Moving company estimate template

Moving estimate FAQ

What goes on a moving estimate?

Origin and destination addresses, move date, crew size + truck size, billable time (hourly or flat-rate), mileage (for long-distance), packing materials, packing/unpacking labor, valuation (released or full-value protection), stair / long-carry / shuttle fees, fuel surcharge, and binding-vs-non-binding declaration. Federal regulations (49 CFR Part 375) require interstate movers to provide written estimates with specific disclosures.

Binding vs non-binding estimate, which should I use?

Non-binding (estimated): the final price is based on actual weight or hours. Binding (guaranteed) lets the customer lock the price; you eat the overage if the move runs long, you keep the savings if it goes faster. Binding works best for moves you've surveyed. For interstate moves, federal rules require a physical survey for either kind of estimate unless the customer waives it in writing. "Not-to-exceed binding" (customer pays the lesser of estimate or actual) is competitive in the consumer market.

Hourly vs flat-rate billing?

Local moves (under ~50 miles) are usually hourly: 2-person crew $90-$140/hr, 3-person $140-$200/hr, 4-person $190-$260/hr, plus truck fee. Long-distance is flat-rate based on weight + mileage (interstate) or cubic feet (some commercial). Most consumers prefer flat-rate for budget certainty; movers prefer hourly for protection on harder-than-expected jobs.

What's standard for valuation / insurance?

Interstate movers must offer two valuation options: (1) Released Value at $0.60/lb per item (free but minimal coverage), (2) Full Value Protection (replacement value with a deductible), costs typically $0.50-$2.00 per $1,000 of declared value. Customer must select; estimate shows both as options. Note in terms: Released Value will pay $60 for a 100-lb couch regardless of actual value, most customers choose Full Value once it's explained.

How do I quote stairs and access fees?

Itemize: "Stairs (over 1 flight): +$75", "Long carry (over 75 feet from truck): +$0.50/ft", "Shuttle service (truck can't fit at residence): +$X." State assumed access conditions in the description ("Estimate assumes ground-floor access at both origin and destination"); if conditions differ at the actual move, charge per the disclosed access fees. Without disclosure, mid-move surprises feel like price gouging to customers.

Should I quote packing materials separately?

Yes, even if you include packing labor in your hourly rate. Box prices: small $2-$4, medium $3-$6, large $5-$8, dish pack $10-$15, wardrobe $12-$20. Tape, paper, bubble wrap, mattress bags. Most movers either provide a flat "packing materials package" ($150-$400 for a small home, $400-$1,200 for a larger one) or itemize per box used. Customers who pack themselves can opt out of materials entirely.

Do I owe sales tax on moving services?

Most states don't tax moving services. Connecticut, Hawaii, New Mexico, and a few others tax most services. Texas taxes some moving services and has narrow specific rules. The packing materials line is taxable as tangible goods in most states; the labor line typically isn't. Issueable applies tax to the whole estimate, so put taxable packing materials on a separate estimate from the labor.

Should the estimate include a deposit policy?

Federal rules for interstate movers (49 CFR Part 375) do not cap deposits. Some states regulate deposits on local moves, so check your state's rules. State your deposit policy explicitly: "Non-refundable deposit at booking: $X (15% of estimate); balance due on completion before unloading." Some movers waive the deposit for repeat customers or commercial accounts.