handling (such as disassembly of a grandfather's clock or pool table).

If you intend to do your own packing, it is recommended that you purchase moving cartons and packing material from your local carrier. Properly used, professional containers aid in protecting your goods while in transit. Otherwise, check with liquor stores about acquiring good, sturdy boxes. Packing brochures, with helpful tips, are usually available from your carrier.

Tip—The driver can request that any packed-by-owner (PBO) cartons be repacked if, in the driver's judgment, there is risk of damage occurring during transit due to improper packing.

Labeling your boxes appropriately will assist both you and the driver in room placement at your new residence.

If your move requires full or partial packing, your origin agent (who may also be the booking agent) will notify you of the date and time that the packing crew is scheduled to arrive to begin preparing your household effects for transit. Depending on the size of your home and the amount of packing required, it may take one or more days to complete. Usually, the actual loading of the van takes place the following day.

Tip—Don't forget to set aside those items that will be traveling with you, such as medication, baby necessities, your pet's leash, etc. It's also a good practice to keep in your possession important documents such as wills, car titles, mortgage papers, etc.

What Goes On Behind The Scenes?

With Bagby Transfer, the information contained on the Estimate/Order for Service is communicated to Bagby Headquarters and your shipment is assigned an identification number (registration number) which will appear on all documentation and correspondence.

Tip—In the event you have questions about your move, please refer to the registration number. It will assist us in identifying your shipment and in answering your questions in a more timely manner.

The booking agent may elect to transport your shipment using their own driver and tractor-trailer. Or, they may turn the order over to the van line's Operations Department for driver selection and shipment scheduling.

So, it's conceivable to have up to three different agents sharing the responsibility for your move-the booking agent, the origin agent and now the hauling agent. (Note: the booking agent can be the origin agent, the hauling agent or both.)

Unlike freight, moving household goods is not just a matter of picking up the goods from Point A and delivering them to Point B within a reasonable transit time. Consider this: there likely will be several shipments being loaded onto one trailer, originating from and delivering to different cities across the U.S., all of which must be moved within a specific timeframe. Now, that takes some planning and organization!

That's where our Operations Department comes in. They are the "heart" of the system. With expertise, each individual Planner coordinates the routing of shipments within and from his/her respective geographic zone.

Our Dispatchers communicate that schedule to our drivers and participating agents and make sure that instructions are carried out accordingly. Because drivers normally "check in" daily, at any stage of your move, a telephone call on our toll-free line can provide you with the current status of your shipment.

It's a matter of teamwork! Everyone works together toward a common goal-to provide you the smoothest move possible!

Moving Day

Upon arrival, your driver will request that you sign the Bill of Lading. Your signature acts as authorization for the carrier to transport your belongings. It's imperative that you check the document for accuracy and completeness, and in the space provided, enter in your own handwriting, the type of valuation you have chosen.

Tip—Make sure the Bill of Lading includes your new delivery address and telephone numbers so that the driver can call you in advance of delivery.

Your driver is required to complete a Household Goods Descriptive Inventory of the items that are being shipped and to note their condition. Once the Inventory is completed, the driver will require your signature as your acknowledgment that the Inventory is, to the best of your knowledge, a true and complete list of the goods being tendered to the carrier and of the state in which the goods are received. (If an automobile or boat is included, a signed, Motor Vehicle Descriptive Inventory will also be required.)

When additional services are necessary in order to complete your move, the Additional Services Performed Origin/Destination Service and Delivery Report (A.S.P.O.D.) must be completed. (The name of this form may vary from one van line to another.) That document indicates, when applicable, the amount of manpower and time necessary to accomplish the particular service listed and, who is to perform them. Your signature acts as a confirmation that the services listed are completed as stated.

Now that the preliminaries are over, you simply sit back, relax, and let the driver and his helpers do their job.

Delivery

What Should You Expect?

The Agreed Delivery Date on your Bill of Lading will specify the spread date or preferred time period that delivery of your goods can be expected. (Example: 5/26 to 6/07) Most drivers try to advise you of their anticipated arrival at least 24 hours in advance. In the unlikely event that your shipment is delayed past the agreed delivery date, you will be notified of the specifics.

Tip—If the driver arrives within the specified timeframe and you are unable to accept delivery, the carrier does have the option to place your goods in a storage facility for delivery out at a later date, which will result in added costs to you. Baby requires that our drivers physically go to your residence . . . even if we can't reach you by phone.

If you have requested notification of the actual weight and charges by checking the appropriate box on the Bill of Lading, one of the staff from Operations should inform you of the amount due prior to delivery.

Unless another means has been prearranged, payment is due at the time of delivery by cash, certified check or postal money order. The driver will not begin unloading until payment is received. Many carriers now honor major charge cards (Bagby does!) . . . but don't assume so. Check with your local representative in advance to confirm that their office participates in a charge card program. Verify which cards they accept and if any restrictions apply (e.g., can the transaction occur at origin or destination? can the charges be split between two different charge cards?).

In the event the actual charges have exceeded the estimated charges by more than 10%, the driver will release your goods when you pay what is called the 110% Collection Option (not applicable on binding estimates). For example, if the cost of your move was estimated at $2500.00, but the actual charges are $2800.00 you are only required to pay on delivery the estimated charges ($2500.00) plus 10% ($250.00) or a total of $2750.00. The balance of the charges will be due in 30 days.

To this point, there have been up to three agents involved in your relocation-the booking agent, the origin agent, and the hauling agent. (You'll recall that it's possible for the booking agent to act as the origin agent and even the hauling agent, as Bagby regularly does.) Now, a fourth agent is about to join the moving team.

When the driver needs assistance in unloading, or specific arrangements need to be made for items requiring special handling, the destination agent assigned to your move can assist the driver by providing experienced helpers and scheduling other required services. The destination agent's warehouse facility is also available in the event your shipment is tendered into temporary storage.

As the driver begins to unload at your new residence, you should check off the items on your copy of the Inventory as they are carried in. This will help you determine if all furniture and/or cartons are accounted for. You should also record any noticeable damage. Once you have completed your inventory check, transfer any notations onto the driver's copy of the Inventory and sign it.

Hopefully, you've had an opportunity to plan ahead in regard to furniture placement. Although most drivers are very cooperative, they are only required to place furniture once.

If you have requested "unpacking," it's important that you understand what unpacking actually entails. In industry terminology it means taking the packed items out of the cartons and placing them on a table or counter for the customer to place in cabinets or drawers; and, when requested, the disposal of used material and containers at the time of unpacking.

After Delivery

Although your carrier's objective is to transport your personal belongings without incident, there may be times when loss or damage does occur. If you should discover that items are missing and/or damaged, here's what you should do:*

1)Finish your unpacking, then make a list of the damaged and/or missing articles. DO NOT THROW AWAY ANY OF THE DAMAGED ITEMS!

2)Gather your documents for reference purposes. As mentioned before, it saves time when you know your shipment registration number. Then call your carrier's Customer Service Department at the corporate headquarters to request a claim form (your representative can provide you with a toll-free number). Your claim form will be mailed promptly.

3)When received, fill out the claim form as completely and accurately as possible and return it to your Customer Service representative. Although you actually have nine months from the date of delivery to submit a claim, it's best to file as soon as possible. All claims will be settled within the parameters defined by the liability option you previously selected.

Processing will begin at the corporate office upon receipt of your claim. A copy of the claim form with an assignment sheet will be faxed or mailed to a reputable repair firm authorizing them to make an inspection or proceed in restoring items damaged in transit. Articles that are non-repairable are reported to the Customer Service representative for further assessment.

Every effort is made to locate any missing items. If your carrier is unable to recover them, restitution for lost and/or non-repairable items will be considered in your final settlement. A letter will be issued advising you of those terms.

Oh, if your booking agent or van line sends you a service evaluation form, please complete it and mail it back. It's important that the van line know how your move was handled.

*Procedures for filing a claim may vary from carrier to carrier. Consult your representative for specific instructions.

Glossary of Terms

Agent—a mover and warehouseman under agreement with a national van line, and empowered to act in the van line's behalf in servicing the interstate movement of your household effects.

Agreed Delivery Date—a spread of dates mutually agreed upon between you and the carrier for the delivery of your goods.

Booking agent—the mover responsible for actually securing the order for your move and registering it with the carrier.

Destination agent—a local mover located in, or near, your destination city for the purpose of providing destination services when requested.

Estimate—a computation of weight, value, services, etc., used to determine the estimated cost of your interstate move.

Hauling agent—a mover whose driver and equipment are used in transporting your goods.

Interstate Commerce Commission—the Federal agency regulating the interstate transportation industry, including movers of household goods.

110% Collection Option—when the actual charges exceed the estimated charges by more than 10%, the driver will release your goods to you after you pay the estimated charges plus 10% on the day of delivery. The balance of the charges will be due in 30 days.

Origin agent—a local mover in, or near, your origin city who is responsible for origin services when required or requested. The origin agent and the booking agent may be one and the same.

Registration number—a reference number assigned to your order by the van line Operations Department for the purpose of identification. The number will appear on all documentation and correspondence.

Self-haul—the booking agent's prerogative to transport the household goods using its own driver and equipment, rather than turning the order over to the van line dispatching center for scheduling and driver assignment.

Storage-in-transit—the temporary storing of household goods in an agent's facility for delivery to the residence at a later date. With Bagby, Storage-in-transit is limited to 180 days.

Tariff—the publication that provides the schedule of rates and charges from which the carrier computes the total cost of a move.

Valuation—the liability that the carrier assumes according to your selection, while your shipment is in a van lines care. The term "valuation" denotes contractual limits of liability as provided for in the Interstate Commerce Commission Act, Title 49 U.S.C. Section 10730 (a), and is not "Insurance." Bagby is not an insurance company.

Glossary of Documentation

Additional Services Performed at Origin/Destination Service and Delivery Report—a form that serves as proof that additional services were performed at origin and/or destination. Your signature verifies that the service(s) was completed as stated.

Amendment to the Order For Service—a form used for updating the original Order for Service, indicating changes you agree to make in your relocation (e.g., change in dates, address, items to be shipped, services, etc.)

Bill of Lading—a contract between you and the carrier authorizing them to transport your household goods. It also serves as a delivery receipt for your goods.

Estimate/Order for Service—a computation estimating the services and charges required to handle the transportation of your goods, and a direction (order) to proceed with the transportation.

Household Goods Descriptive Inventory—a document that lists the items that are received and delivered by the carrier and the condition in which they are received.

Packing Services Report—a document that provides a record of containers, packing and unpacking, and appliance services. Your signature is authorization for the services.

Table of Measurements—a document used to determine the cubic feet that your furniture, appliances, cartons and miscellaneous articles occupy in the van. By converting the cubic feet into pounds, an estimated weight is acquired which is used in calculating the estimated cost for your move.

(800) 522-2531
Fax: (706) 295-4906

Bagby Transfer Co.

Rome (706) 295-2531
Dalton (706) 278-6734  Chattanooga (423) 266-6683
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