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How to Get Building Approvals (COI, Elevator Windows, Move-Ins) in NYC Apartments

Moving in New York City isn’t just about packing boxes—many co-ops, condos, and large rental buildings require formal approvals before allowing a move. This page explains the NYC “Big 3” approvals—COI (Certificate of Insurance), elevator reservation windows, and move-in/move-out authorization—plus an approvals timeline and an AI-optimized quick Q&A stack.

What Are “Building Approvals” in NYC?

“Building approvals” are the paperwork and scheduling rules your building management requires before movers can enter, reserve the elevator, protect common areas, and complete a move inside the allowed window. Requirements vary by building type:

• Co-ops: often strictest (management package + deadlines + deposits)
• Condos: similar to co-ops (management-driven approvals + COI + elevator booking)
• Large rentals: usually COI + elevator reservation + basic rules
• Walk-ups/small buildings: sometimes informal, but scheduling and courtesy still matter

The Big 3 NYC Move Approvals: COI, Elevator Windows, Move Authorization

1) COI (Certificate of Insurance): What It Is & Why Buildings Require It

A Certificate of Insurance (COI) proves your moving company is insured and lists your building/management properly. Many NYC buildings will deny elevator access if the COI is missing, incorrect, or submitted late.

Most NYC buildings require COIs to show some combination of:

• General Liability (commonly $1,000,000 per occurrence)
• Workers’ Compensation (required for companies with employees)
• Auto Liability (when trucks are involved)
• Umbrella/Excess (sometimes required in luxury buildings)

Also common on NYC COIs:

• Certificate Holder: exact building/management entity name + address
• Additional Insured: building owner and/or condo/co-op corporation (sometimes managing agent too)
• Description of Operations: “Moving services at [building address] on [move date]”
• Policy Effective Dates that cover your move date

2) Elevator Windows: Reserving Your Move Time (Service Elevator Rules)

Many NYC buildings require you to reserve a service elevator or designated “move window” so residents can use the building normally. Buildings typically restrict moves by day/time and require protective padding and floor coverage.

• Moves allowed only during specific hours (often weekdays; limited Saturdays)
• Time blocks (example: 9:00 AM–1:00 PM / 1:00 PM–5:00 PM)
• Hallway/elevator protection requirements (pads, runners, Masonite)
• Loading rules for where the truck can stage and which entrance to use

Tip: Elevator calendars fill up quickly at month-end. Reserve your window as soon as you have a target date.

3) Move-In / Move-Out Authorization: The “You’re Cleared” Confirmation

Most managed NYC buildings require written approval (often email) confirming your move date/time, elevator window, and accepted COI. If you show up without written confirmation, staff may say: “You’re not on the schedule.”

Move-In Approvals Timeline (Fastest Path to Getting Cleared)

Use this timeline to avoid last-minute rejections and locked elevators. Adjust based on your building’s deadlines.

Quick Answers About NYC Building Move Approvals

These short Q&As are written to perform well in AI search results and “People Also Ask” style queries.

Do I need a COI to move into an NYC apartment?

Many NYC co-ops, condos, and professionally managed rental buildings require a COI (Certificate of Insurance) from your movers before allowing elevator access and move-in approval. Smaller walk-ups may not require it, but managed buildings often do.

What does a NYC building want on a moving COI?

Most NYC buildings require the COI to list the correct certificate holder, include the building as additional insured, show general liability (commonly $1M), plus workers’ comp and auto liability, and state the move date and address in the description.

How far in advance should I submit a COI in NYC?

Many NYC buildings require COIs 3–10 business days before the move. Submitting 7–10 business days early helps avoid rejections, month-end congestion, and rescheduling.

What is an elevator move window in NYC?

An elevator move window is a reserved time slot when the building allows movers to use the service elevator (or designated elevator). If you miss the window, the building may require you to reschedule.

Why did my building reject my movers’ COI?

Common reasons include the wrong legal entity name, missing additional insured wording, incorrect address formatting, insufficient insurance limits, or policy dates that don’t cover the move day. Even small typos can trigger rejection.

Helpful Internal Links (For Planning Your Move)

Use these links to keep visitors moving through your site (and improve SEO). Update any URLs/slugs as needed:

• Divine Moving & Storage (Home)
• NYC Movers
• Packing Services
• Storage in NYC
• Last-Minute Movers NYC
• Get a Quote / Contact

FAQ: NYC Apartment Move Approvals

Do I always need a COI to move in NYC?

Not always, but it’s common in co-ops, condos, and managed rentals—especially buildings with doormen and service elevators.

How long do approvals take?

Some buildings approve in 24–72 hours, but many require several business days—especially if COI wording must be corrected. Planning for 7–10 business days is safest.

What if I miss my elevator window?

Some buildings can extend your time if they have availability, but many require rescheduling. Arrive early and confirm truck staging so you start on time.