Free Moving Estimate Template

Moving is stressful enough without billing surprises. This free moving estimate template gives professional moving companies and independent movers a comprehensive, professional format for quoting residential and commercial moves — whether local, long-distance, or international.

The template covers inventory-based pricing, hourly rates for local moves, weight-and-distance rates for long-distance moves, additional services (packing, storage, special handling), and regulatory-required disclosure language. It helps moving companies present clear, professional estimates that set proper expectations and protect both parties.

What Is a Moving Estimate?

A moving estimate is a document provided by a moving company that communicates the expected cost of a relocation project. It is based on a survey of the goods to be moved — either in person, by video walkthrough, or (for long-distance moves) a detailed inventory form — combined with the distance and any additional services required.

Moving estimates are governed by specific regulations for interstate moves (the Federal Motor Carrier Safety Administration sets rules for binding and non-binding estimates, valuation coverage, and required disclosures). Professional moving estimates must include certain disclosures that are not required in other service industries.

The estimate type matters significantly. A binding estimate guarantees the price; a non-binding estimate is an approximation. Make sure the client understands which type they are receiving before signing.

Key Sections of a Moving Estimate

Moving Company Information — Company name, address, phone, USDOT number (for interstate moves), state license number, and MC number. In the US, interstate movers must have a USDOT number and Motor Carrier (MC) number; include these in all estimates for cross-state moves.

Client and Move Details — Client name, current address (origin), destination address, and move date.

Estimate Type — State clearly whether the estimate is binding, non-binding, or time-and-materials. This determines what happens if actual costs differ.

Inventory Summary — An itemized or summarized list of the goods to be moved:

• Number of rooms or approximate cubic feet (local moves)
• Estimated weight in pounds or hundredweight (long-distance moves)
• Number of large items (appliances, pianos, safes)
• Any items requiring special handling or custom crating

Rate Structure — For local moves: hourly rate per mover, minimum hours, truck fee. For long-distance: rate per hundredweight (cwt) by weight bracket and rate per mile.

Additional Services — Itemize any additional services:

• Packing (partial or full) with cost per box
• Unpacking
• Appliance disconnection/reconnection
• Furniture disassembly/reassembly
• Storage (per month)
• Custom crating for fragile or valuable items
• Piano or safe moving

Accessorial Charges — Additional fees for conditions that add difficulty:

• Stairs (per flight)
• Long carry (over a set distance from truck to door)
• Elevator use
• Shuttle service (if truck cannot park at origin or destination)
• Extra stops

Valuation Coverage — Explain Full Value Protection and Released Value options with associated costs. Required for interstate moves.

Fuel Surcharge and Additional Fees — Any fuel surcharge, tolls, or other fees that may apply.

Payment Terms — Deposit amount to reserve the move date, balance due date, accepted payment methods.

How to Create an Accurate Moving Estimate

Step 1: Conduct a Thorough Survey — For local moves, walk through the home and count every room and large item. For long-distance moves, require an in-person or virtual inventory survey. An accurate inventory is the foundation of an accurate estimate.

Step 2: Assess Access Conditions — Note stair counts, elevator availability, long carry distances, narrow doorways, and any other access challenges that will generate accessorial charges.

Step 3: Identify Special Items — Note items requiring special handling: pianos, safes, artwork, pool tables, large appliances, items requiring custom crating. These require specialized equipment and pricing.

Step 4: Calculate Base and Accessorial Costs — Apply your rate structure for the base move, then add all applicable accessorial charges. For long-distance, calculate estimated weight and distance, then apply your rate schedule.

Step 5: Present the Estimate with Options — Give the client options where possible: packing vs. self-packing, valuation levels, move date flexibility. Options increase the perceived value of your service.

Sample Moving Estimate

SmoothMove Relocation Services

800 Moving Truck Way, Houston, TX 77001

Phone: (555) 901-2345 | USDOT: 2847653 | MC: 98765

ESTIMATE #SM-2026-0414

Date: April 14, 2026

Valid Until: April 28, 2026

Client: The Williams Family

Origin: 1200 Oak Lane, Houston, TX 77004

Destination: 5502 Sycamore Drive, Austin, TX 78745

Move Date: May 10, 2026 (estimated)

Estimate Type: Non-Binding (estimated total; final cost based on actual weight)

Estimated Inventory:

• 3-bedroom single-family home (approximately 1,400 sq ft)
• Living room, dining room, kitchen, 3 bedrooms, garage
• Large items: refrigerator, washer, dryer, dining table (8 chairs), sectional sofa, king bed (2), dresser (3)
• Special items: upright piano (Living Room)

Rate Summary:

Note: This is a non-binding estimate. Final charges will be based on the actual weight of the shipment and services rendered. A deposit of $1,200 is required to reserve the move date.

Related Templates

• Contractor Estimate Template — General contractor format.
• Free Estimate Template — Universal free estimate for any service.
• Auto Repair Estimate Template — Related service industry estimate format.
• Cleaning Estimate Template — Service industry estimate format.
• Free Estimate Template — Printable — Printer-friendly version.