Apartment Moving Rules Explained: Elevators, Permits, and Building Policies

February 16, 2026

At In and Out Movers, we have spent years helping homeowners navigate apartment moving rules, elevator reservations, and building requirements, and we have seen firsthand how a single overlooked policy can disrupt an otherwise smooth relocation. Many apartment communities and condo associations have strict guidelines that must be followed, including limited moving hours, advance elevator bookings, security deposits, and mandatory certificates of insurance. Failing to confirm these details in advance can lead to unexpected fees, scheduling conflicts, or even denied access on moving day. This guide outlines what you should prioritize before booking a truck, reserving an elevator, or signing any building agreement so you can move forward with confidence. For example, one client assumed their building allowed full-day access to the freight elevator. Management instead restricted moves to a four-hour window and required proof of insurance before granting access. The result was a delayed start, idle movers, and hundreds of dollars in additional labor costs. To prevent similar issues, carefully review your building policies and consult practical resources like our moving day tips well before your scheduled move.

What Governs Elevators, Insurance, and Move-In Requirements

Start with written confirmation from property management. Secure your elevator reservation in writing, verify insurance requirements, and confirm permitted moving hours. Most buildings align their policies with nationally recognized safety and accessibility standards, and failing to comply can lead to fines, denied access, or liability claims.

ASME A17.1 Safety Code for Elevators and Escalators (current edition) – Establishes load ratings, safe operation, and inspection requirements for elevators. Buildings must post load capacity and maintain equipment accordingly. Consequences of non-compliance include safety hazards, equipment shutdowns, and potential legal exposure if an overloaded elevator fails.
2010 ADA Standards for Accessible Design (Section 407 Elevators) – Sets minimum car dimensions, door timing, and control heights to ensure accessibility. Blocking access during a move without proper management may violate accessibility obligations and lead to complaints or penalties.

Red flags homeowners should watch for include:

No written elevator reservation confirmation
Unclear insurance certificate (COI) limits – many buildings require $1M – $2M general liability
Undefined time windows that trigger overtime charges
Rules prohibiting weekend or after-hours moves

Best practice: request a sample COI from management, verify padding requirements, and confirm whether a refundable move-in deposit applies. Over the years, we’ve seen buildings charge cleaning or damage fees when documentation was incomplete.

From Reservation to Final Walk-Through

A smooth apartment move follows a defined sequence. Start by asking the right questions:

Is a freight elevator required, and how far in advance must it be reserved?
What are the exact moving hours and time blocks?
Is a certificate of insurance required, and what coverage limits apply?
Are floor coverings, wall pads, or door jamb protectors mandatory?
Is a refundable damage deposit collected?

One homeowner scheduled movers before confirming their building’s four-hour limit. Midway through loading, management stopped the move at the cutoff time, and the client incurred additional labor the next day. Clear coordination prevents that disruption. The process typically includes:

Submitting COI paperwork 3 – 10 days in advance
Reserving elevator access for a 2 – 6 hour window
Installing protective materials (Masonite, neoprene corner guards, quilted pads)
Completing a pre- and post-move inspection with management

Costs for apartment moves may range from $400 to $1,500 or more depending on unit size and logistics. Pricing can fluctuate based on site complexity, material costs, and total scope of items. Smaller transitions may benefit from experienced in-town movers who understand tight scheduling windows. These figures are preliminary benchmarks for informational purposes only and do not constitute a binding quote. An on-site evaluation is required for a final proposal.

Get Clear Answers Before You Reserve Your Elevator

Apartment buildings operate on strict schedules, detailed insurance requirements, and tightly enforced policies. Missing one document, reservation, or approval can result in denied elevator access, unexpected fees, rescheduling, or even liability claims. Do not risk costly delays or last minute surprises. Before you lock in your move date or submit a deposit, make sure every requirement – from freight elevator bookings to certificates of insurance and parking permits – is fully confirmed and documented. In and Out Movers helps you stay ahead of every detail. We review your building guidelines, prepare the correct paperwork, coordinate directly with management, and create a clear, step by step plan tailored to your property. You gain confidence, avoid penalties, and keep your move on schedule. Time sensitive requirements fill up quickly. Contact our team today to secure your date, protect your budget, and ensure a smooth, stress free moving experience.

FAQs

Do I always need to reserve the elevator when moving into an apartment?

Most mid-rise and high-rise apartment buildings require residents to reserve an elevator before moving day, particularly if a dedicated freight elevator is available. Property managers usually assign a specific time window to control traffic in shared spaces, reduce noise, and protect walls, floors, and door frames from damage. Scheduling in advance helps ensure that your move proceeds efficiently and without unnecessary interruptions. Even in smaller buildings with only one elevator, reserving it provides temporary exclusive access and minimizes inconvenience for neighbors who rely on it throughout the day. Failing to secure a reservation can create serious delays. If another resident has already booked the elevator, your movers may be forced to wait until the next available slot, which can significantly increase hourly labor costs. Some buildings also prohibit the use of passenger elevators for transporting large furniture or appliances. Always verify building requirements in advance, including padding, floor runners, corner guards, or security deposits. Obtain written confirmation of your reservation and any special instructions to avoid disputes or last minute complications on moving day.

What is a certificate of insurance (COI), and why does my building require it?

A certificate of insurance, often called a COI, is an official document issued by a moving company’s insurance provider that verifies the company carries active insurance coverage. This typically includes general liability coverage and, in some cases, workers compensation coverage for employees. Residential buildings, condominiums, and property management companies frequently require coverage limits ranging from $1 million to $2 million in general liability. Many buildings also request to be named as an additional insured on the policy for the specific moving date. The purpose of a COI is to protect the building from financial risk. If movers accidentally damage a lobby floor, hallway walls, elevator panels, or a sprinkler system, the property manager can submit a claim directly to the moving company’s insurer rather than seeking payment from the resident. Without a valid and properly completed COI, building management may refuse elevator reservations or deny access on moving day. To avoid delays or cancellations, request the certificate several days in advance and carefully confirm that the building’s legal name, address, and any required wording are accurate and match management’s instructions exactly.

How much do apartment moves with elevator reservations typically cost?

Apartment move costs vary depending on building regulations, access conditions, and the overall scope of the relocation. For a local apartment move, pricing may begin around $400 for a small studio or one bedroom unit with straightforward access. Larger apartments, multi bedroom units, or buildings with strict moving schedules can range from $900 to $1,500 or more. Properties that enforce narrow elevator reservation windows or restrict weekend moves often require additional planning and labor, which can increase the total cost. While many buildings provide elevator reservations at no charge, some require refundable security deposits that typically range from $200 to $500. Additional factors that influence pricing include long interior hallways, multiple flights of stairs, limited parking, or extended carry distances from the truck to the unit. Oversized or delicate furniture may also require special handling, protective materials, or extra crew members. If a move must be completed within a tight timeframe, a larger team may be necessary to meet building requirements efficiently. These figures are general estimates for planning purposes only. A detailed on site evaluation is necessary to provide an accurate and binding quote.

Can I handle an apartment move myself, or should I hire professionals?

Handling a small apartment move on your own can be practical if the building has minimal restrictions, reliable elevator access, and you have capable help for lifting and carrying heavier items. For short moves with limited furniture, a do it yourself approach may seem cost effective and manageable. However, professional coordination becomes significantly more valuable when buildings require insurance certificates, scheduled elevator reservations, or protective coverings in hallways and lobbies. Many property managers enforce strict moving windows, and exceeding your allotted time can result in penalties or revoked elevator access. Residents often underestimate how long careful packing, loading, and transport will actually take. A delayed schedule can create stress not only for you but also for building staff and neighbors. Professional movers plan the loading sequence in advance, bring the proper dollies and lifting straps, and quickly install floor and wall protection to comply with building rules. If your building enforces detailed policies, hiring an experienced team reduces the risk of property damage, unexpected fees, scheduling conflicts, and denied access on moving day.

What warning signs should I look for in building moving policies?

Pay close attention to vague or incomplete language regarding time limits, insurance requirements, or potential penalties for property damage. If a building policy does not clearly define weight limits for elevators, required floor or wall protection, or the exact inspection process before and after the move, request written clarification. Ambiguity in these areas can result in unexpected fines or delays on moving day. You should also look for details about parking availability. Limited parking without clear loading zone instructions can create serious logistical problems. If truck placement is not confirmed in advance, movers may face long carry distances that increase labor time and overall costs. In addition, verify whether the property restricts weekend or evening moves, as limited scheduling options can affect availability and pricing. If a deposit is required, confirm the refund conditions, documentation standards, and inspection timeline. Clear, written policies reduce misunderstandings, protect your security deposit, and help ensure a smoother, more predictable moving experience.

What are the most common problems during apartment moves?

The most common issues in building moves include missed elevator reservations, rejected insurance certificates, parking restrictions, and underestimating approved time windows. Many moves are delayed because required paperwork was submitted too late or because the certificate of insurance did not include the exact wording mandated by building management. Even small clerical errors can force a last minute resubmission, pushing the move to another day. Another frequent problem involves insufficient elevator protection. Without proper padding and floor coverings, stainless steel panels can be scratched and lobby tile can be chipped, leading to costly repair invoices billed directly to residents. Weight distribution is also a serious concern. Overloading carts or placing excessive weight in one trip can strain elevator systems, trigger shutdowns, or cause service interruptions for other residents. Careful coordination of documentation, strategic staging of furniture in the correct sequence, and thorough protection of walls, floors, and elevator interiors help prevent these avoidable setbacks and keep the move on schedule.

What should I look for when hiring a moving company for an apartment building?

Confirm that the company carries active general liability insurance and can promptly provide a certificate of insurance that matches your building management’s specific requirements. Many apartment buildings require proof of coverage before allowing movers to begin work, so the ability to supply accurate documentation quickly is essential. Ask whether the team has direct experience coordinating freight elevator reservations, certificate submissions, and strict move in time windows. Companies familiar with apartment logistics are far less likely to cause delays or administrative issues. A professional mover should arrive with commercial-grade equipment designed to protect both your belongings and the property. This includes appliance dollies with secure load straps, Masonite floor protection panels, quilted moving blankets, mattress covers, and corner guards to shield walls and door frames. Request a detailed written estimate that clearly outlines hourly labor rates, minimum time requirements, travel fees, and any potential overtime charges. Transparent pricing and proven apartment experience significantly reduce the risk of property damage, scheduling conflicts, and unexpected costs on moving day.

What should I do if my building changes the rules at the last minute?

If building management modifies your elevator reservation, loading dock access, or insurance requirements close to moving day, request written clarification right away. Ask for confirmation of revised time windows, certificate of insurance specifications, required deposits, and any updated move in or move out procedures. Having documentation in writing protects you if questions arise later and prevents confusion between management, movers, and residents. Share all updates with your moving company immediately so they can adjust crew size, arrival time, and equipment needs. Even small schedule changes can affect truck routing and labor availability. Do not begin the move without official approval from management. Using an elevator or service entrance without authorization may result in fines, denied access, or forfeiture of your deposit. If your reserved time slot is shortened, prioritize large furniture and essential items first. Smaller boxes and non essential belongings can be staged for a second trip or handled later. Acting quickly and coordinating closely with both management and movers will minimize disruption and help keep your relocation on track.