Download free moving quote templates for local, long-distance, and commercial moves. Hourly labor and flat project-rate formats — all free to use.
How Moving Companies Use Quotes
Moving quotes fall into two models: hourly (common for local/intrastate moves, typically $100–$250/hr for a 2-person crew + truck) and flat rate (common for long-distance, interstate, and commercial moves, based on weight and distance).
Non-binding vs. binding quotes are a critical distinction. A non-binding estimate is the best approximation — final cost depends on actual weight/time. A binding quote locks in the price regardless of actual weight or hours, protecting the customer from surprises.
Always conduct a visual or video walkthrough before quoting a long-distance or commercial move. Phone or online estimates based on home descriptions are prone to disputes when the truck actually arrives and the load differs from what was described.
What to Include on a Moving Quote
- Mover name, USDOT number, and state license — Required for interstate movers under FMCSA regulations
- Customer name, phone, and current/destination addresses — Origin and delivery city/state, plus inventory of major items
- Move type and scope — Local, long-distance, interstate, commercial, or international
- Estimated weight or inventory — Approximate cubic feet or estimated weight of household goods
- Labor hours or estimated weight — Crew size, hours, and estimated weight for rate calculation
- Packing and materials — Boxes, packing paper, tape, mattress bags, and full-pack service
- Accessorial charges — Stairs, long carries, shuttle service, crane moves, crating
- Storage — Short-term or long-term storage if goods won't be delivered immediately
- Insurance/valuation — Basic liability (released value) or full declared value coverage
- Binding vs. non-binding — Clearly state whether the quote is guaranteed or subject to adjustment
Sample Moving Quote
Imagine a moving company quoting a long-distance household move from Denver to Phoenix. The header shows the mover's name, USDOT number, and state license, then the customer's name with origin and destination addresses. The scope notes a 3-bedroom home, an estimated 6,500 lbs / ~900 cubic feet, and a binding quote. Line items cover a crew of three, packing materials, a full-pack service option, and accessorials for a long carry at the destination and one flight of stairs at origin. A valuation section offers basic released-value coverage (60¢/lb) or full-value protection at a stated cost. The bottom shows the binding total, a note that the price holds regardless of actual weight, a pickup window, a delivery spread, and a signature line. It goes out as a PDF after a video walkthrough confirms the inventory.
Why Moving Quotes Need More Detail Than Generic Quotes
Few purchases generate more disputes than a move, and almost all of them trace back to a vague quote. A number that doesn't state binding vs. non-binding, the weight or cube it's based on, and which accessorials are included is the setup for an unhappy delivery day when the final bill differs from the estimate. Spelling out those variables is what separates a trustworthy mover from the lowball quote that balloons on arrival.
Detail protects the mover too. When the quote documents the inventory basis, the binding terms, and accessorials like stairs, long carries, and shuttle service, an unexpected condition at the job becomes a pre-disclosed line rather than a confrontation. For interstate moves, FMCSA rules make the written estimate and valuation terms a compliance matter, not just good practice.
Common Things Customers Compare on a Moving Quote
Customers collecting a few moving quotes weigh:
- Binding vs. non-binding (guaranteed price vs. subject to actual weight/time)
- Hourly crew rate vs. flat long-distance rate
- The weight or cubic-feet basis behind the number
- Packing and materials — included, optional, or extra
- Accessorials: stairs, long carries, shuttle, elevator, bulky items
- Valuation: basic released value vs. full-value protection
- Storage-in-transit if delivery isn't immediate
Showing these clearly is how a fair quote beats a cheaper one that hides the add-ons.
Mistakes to Avoid When Writing a Moving Quote
The first mistake is quoting without a walkthrough. Phone or online estimates based on a customer's description are the leading cause of delivery-day disputes; a visual or video survey is what makes the number defensible.
The second is leaving binding vs. non-binding unstated. The customer needs to know whether the price is guaranteed or an approximation subject to actual weight — ambiguity here destroys trust the moment the truck is loaded.
Other avoidable errors: omitting accessorials like stairs and long carries, not offering a clear valuation choice (released vs. full value), and forgetting the pickup window and delivery spread.
How to Make Your Moving Quote Easier to Approve
Customers approve faster when the quote answers their biggest fear — surprise charges — before they have to ask. State plainly whether the price is binding, show the inventory basis, and list accessorials and valuation options so nothing appears for the first time on the invoice. Put the total, the pickup window, and the delivery spread where they're easy to find.
Confirm the inventory with a walkthrough, then present a clean, binding option where you can. A quote that removes uncertainty about price, dates, and coverage is the one a stressed customer says yes to.
Final Thoughts
A clear moving quote is the antidote to the industry's worst reputation — surprise bills on delivery day. Document the binding terms, the inventory basis, the accessorials, and the valuation choice, and back the number with a real walkthrough. Use the free moving quote template above to present transparent, comparable pricing — and send it as a PDF so the terms stay exactly as you quoted them.