Moving into an HOA or condo building: the COI and everything else

A moving COI lists the mover's insurance policies and limits, the policy dates, and the certificate holder (your HOA or building). Some buildings also ask to be named as additional insured, or ask for specific wording; forward us the building's written requirements and we pass them to our agent exactly as written. These are the limits on Spartan's current certificate:

If your building asks for higher limits than these, tell us before you book.

1. Ask the property manager for the requirements in writing as soon as you have a move date: certificate holder name, mailing address, any additional insured wording, required limits.
2. Send them to us with the HOA name, mailing address and email. We submit the request to our insurance agent right away.
3. Do it for both buildings if you are moving from one HOA to another. Each one needs its own certificate.
4. Send it early. The certificate comes from the insurance agent, not from us, so we cannot promise same-day turnaround.

The COI protects the building: hallways, elevators, lobbies and common areas. It is not coverage for your furniture. Your belongings are covered by basic valuation at $0.60 per pound per article, included free on every move as the state standard. Valuation is not insurance. If you want full replacement value for your goods, you can buy coverage directly from Baker International at bakerintl.com using our mover ID 17421.

• Elevator reservation. Book the service elevator at both buildings and ask for pads to be hung. Elevator wait time is billed as part of the move, so a shared elevator at a busy hour adds to the bill.
• Move hours. Many buildings only allow moves on certain days or hours. Book your move date to fit inside them.
• Loading dock or curb. Our truck is 26 ft long and needs about 40 feet of curb for the ramp. If the building has a loading dock with a height or length limit, tell us so David can check the access before move day.
• Parking permit. In San Francisco, if the curb is a bus lane, bike lane or tow-away zone, get an SFMTA temporary permit. A double-parking citation is added to the bill.
• Move-in deposit or forms. Some HOAs require a refundable deposit or a signed move form from the resident. That is between you and the HOA.
• Floor protection. We lay carpet runners and moving blankets; shoe covers are available on request from the foreman. Dollies are used outside and on exterior steps, not inside your home.

Requests are most common in managed buildings: condo towers and managed apartment buildings in San Francisco, newer mid-rise communities and townhome HOAs on the Peninsula and in the South Bay, and high-rises in Oakland. If you are not sure, ask your manager; it is better to have the certificate and not need it.

1. Who should be listed as certificate holder, exactly, and at what mailing address?
2. Do you need to be named as additional insured, and is there required wording?
3. What insurance limits do you require?
4. Which days and hours are moves allowed, and how do I reserve the service elevator?
5. Where should the truck park, and is there a loading dock with a height or length limit?
6. Is there a move-in or move-out deposit or form?

Forward the answers to us in one email and we handle the certificate and plan the truck around the building's rules.

Buildings often ask for a certificate on move-out day too, because the risk to hallways and elevators is the same. If you are leaving a condo and moving into another, request both certificates when you book. A building we have worked in before may already have our insurance on file, but ask the manager rather than assume.