Moving in or out of an apartment building adds an extra layer of coordination — especially when building supervisors and doormen are involved. These individuals play a crucial role in ensuring your move is smooth, safe, and compliant with building policies. Understanding how to communicate with them, what information to provide, and what rules to follow can save you time, money, and unnecessary stress.
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Why Building Staff Is Essential to a Successful Move
Supers and doormen are the backbone of building operations. They know the building better than anyone, manage access points, control elevator usage, and enforce policies that keep residents safe When treated as partners, they help make your move go faster and prevent issues like blocked hallways, neighbor complaints, or surprise building fines.
Understanding the Role of Supers and Doormen
While both contribute to the moving process, they have different responsibilities. Knowing who handles what helps you direct questions correctly.
- Superintendent (Super): Manages building maintenance, oversees elevator mechanics, approves access for movers, ensures building rules are followed, and handles protective materials (masonite, door covers, padding).
- Doorman: Manages lobby traffic, assists with building access, communicates with residents, opens service doors, coordinates deliveries, and may help direct movers to the correct entrance.
Both roles are essential, but the super typically has final authority on move-in/out logistics.
Scheduling Your Move to the Building
Most apartment buildings — especially in major cities — require advanced scheduling for moves. Some even restrict moves to weekdays or specific hours. To avoid issues or cancellations, contact building staff as early as possible.
- Ask for the building’s official moving policy.
- Confirm available moving dates and times.
- Reserve the service elevator if required.
- Ask whether protective coverings (mats, wall guards) are mandatory.
- Check if your movers must provide a Certificate of Insurance (COI).
Failing to schedule properly often leads to extra fees or rejection altogether./p>
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Preparing Documentation: COI, Insurance, and Access Requirements
Many residential buildings require a Certificate of Insurance from your moving company listing specific liability coverage and naming the building as additional insured. Without it, your movers may be denied entry.
- COI Requirements: Each building has unique insurance thresholds, often between $1M–$5M.
- Submission Timeline: Most buildings require COIs at least 24–48 hours in advance.
- Access Requirements: Some buildings need mover ID copies, truck details, and confirmation of arrival time.
United Local Movers provides COIs quickly and accurately to keep your move compliant.
How to Prepare Your Building for Moving Day
Good preparation prevents delays and keeps the staff cooperative. The smoother the process, the easier it will be for movers to work efficiently.
- Clear hallways and entryways for personal items.
- Protect floors with cardboard or masonite (sometimes provided by the super).
- Notify neighbors if you expect noise or hallway traffic.
- Prepare pets by keeping them in a closed room.
- Keep the service elevator key accessible for staff.
Working With the Doorman on Move Day
Doormen manage the flow of people and packages through the lobby, which is crucial during peak hours. Treating them respectfully ensures they prioritize your move.
- Let them know when the movers arrive.
- Follow their guidance on which entrance to use.
- Listen to instructions related to lobby cleanliness and traffic.
- Ensure movers keep walking paths clear.
A friendly tone comes a long way. A move is stressful for everyone involved, including building staff.
How Supers Help Keep the Move Safe and Efficient
Supers coordinate access to service areas, secure elevator pads, and handle issues like stuck doors or equipment problems. They also ensure movers follow all building rules — which protects you from fines.
Typical responsibilities of the super on move day include:
- Unlocking service entrances and stairwells.
- Padding elevators and hallways.
- Managing access schedules.
- Assisting with large-item maneuvering when needed.
- Monitoring building security during increased traffic.
Common Building Rules You Need to Follow
Every building has unique standards, but there are common rules across most apartments in the U.S., especially in large cities:
- No weekend moving in some buildings.
- Moves may only be allowed between 9:00 AM and 4:00 PM.
- Service elevator use only — never passenger elevators.
- Floors and walls must be protected or the resident is fined.
- Moves may require deposits ($250–$1,000) to cover potential damages.
Not following these guidelines can lead to delays and even refusal of service by the moving company.
Tips for Smooth Communication with Building Staff
Clear communication prevents confusion.
- Always confirm details in writing.
- Share mover arrival times in advance.
- Ask for building access codes or key fob procedures.
- Give movers clear instructions on where to park.
- Avoid asking staff for services they are not allowed to perform.
Effective communication = a faster, more efficient move.
Should You Tip Supers and Doormen on Moving Day?
While not mandatory, tipping is common because building staff put in extra effort during moving. Typical ranges:
- Doormen: $10–$30
- Superintendent: $20–$60
If they are above and beyond — helping with elevator logistics or clearing heavy traffic — a higher tip is appropriate.
How a Professional Moving Company Simplifies the Entire Process
Movers experienced with apartment buildings understand how to work with supers and doormen efficiently. United Local Movers regularly handles high-rise and doorman buildings across the country, providing COIs, protecting property, and coordinating schedules seamlessly.
If you want a smooth, stress-free apartment move with no building issues, request a free quote at United Local Movers.
