Apartment Building Moving Rules

COI requirements, elevator reservations, loading dock rules, move-in fees, floor protection, and everything your building expects on moving day.

Updated 2026-09-25

Common Building Requirements

Most managed apartment buildings enforce some or all of these requirements. Check your lease and contact your building manager at least 3 weeks before your move.

Requirement	How Common	Who Handles It	Lead Time
Certificate of Insurance (COI)	Required at 85%+ of managed buildings	Your moving company provides it	5 to 7 business days
Elevator reservation	Required at all buildings with freight elevators	You reserve through management	2 to 4 weeks
Loading dock reservation	Required at buildings with dock access	You reserve through management	1 to 2 weeks
Floor protection	Required at 60%+ of managed buildings	Your moving company provides it	Confirm with movers at booking
Move-in deposit	$100 - $500 (often refundable)	You pay to management	Before move day
Move-out inspection	Common at luxury and managed buildings	Building manager conducts it	Schedule 1 week ahead
Hours restriction	Mon-Fri 9am-5pm, Sat 10am-4pm	You schedule movers within window	At booking
Noise / construction rules	No drilling, hammering before 9am or after 8pm	You and your movers comply	Day of move

Certificate of Insurance (COI)

What a COI is

A Certificate of Insurance is a one-page document from your mover's insurance company confirming they carry general liability (typically $1 million minimum) and workers' compensation coverage. It names your building or management company as an "additional insured" for the move date. If a mover damages the lobby, elevator, or hallway, the building can file a claim against the mover's policy.

How to get one

Ask your building for their COI requirements: the exact legal name of the entity to be listed as additional insured, minimum coverage amounts, and any specific endorsements. Give this information to your mover at least 5 business days before the move. Reputable movers provide COIs at no extra charge. If a mover says they cannot provide a COI, that is a red flag. It means they are uninsured or underinsured.

Typical COI requirements

General liability: $1,000,000 per occurrence, $2,000,000 aggregate. Workers' compensation: statutory limits. Auto liability: $1,000,000 combined single limit. Some luxury buildings require $5,000,000 umbrella coverage. Your building will reject the COI if coverage amounts are below their minimums.

Elevator Reservation Rules

How to reserve

Contact your building manager or concierge 2 to 4 weeks before your move. Most buildings use a first-come, first-served system. End-of-month dates and weekends fill up fastest. You will receive a confirmed time slot, typically 4 to 6 hours. Some buildings pad the elevator with protective blankets before your slot begins.

What happens without a reservation

Without a reservation, the building may refuse elevator access on move day. Your movers will be standing in the lobby with your furniture and no way to get it upstairs. You may need to reschedule the entire move, which typically costs $200 to $500 in rescheduling fees from your mover. Always confirm the reservation 2 to 3 days before the move.

Loading Dock Rules

Buildings with loading docks typically require advance reservation, enforce truck size limits (usually 24 to 26 feet maximum length, 12 to 13 feet maximum height), and restrict dock access to specific hours. Share the dock dimensions with your mover before move day.

If the truck does not fit, your mover may need to shuttle items from a street-level parking spot using a smaller vehicle. Shuttle fees add $300 to $800 to your total. Some buildings restrict curbside loading to 15 to 30 minutes, which is not enough for a full move. Confirm all logistics in writing with both your building and your mover.

Move-In and Move-Out Fees by Building Type

Building Type	Typical Fee	Refundable?	Notes
Luxury high-rise (20+ floors)	$200 - $500	Usually refundable	Strict COI and elevator rules. Dock access required.
Mid-rise (5 to 15 floors)	$100 - $300	Varies	Elevator reservation required. COI often required.
Walk-up (2 to 4 floors)	$0 - $100	Often no fee	Fewer rules but stair carry adds time and cost.
Condo / HOA	$150 - $400	Usually refundable deposit	HOA board sets rules. May require advance approval.

Floor Protection Requirements

Buildings with hardwood, marble, or new carpet in common areas often require floor protection during moves. Common materials include Masonite boards (4x8 ft hardboard sheets) for lobby and hallway floors, Ram Board or floor runners for corridors, and elevator padding (quilted blankets on elevator walls and floor).

Reputable movers carry these materials as standard equipment. If your building requires specific materials, confirm with your mover at booking. The cost is typically included in the move price, but some movers charge $50 to $150 extra for Masonite boards. Failing to protect floors can result in your move-in deposit being withheld to cover repairs.

Frequently Asked Questions

What is a Certificate of Insurance (COI) for moving?+

A COI is a document from your moving company's insurer proving they carry general liability and workers' compensation insurance. Your building requires it to protect against damage to common areas (elevators, hallways, lobbies) during the move. The COI names your building or management company as an additional insured. Most movers can provide one within 24 to 48 hours at no extra charge. Ask your building for their specific requirements (coverage minimums, named insured entity) and give those details to your mover at least 5 business days before your move.

How far in advance should I reserve the elevator for moving?+

Reserve the freight elevator at least 2 to 4 weeks before your move date. In large buildings, popular move dates (end of month, weekends) fill up quickly. Most buildings assign 4 to 6 hour time slots. If your move needs more time, request an extended slot or book two consecutive slots. Failing to reserve may mean you cannot use the elevator on your move day, forcing you to reschedule or carry everything up the stairs.

Do I have to pay a move-in fee at my apartment?+

Many buildings charge a move-in fee (sometimes called a move-in deposit). Fees range from $0 at walk-up apartments to $500 or more at luxury high-rises. Some buildings charge a non-refundable fee, while others take a refundable deposit that you get back if no damage occurs. Check your lease and building rules before your move date. The fee is separate from your security deposit.

What happens if movers damage the elevator or hallway?+

If your movers cause damage to common areas, the building will typically file a claim against the mover's insurance (which is why they require a COI). If you did not provide a COI, the building may charge repairs to your move-in deposit or bill you directly. Document the condition of hallways, elevators, and doorways with photos before and after the move. This protects both you and the movers.

Can my building restrict what hours I can move?+

Yes. Most buildings restrict moves to business hours on weekdays (typically 9am to 5pm, Monday through Friday). Some allow Saturday moves between 10am and 4pm. Sunday and holiday moves are rarely permitted. High-rise buildings with shared elevators often enforce these rules strictly. Violating the moving hours policy can result in fines, typically $100 to $500. Check your lease and building rules early so you can schedule movers accordingly.

Is floor protection required during apartment moves?+

Many buildings, especially those with hardwood floors or new carpet in common areas, require floor protection. This usually means Masonite boards (hardboard sheets) in the lobby and hallways, and floor runners or Ram Board in elevators and corridors. Some buildings provide protection materials, but most require your movers to bring their own. Reputable movers include floor protection as standard practice. Ask your building exactly what they require and confirm your movers will provide it.

What if my moving truck does not fit in the loading dock?+

Loading docks have vehicle size limits (often 24 to 26 feet maximum). If your mover's truck is too large, they may need to use a smaller shuttle vehicle to transport items from a nearby parking spot to the dock. Shuttle fees typically add $300 to $800 to your move. Ask your building for the dock's maximum truck length and height clearance, then share those dimensions with your mover before move day.