Military Moving Services: A Complete PCS Guide

Relocating under military orders presents a unique set of challenges that civilian moves rarely touch. You face rigid timelines, weight restrictions, government portals, and the pressure of a career that demands full attention. A permanent change of station (PCS) is not just a move. It is a controlled operation where every pound and every deadline matters. Understanding how military moving services work before you start the process can save you thousands of dollars and countless hours of frustration. This complete PCS moving guide walks you through the entire relocation cycle, from selecting a moving provider to filing your final claims.

Understanding Your Entitlements and Moving Options

Before you book anything, you must know what the government pays for and what comes out of your pocket. The Joint Travel Regulations (JTR) define your entitlements based on rank, dependency status, and the specific details of your orders. The most common option is a Personally Procured Move (PPM), formerly known as a DITY move. In this scenario, you handle the logistics and the government reimburses you at a rate that is usually lower than what a commercial mover would charge. The incentive is that you keep the difference if you move for less than the reimbursement rate.

Alternatively, you can opt for a Government-Bill-of-Lading (GBL) move. Here, a contracted military moving services provider handles everything from packing to delivery. You do not pay upfront, but you must adhere to strict scheduling and weight limits. A third option is a hybrid approach where you move some items yourself and let the military move the rest. Each choice affects your out-of-pocket costs, your schedule, and the level of control you maintain over your belongings.

Key Factors That Influence Your PCS Move

Your decision should hinge on three main variables: your timeline, the distance of the move, and the value of your household goods. A PPM works well if you have a flexible schedule and can pack a smaller household. A full-service GBL move is better for large families moving across the country or overseas. Keep in mind that the weight allowance for your rank determines the maximum the government will pay to move. Exceed that limit, and you pay the overage at a rate that can surprise you.

Another consideration is storage. If you have a gap between your move-out and move-in dates, you may need temporary storage. The government provides temporary storage as part of your entitlements, but it is limited to 90 days for most moves. If you need longer, you may have to pay out of pocket or negotiate with your chosen military relocation services provider for an extension. Understanding these entitlements early prevents last-minute scrambles.

Selecting the Right Moving Company

The military does not let you pick any mover off the internet. You must choose from a list of approved carriers that have passed the Defense Personal Property System (DPS) screening. This system rates movers based on performance metrics like on-time delivery, damage claims, and customer satisfaction. You can view these scores in the DPS portal before you make a selection. Prioritize carriers with high customer satisfaction scores and low claim rates, even if they are not the cheapest option.

When you request a move through the DPS system, you will receive bids from multiple carriers. Do not simply accept the lowest bid. A low bid often indicates a carrier that cuts corners on packing materials or uses subcontractors with poor training. Instead, look for a carrier that offers a pre-move survey. During this survey, a representative visits your home, inspects your belongings, and provides a binding estimate. This survey protects you from surprise charges later. The best military moving services offer this survey as a standard practice.

Once you select a carrier, you will receive a move coordinator who acts as your single point of contact. Keep their contact information handy and confirm all details in writing. Ask about their process for handling high-value items like electronics, firearms, and antiques. Most carriers require you to list these items separately on an inventory sheet. If you own specialty items like a piano or a large safe, confirm that the crew has the equipment to move them safely. For added context on managing urgent relocations, review our guide on Emergency Same Day Moving Services for strategies that apply to tight timelines.

Packing and Weight Management

Packing for a PCS move differs significantly from packing for a standard residential move. The military uses a weight-based system, so every box you add increases your total poundage. If you exceed your weight allowance, you pay the difference at a rate set by the government. This rate can be several dollars per pound, which adds up quickly. To avoid this, pack only what you truly need. Leave behind furniture that is worn out, clothing you have not worn in a year, and duplicate kitchen appliances.

Professional packers from your chosen mover will handle the actual packing. They use standard boxes, padding, and wrapping materials. You are allowed to pack your own boxes, but the moving company will not accept liability for damage to items packed by you. If you pack your own boxes, label them clearly with the room name and contents. Keep a separate list of what is inside each box for insurance purposes. For high-value items, take photographs before the move as evidence of condition.

Managing Weight During the Move

To stay within your weight allowance, follow these steps:

• Weigh your vehicle before loading to get a baseline weight.
• Load only essential household goods and avoid heavy items like books or tools unless necessary.
• Request a re-weigh after loading to confirm the total weight. You are entitled to witness this weigh-in.
• Dispose of any items that push you over the limit before the truck leaves.

After the weigh-in, you will receive a weight ticket. Keep this ticket with your move documents. If the final weight exceeds your allowance, you can request a re-weigh within a specific window. The military provides a grace period for this, but you must act quickly. Exceeding your weight limit can result in a financial penalty that affects your next PCS move.

The Moving Day Process

On moving day, the crew arrives with a truck, packing materials, and an inventory list. They will wrap furniture, disassemble items, and load the truck. You should be present throughout the process to supervise and answer questions. Confirm that the crew uses floor runners and door jamb protectors to avoid damaging your home. Ask them to label each box with a unique number that corresponds to the inventory sheet. This sheet will be your primary document for filing claims later.

Before the crew leaves, walk through each room with the foreman. Check that nothing is left behind and that all items are accounted for on the inventory sheet. Sign the inventory sheet only after you have verified it. If you notice missing items or damage, note it on the form immediately. The foreman will sign a copy for you to keep. This signed copy is your proof of the condition of your belongings at the time of loading.

Once the truck departs, you will receive an estimated delivery date. For local moves, delivery usually happens within one to three days. For long-distance moves, it can take one to two weeks. Track your shipment using the DPS portal or the carrier’s tracking system. If the delivery is delayed, contact your move coordinator immediately. Delays can affect your housing timeline and your ability to report to your new duty station on time.

Delivery and Unpacking

When the truck arrives at your new home, the crew unloads and places items in the correct rooms. You should be present to direct placement and inspect each item as it comes off the truck. Do not let the crew leave until you have completed a thorough inspection. Check for scratches, dents, broken glass, and missing parts. If you find damage, document it on the delivery receipt and take photographs. The crew will note the damage on their copy as well.

After the crew leaves, you have a limited window to file a claim for any damage or loss. The military uses the DD Form 1840 for delivery condition reports and DD Form 1840R for post-delivery claims. You must submit the 1840 within 70 days of delivery. The 1840R gives you up to nine months to file a claim, but you must report visible damage on the 1840 immediately. If you miss the 70-day window, you lose the right to claim for visible damage. For hidden damage, you have the full nine months, but you must provide proof that the damage occurred during the move.

Filing Claims and Maximizing Recovery

Filing a claim with a military mover is not the same as filing with a standard moving company. The military uses a system called the Full Replacement Value (FRV) program. Under this program, the carrier must repair, replace, or reimburse you for the full current value of the item, not just its depreciated value. This is a significant protection for service members. However, the carrier can dispute your claim if they believe the damage was pre-existing or caused by improper packing on your part.

To maximize your recovery, follow these guidelines:

• Document everything with photographs and written descriptions.
• Keep all receipts for items you purchased before the move.
• File your claim as soon as possible after delivery.
• Be specific about the item, the damage, and the estimated repair or replacement cost.
• If the carrier denies your claim, appeal through the DPS system or contact your local transportation office.

Most claims are resolved within 30 to 60 days. If your claim is denied or undervalued, you have the right to request a third-party review. The military also offers mediation services through the DPS portal. Do not accept a lowball offer. The FRV program is designed to make you whole, not to save the carrier money. If you need financing to cover costs while waiting for a claim, services like auto financing options can help bridge the gap.

Frequently Asked Questions

What is the difference between a PPM and a GBL move?
A PPM (Personally Procured Move) requires you to arrange and pay for the move yourself, and you are reimbursed later. A GBL (Government Bill of Lading) move is arranged and paid for by the military through a contracted carrier.

How do I find my weight allowance?
Your weight allowance is based on your pay grade and is listed in the Joint Travel Regulations. You can find your specific allowance on the DPS website or by contacting your local transportation office.

Can I choose my own moving company?
You can choose from a list of approved carriers in the DPS system. You cannot hire an unapproved mover and expect reimbursement.

What happens if my shipment is delayed?
Contact your move coordinator immediately. The carrier is required to provide updates. If the delay causes you to incur extra expenses (like hotel stays), you may be eligible for reimbursement.

How long do I have to file a claim?
You have 70 days from delivery to file a DD Form 1840 for visible damage. You have nine months from delivery to file a DD Form 1840R for hidden damage.

Are there any items I cannot move?
Yes. Hazardous materials, perishable food, plants, and firearms (without proper paperwork) are generally prohibited. Check the DPS guidelines for a full list of restricted items.

Navigating a PCS move requires patience, organization, and a clear understanding of your rights. The military moving services available to you are designed to protect your belongings and reduce your stress, but they only work if you engage with them correctly. Start planning early, use the DPS system to your advantage, and document everything. A successful move is one where your belongings arrive safely and your finances remain intact. By following the steps in this complete PCS moving guide, you can turn a potentially chaotic event into a manageable process.