Understanding your Move Forms
This page is here to answer your questions about the paperwork you will be reviewing and signing on your moving and unloading day. If are conducting a Personally Procured Move (PPM), this information does not apply to you. Check out the PPM Tips & Tricks Guide for your information.
Overview
There are two moving forms that will automatically be generated when you complete your move request in the Defense Personal Property System (DPS).
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1. DD1299 – Application for Shipment and Storage of Personal Property
Indicates that you have requested a shipment of personal property.
2. DD1797 – Personal Property Counseling Checklist
Used to ensure that members and family members are informed of their personal property and storage entitlements.
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You do not need these forms out on moving day, but they should be a part of your PCS Binder that you keep with you.
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There are six different forms that you will review at the end of the loading day and one form that is only for unloading day. You will typically review these forms with the driver after you have completed a walk-through of the residence. During your last walk-through, you should keep an eye out for any items left behind and any damage to the residence caused by the movers. These seven documents are:
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All forms, except the Government Bill of Lading, should be triplicate carbon or carbonless forms. You will most likely receive the yellow or pink copies of the forms at the end of the day after you have signed them.
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To understand more about each form, check out the video below, the PDF Move Form Guide, or the descriptions and images below the video.
Government Bill of Lading
The government bill of lading is a required document created within the DPS system and provided to the Transportation Service Provider when a contract for HHG is awarded. The truck driver or head team member will have a copy and provide it to you. All the information will already be filled out. You should verify the information, but no other action is required. Note that your bill of lading number (B/L NO) for your HHG will be in the upper right-hand corner of the form. The B/L NO should be noted on all your moving forms.
Household Goods Bill of Lading
The household goods bill of lading is the official receipt, contract, and record of your agreement with the moving company. Each moving company has its own form, so the information contained within each form will be slightly different. Overall, the form will at least list your information, pick-up address, and destination address. You will need to review the form to ensure all the information is correct and sign the form. You will sign at pick-up (origin) and at the delivery (destination). Depending on the length of your move and if two different moving companies are used, you may have two different bills of lading to sign. Without the bill of lading, by law, the moving company cannot move your household goods.
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Some companies also include their list of services provided. If so, you will need to review the information they have written down. There is no need to count every single box they used; use your own judgment and ensure there are no huge or erroneous numbers listed. Do not let the mover tell you they will fill in the information later. They should be filling it out as they go through the packing process. If you have issues, contact your Transportation Office ASAP.
Statement of Service Performed - DD619
This form is used by the moving company to note the services provided to you/ the government so that they properly bill the government. Some companies will not complete this form if they have included this information in their bill of lading form.
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You will be required to verify the information on this form twice, at the origin and at the destination, and then sign the form. Do not let the mover tell you they will fill in the information later. They should be filling it out as they go through the packing process. They should at least note the number of packing materials used before they depart. Some companies may have you initial next to the numbers for verification purposes. If you have issues, contact your Transportation Officer ASAP.
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The pictures are of filled-out DD619s to give you an idea of what to look for.
Residence Inspection
Most moving companies will have their own residence inspection form. They are not required to provide this form, but most do to ensure that they are not held liable for the damage they did not cause to your residence. Before the movers start packing and moving your goods, especially the large furniture, out of the house, they should use protective material to ensure they do not cause any damage. Do not be afraid to ask them to put up or down extra material to protect your residence. Do a walk-through with the truck driver or team lead to inspect the residence noting any damage and the condition before they start. Do this also at the destination before they start moving items into your new residence.
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Once the day is done, conduct another walk-through and note any damage on their form. The pictures provide two examples of Residence Inspection Reports.
High Value Inventory
The High Value Inventory (HVI) is a required form. This form is where you will list all items considered “high risk” or “high value”. High value items include currency, coins, jewelry, silverware and silver sets, crystal, figurines, furs, collectibles, art, manuscripts, collectible items, and rare documents with a value of more than $100 per pound. You should also list your firearms on this form. Provide as much information in the description or remarks as possible about each item. It is okay if you do not have the inventory number for each item. The most important thing is to list each item on the form. It is recommended that you prepare this list prior to moving day. There are multiple versions of the HVI form used, so the form you fill out may not be the same as the example provided.
Descriptive Inventory
The descriptive inventory is a required form. Each moving company will have its own version of the form. The descriptive inventory is used to note all the items the moving company is taking possession of and the condition of the articles at the origin. As the movers pack up your household goods, they will begin working on the descriptive inventory. Each box or item they do not put into a box will be labeled with a number sticker. The truck driver or head team leader will then write down the description of the box or item next to the corresponding number and denote the condition. There are descriptive symbols that will be used to note the condition. The more you are on hand to answer questions about your goods and review things with the movers, the better the chance things will go smoothly.
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To avoid any issues when filing a damage claim, ask the person filling out the descriptive inventory to consult with you regarding existing damage before noting it on the form. There have been members who have been unable to file damage claims because the movers noted everything as broken on the descriptive inventory. Keep an eye out for this as you review the forms at the end of the day! This is also why it is critically important that you take pictures of and inventory all your goods prior to the movers arriving.
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Once the truck is completed loaded and your residence is empty, you will review the inventory sheets with the driver and sign them. The number of descriptive inventory sheets you will have will depend on how many items you have. Each sheet typically lists 30 items. Some moving companies may provide you with an inventory list for your HHG and one for your pro gear. Either way, make sure to verify the information on each sheet before signing.
Note, the numbers associated with each item are critical for unloading day and filing a damage claim. Do not dispose of the descriptive inventory forms until after you have filed a claim. Check out the Unloading Day Tips & Tricks to ensure you are prepared.
The picture shows a filled out descriptive inventory from a recent move. All the items listed in the example were located in the garage, and the movers did not pack them in a box, so each item got its own number.
Notification of Loss or Damage, DD1840
The Notification of Loss or Damage is a required form. There are multiple versions in use so the version you see may not match the examples provided. The Notification of Loss or Damage form is filled out at the destination and is where you will note any damage or loss items you discovered during the unloading process. This does not/will not be your final damage claim list; this form is only to note the items that you observed damaged or are deemed missing on the actual unloading day. You have 180 days to notify the TSP of damage through the Notification of Loss and Damage process and nine months to file your full damage claim in DSP. Check out the Damage Claim page for more information regarding the Notification of Loss and Damage and damage claim process.
Make sure you list the inventory number, item description as listed on the descriptive inventory and provide a description of the damage. Take pictures of the damaged items as they come off the truck or are unboxed. You can use this job aid to help you collect all the information you will need about each item to file your damage claim.
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This example shows what the Notification of Loss or Damage form looks like. The writing has faded but the form listed three boxes missing and no damaged items. However, damaged items were found after the truck left and were a part of the final damage claim submitted to the TSP.
