What is a moving estimate template?

A moving estimate template is a pre-formatted document that helps moving companies itemize all costs for residential and commercial relocations. It includes sections for labor costs (crew size and hours), transportation fees (truck and fuel), packing materials, access surcharges (stairs, elevators), specialty item handling, insurance options, and payment terms. Professional templates ensure you capture all costs, present quotes consistently, and comply with federal regulations for interstate moves.

How do you create a moving estimate?

Start with an in-person or virtual survey to assess the full scope. Walk through every room to inventory items and calculate volume (cubic feet) or weight. Estimate labor hours based on crew size, volume, and access challenges. Add costs for packing materials, truck rental, fuel, mileage, and any surcharges for stairs, elevators, or long carries. Include specialty item fees (pianos, pool tables) and insurance options. Specify whether it's a binding or non-binding estimate. Present the quote within 24 hours and follow up to answer questions.

How much should I charge for moving services?

Moving rates vary by location and service level. Local moves typically charge $50-100 per mover per hour, with crew sizes ranging from 2 movers (studio/1-bedroom) to 4-5 movers (large homes). Total local move costs average $850-1,600 for 2-3 bedroom homes. Long-distance moves often use weight-based pricing, averaging $3,200-6,000 for 1,000+ mile moves. Your billing rate should be 2.5-3 times crew wages to cover payroll taxes, insurance, equipment, overhead, and profit. Research competitor pricing in your market and adjust based on your service quality.

What is the difference between binding and non-binding estimates?

A binding estimate guarantees the quoted price—you cannot charge more at delivery even if the move takes longer or weighs more than expected. The customer pays 100% of the binding estimate upon completion. A non-binding estimate is an educated guess that can change based on actual time, weight, or services provided. For interstate moves, non-binding estimates cannot exceed 110% of the quoted price at delivery. Binding estimates require detailed inventories and protect customers from price increases. Non-binding estimates offer flexibility but can increase costs, potentially eroding trust.

What should be included in a moving estimate?

A complete moving estimate should include: client and property information (origin and destination addresses with access details), detailed inventory list with volume or weight estimate, itemized labor costs (crew size, hourly rate, estimated hours), transportation fees (truck, fuel, mileage), packing materials and supplies, access surcharges (stairs, elevators, long carries), specialty item handling fees, insurance/valuation options (Full Value Protection vs Released Value), payment terms and schedule, estimate validity period (30-60 days), estimate type (binding or non-binding), and company license and insurance information.

How do I estimate packing materials for a move?

Use these industry guidelines: 1-bedroom needs 15-25 boxes, 2-bedroom needs 25-40 boxes, 3-bedroom needs 40-60 boxes, and 4+ bedrooms need 60-80+ boxes. Include specialty boxes: wardrobe boxes (3-5 for hanging clothes), dish packs (2-4 for kitchenware), and TV boxes for flat screens. Calculate bubble wrap and packing paper based on fragile items—typically 1-2 rolls of bubble wrap per bedroom and 10-15 pounds of packing paper per room. Add furniture pads (12-24 depending on furniture volume) and tape (6-12 rolls). Always overestimate by 10-15% to avoid shortages on moving day.

What are typical moving surcharges?

Common moving surcharges include: stairs ($50-100 per flight), elevator wait time ($25-50 per 30 minutes), long carry fees ($25-50 per 50 feet beyond 75 feet from truck to door), specialty items (pianos $200-600, pool tables $300-600), furniture disassembly/reassembly ($100-300), packing services ($25-50 per hour per packer), storage fees ($50-150 per month per 100 cubic feet), and fuel surcharges for long-distance moves. Document access challenges during your survey and clearly list all surcharges on your estimate to prevent disputes.

What insurance options should I offer for moves?

Federal law requires interstate movers to offer two valuation options: Full Value Protection, where you are liable for replacement value of lost or damaged items (costs more but provides comprehensive coverage), and Released Value Protection, the basic no-cost option providing 60 cents per pound per item. Clearly explain the difference: a 50-pound TV damaged under Released Value only pays $30, while Full Value Protection covers replacement cost. For high-value items (jewelry, artwork), recommend third-party insurance. Include both options on your estimate with clear pricing so customers can make informed decisions.

How long should a moving estimate be valid?

Moving estimates typically remain valid for 30-60 days. Fuel prices, seasonal demand, and labor costs fluctuate, so longer validity periods create financial risk for your business. Clearly state the expiration date on your estimate. For long-distance moves, consider including a fuel surcharge clause that allows price adjustment if fuel costs increase more than 10% before the move date. If a customer waits beyond the validity period, reprice the move before accepting the job to ensure current costs are covered.

Do I need to conduct an in-person survey for every move?

Federal regulations (FMCSA 49 CFR 375) require movers to offer in-person or virtual surveys for interstate moves if your office is within 50 miles of the customer, unless the customer waives this right in writing. In-person surveys are highly recommended for all moves because they dramatically improve estimate accuracy. Photos and phone estimates miss critical details: actual volume, access challenges, specialty items, and parking restrictions. Accurate surveys prevent underpricing, reduce disputes, and build customer trust. For local moves under $1,000, detailed phone or video surveys may suffice.

🚚Professional Moving Template

Free Moving Estimate Template

A moving estimate template is a pre-formatted document that itemizes labor, transportation, packing materials, and insurance costs for residential and commercial relocations.

Create accurate moving estimates for any local or long-distance relocation. Track crew labor hours, packing materials, truck fees, mileage, access surcharges, and insurance options. This professional template helps you price moves competitively while maintaining healthy profit margins and reducing disputes.

Try Full Platform

Labor cost calculator by crew size

Packing materials tracking

Distance & mileage pricing

Access fee calculator (stairs/elevators)

Insurance valuation options

Customizable for any move type

100% Free Template

Free Moving Estimate Template Download

Professional moving estimate template designed for residential and commercial relocations. Calculate labor costs by crew size, track packing materials, factor in distance and access fees, and include insurance options. Create detailed, client-ready estimates that win more jobs and protect your profit margins.

Free

Excel Template

Auto-calculate costs instantly

Built-in cost formulas
Crew size calculator
Distance and time tracking

Free

PDF Template

Send professional estimates

Client-ready format
Print or email
Clean layout

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Fully customizable template

Easy editing
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Custom line items

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Industry Data 2025

Moving Industry Insights

Key statistics and trends that help moving professionals price their services competitively and run profitable businesses.

U.S. Moving Industry Report

Market data and professional benchmarks

26M

Americans Move Annually

16,851

Moving Companies (U.S.)

Industry Profit Margin

Average Moving Costs

Local moves (within 100 miles) average $850-1,600 for 2-3 bedroom homes. Long-distance moves (over 400 miles) typically cost $3,200-6,000 depending on volume and services. Labor rates run $50-100 per mover per hour in most U.S. markets.

Cost Breakdown by Home Size

Studio/1-bedroom moves average $500-1,000 with 2 movers for 3-4 hours. 2-bedroom homes cost around $1,250 with 3 movers for 5-6 hours. 3-bedroom homes average $1,800-2,500 with 4 movers for 7-8 hours.

Pricing Factors

Move costs vary by distance, shipment weight/volume, timing (peak season May-September costs 20-30% more), access challenges (stairs, elevators, parking), packing services, and insurance coverage selected.

Estimate Accuracy Challenge

Federal regulations require in-person or virtual inspections for accurate estimates. Non-binding estimates can increase up to 110% of quoted price at delivery for interstate moves, making thorough assessments critical.

Data current as of: February 2026

Sources: ConsumerAffairs, MoveBuddha, FMCSA, Moving Place

Everything You Need in a Estimate Template

Our templates include all the essential elements for professional estimates

👷

Labor Cost Calculator

Calculate crew costs based on number of movers and estimated hours. Separate rates for loading, transport time, and unloading. Factor in crew size appropriate for home size and volume.

🗺️

Distance & Mileage Tracking

Track mileage between origin and destination for accurate fuel charges. Include travel time for crew. Calculate per-mile rates for long-distance moves or flat fees for local relocations.

📦

Packing Materials Inventory

Itemize boxes (small, medium, large, specialty), packing paper, bubble wrap, tape, furniture pads, and shrink wrap. Calculate quantities based on home size and inventory volume.

📄

Professional Presentation

Client-ready estimates that look polished and professional. Add your logo, license numbers, insurance details, and payment terms. Include estimate validity period and binding status.

🚪

Access Fee Calculator

Add surcharges for stairs (per flight), elevator wait time, long carries (over 75 feet), parking distance, and narrow hallways. These factors significantly impact labor time and should be priced accordingly.

🛡️

Insurance & Valuation

Offer Full Value Protection or Released Value (60¢ per pound) options. Clearly explain coverage differences. Price specialty items requiring extra insurance separately to protect high-value belongings.

Must-Have Components

7 Essential Elements Every Moving Estimate Must Include

Professional moving estimates must include client details, inventory list, itemized costs, payment terms, timeline, insurance options, and company credentials to ensure clarity and enforceability.

Client & Property Information

Client name, phone, email, and billing address
Origin address with access details (stairs, elevator, parking)
Destination address with access notes
Preferred move date and time window

Detailed Inventory List

Room-by-room inventory of items to be moved
Approximate volume in cubic feet or weight estimate
Specialty items requiring extra care (piano, antiques, artwork)
Items requiring disassembly/reassembly

Itemized Cost Breakdown

Labor costs (crew size, hourly rate, estimated hours)
Transportation fees (truck, fuel, mileage)
Packing materials and supplies
Access fees (stairs, elevators, long carries)

Payment Terms & Schedule

Deposit amount (typically 10-25% for long-distance)
Payment due at delivery (balance for binding estimates)
Accepted payment methods (cash, card, check)
Cancellation and rescheduling policy

Move Timeline & Logistics

Estimated loading time at origin
Travel time between locations
Estimated unloading time at destination
Total estimated move duration

Insurance & Liability

Valuation coverage options (Full Value vs Released Value)
Cost of each insurance option
Claims process and timeframe (9 months for interstate)
Company license and insurance information

Pro Tip: Document Everything

Take photos and video of property access, parking, and high-value items before the move. This protects you from disputes and helps justify access fees when clients see the actual challenges.

How to Create a Moving Estimate Step by Step

Creating a moving estimate involves conducting an in-person survey, calculating volume and weight, estimating labor hours, adding materials and fees, and presenting the quote professionally.

Follow these simple steps to create your first estimate

Conduct In-Person or Virtual Survey

Visit the property or conduct a video walkthrough to assess the full scope. Walk through every room, closet, garage, and storage area. Document access challenges: stairs, elevators, parking distance, narrow doorways, and tight turns. Take photos of specialty items and note any disassembly needs.

Calculate Volume & Weight

Estimate total volume in cubic feet or weight in pounds based on inventory. Use industry standards: 1-bedroom = 1,800-2,500 cu ft, 2-bedroom = 2,500-3,500 cu ft, 3-bedroom = 3,500-5,000 cu ft. Add 10-15% buffer for items clients forget to mention.

Estimate Labor Hours

Calculate crew size and hours needed based on volume and access. Factor in loading time, travel time, and unloading time separately. Add time for stairs (15-30 min per flight), long carries (10-20 min per 50 feet), and furniture disassembly/reassembly.

Price Packing Materials & Services

Calculate boxes needed by home size: 1-bedroom needs 15-25 boxes, 2-bedroom needs 25-40, 3-bedroom needs 40-60. Add specialty boxes for dishes, wardrobes, TVs. Include packing paper, bubble wrap, tape, furniture pads, and shrink wrap. Offer full-service packing as optional add-on.

Add Transportation & Fees

Include truck rental or company truck fee, fuel costs, mileage charges (typically $0.50-1.50 per mile for long-distance), tolls, and parking permits if needed. Add access surcharges for stairs, elevators, and long carries. Include storage fees if applicable.

Present Estimate Professionally

Review all calculations, specify binding or non-binding estimate type, include insurance options with clear explanations, add estimate validity period (30-60 days), and send to client within 24 hours. Follow up within 48 hours to answer questions and close the sale.

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Binding vs. Non-Binding vs. Not-to-Exceed: Complete Comparison

Binding estimates guarantee fixed pricing, non-binding estimates can increase up to 110% at delivery, and binding-not-to-exceed protects customers if actual weight is lower than estimated.

Understanding estimate types helps you set proper client expectations and comply with federal regulations for interstate moves.

Feature	🔒Binding Estimate	📊Non-Binding	✅Not-to-Exceed
Price Guarantee	Fixed price, cannot increase	Can increase at delivery	Cannot exceed estimate
Payment at Delivery	100% of estimate due	Up to 110% of estimate	Actual weight or estimate (lower)
Best For	Customers wanting certainty	Flexible scope moves	Customer protection priority
Accuracy Required	Very high (detailed inventory)	Moderate (rough estimate)	High (detailed inventory)
Scope Changes	Requires new estimate	Adjusted at delivery	Adjusted downward only
Federal Regulation	FMCSA 49 CFR 375.403	FMCSA 49 CFR 375.405	Hybrid of both
Risk to Customer	Low (price locked)	Moderate (can increase 10%)	Very low (only decreases)

Price Guarantee

🔒Binding Estimate

Fixed price, cannot increase

📊Non-Binding

Can increase at delivery

✅Not-to-Exceed

Cannot exceed estimate

Payment at Delivery

🔒Binding Estimate

100% of estimate due

📊Non-Binding

Up to 110% of estimate

✅Not-to-Exceed

Actual weight or estimate (lower)

Best For

🔒Binding Estimate

Customers wanting certainty

📊Non-Binding

Flexible scope moves

✅Not-to-Exceed

Customer protection priority

Accuracy Required

🔒Binding Estimate

Very high (detailed inventory)

📊Non-Binding

Moderate (rough estimate)

✅Not-to-Exceed

High (detailed inventory)

Scope Changes

🔒Binding Estimate

Requires new estimate

📊Non-Binding

Adjusted at delivery

✅Not-to-Exceed

Adjusted downward only

Federal Regulation

🔒Binding Estimate

FMCSA 49 CFR 375.403

📊Non-Binding

FMCSA 49 CFR 375.405

✅Not-to-Exceed

Hybrid of both

Risk to Customer

🔒Binding Estimate

Low (price locked)

📊Non-Binding

Moderate (can increase 10%)

✅Not-to-Exceed

Very low (only decreases)

For local moves, hourly estimates with time ranges work well. For interstate moves, binding or not-to-exceed estimates based on detailed inventories protect both parties and comply with FMCSA regulations.

Sample Moving Estimate: 3-Bedroom Home Local Move

A typical 3-bedroom local move estimate includes labor for loading and unloading, truck rental, packing materials, access fees, travel time, and insurance coverage options.

See how a professional moving estimate breaks down costs for a residential local relocation with moderate access challenges.

3-Bedroom House Local Move

1,800 sq ft home - 15 miles distance - 2nd floor walkup

Item	Description	Qty	Rate	Amount
Moving Labor 4 movers × 7 hours (loading, travel, unloading)	4 movers × 7 hours (loading, travel, unloading)	28 hours	$75/hour	$2,100
Truck Rental 26-foot moving truck with lift gate	26-foot moving truck with lift gate	1 day	$350	$350
Fuel & Mileage 15 miles × 2 trips (origin to destination)	15 miles × 2 trips (origin to destination)	30 miles	$1/mile	$38
Packing Materials 50 boxes (assorted), tape, bubble wrap, packing paper	50 boxes (assorted), tape, bubble wrap, packing paper	1 lot	$275	$275
Furniture Pads & Straps Protective blankets and securing equipment	Protective blankets and securing equipment	1 lot	$125	$125
Stairs Surcharge 2nd floor walkup at origin (2 flights)	2nd floor walkup at origin (2 flights)	2 flights	$75/flight	$150
Furniture Disassembly/Assembly Bed frames, dining table, entertainment center	Bed frames, dining table, entertainment center	1 lot	$200	$200
Full Value Protection Insurance Comprehensive coverage for household goods	Comprehensive coverage for household goods	1 policy	$150	$150

Subtotal:$3,388

Total:$3,388

Payment Terms

Payment due at completion of move. We accept cash, credit cards (Visa, Mastercard, AmEx), and certified checks. This is a non-binding estimate; final charges based on actual time and services provided.

Key Takeaways from This Estimate

1Labor is the largest cost component - accurate time estimates are critical
2Access fees (stairs) add 4-5% to total cost and must be assessed on-site
3Packing materials priced as a package based on home size
4Insurance options clearly presented with cost breakdown
5Non-binding estimate allows adjustment if move takes longer than expected

Common Moving Project Types

Common items and services you might bill for

Local Residential Move

Labor costs (crew size × hourly rate × hours)
Truck rental or company truck fee
Fuel and mileage charges
Packing materials (boxes, tape, bubble wrap)
Furniture pads and protective equipment
Stairs or elevator surcharge
Long carry fee (over 75 feet)
Furniture disassembly and reassembly
Specialty item handling (piano, pool table)
Insurance/valuation coverage

Long-Distance Interstate Move

Loading labor at origin location
Long-haul transportation (per pound or cubic foot)
Unloading labor at destination
Full-service packing option
Custom crating for fragile valuables
Temporary storage fees (if needed)
Fuel surcharge for distance
Overnight expenses for multi-day moves
Comprehensive moving insurance
Shuttle service for large trucks

Commercial Office Move

After-hours or weekend labor premium
IT equipment disconnection and setup
File box rental and delivery
Modular furniture system disassembly
Secure document and file transport
Office equipment moving (copiers, servers)
Floor and wall protection installation
E-waste and recycling removal
Project management and coordination
Phased move execution over multiple days

Moving Estimating Best Practices

Best practices for moving estimates include conducting in-person surveys, documenting access challenges, using realistic time estimates, and clearly communicating estimate type to clients.

📍

Always Conduct On-Site Surveys

Federal regulations require in-person or virtual inspections for interstate moves. Photos and phone estimates miss critical details: access challenges, parking restrictions, specialty items, and volume accuracy. Walk-throughs prevent disputes and underpricing.

🚪

Document Access Challenges

Stairs, elevators, parking distance, narrow doorways, and tight turns dramatically impact labor time. Charge appropriately: $50-100 per flight of stairs, $25-50 for long carries over 75 feet. Take photos to justify fees.

⏱️

Use Realistic Time Estimates

Base labor hours on your crew's actual performance, not theoretical maximums. Track past moves to build accurate benchmarks. Add 10-20% buffer for unexpected delays. Underestimating time on non-binding estimates erodes trust and profits.

📋

Clearly Explain Estimate Type

Customers must understand binding vs. non-binding differences. Binding estimates lock the price but require detailed inventories. Non-binding can increase up to 110% at delivery. Put estimate type in bold at the top of your quote.

🎹

Price Specialty Items Separately

Pianos ($200-500), pool tables ($300-600), safes, gun safes, hot tubs, and fragile antiques require extra labor, equipment, and insurance. List these as separate line items with specific pricing to set proper expectations.

📅

Include Estimate Validity Period

Moving costs fluctuate with fuel prices and seasonal demand. Estimates should be valid for 30-60 days maximum. Clearly state expiration date. For long-distance moves, include fuel surcharge language if prices increase significantly.

Moving Calculation Reference Guide

Essential formulas and industry benchmarks for accurate moving estimates.

📐

Volume & Weight Calculations

Accurate volume estimates are the foundation of profitable moving quotes. Use these industry-standard calculations.

Volume by Home Size

Cubic Feet = Rooms × Average Room Volume

1Studio/1-bedroom: 1,800-2,500 cubic feet
22-bedroom: 2,500-3,500 cubic feet
33-bedroom: 3,500-5,000 cubic feet
44-bedroom: 5,000-7,000 cubic feet
5Add 10-15% buffer for items clients forget

Weight Estimation

Weight (lbs) = Cubic Feet ÷ 7

1Industry standard: 7 cubic feet = 1 pound
2Example: 3,500 cu ft ÷ 7 = 500 lbs approximate weight
3Adjust for heavy items (books, tools, appliances)
4Use for long-distance pricing (often per-pound)
5Weigh truck before and after for accurate billing

Packing Materials by Home Size

Boxes = Bedrooms × 15-20 boxes per bedroom

11-bedroom: 15-25 boxes total
22-bedroom: 25-40 boxes total
33-bedroom: 40-60 boxes total
44+ bedroom: 60-80+ boxes total
5Add specialty boxes: wardrobe (3-5), dish pack (2-4), TV boxes

💵

Pricing & Labor Guidelines

Industry-standard pricing rates ensure your moving business remains profitable while staying competitive.

Labor Rates

$50-100/hr

Per mover, per hour. Rates vary by market, experience level, and equipment provided. Your billing rate should be 2.5-3x crew wages to cover payroll taxes, insurance, equipment, overhead, and profit.

•Entry-level movers: $50-65/hour billing rate
•Experienced movers: $65-85/hour billing rate
•Specialty movers (piano, antiques): $85-100/hour
•After-hours/weekend premium: Add 25-50%

Crew Size by Home

2-5 movers

Proper crew sizing ensures efficient moves and accurate time estimates. Understaffing extends labor hours; overstaffing wastes money.

•Studio/1-bedroom: 2 movers, 3-4 hours
•2-bedroom: 3 movers, 5-6 hours
•3-bedroom: 4 movers, 7-8 hours
•4+ bedroom: 4-5 movers, 10-12 hours

Material Markup

50-100%

Mark up packing materials to cover sourcing, storage, and handling. Boxes, tape, and bubble wrap are consumables with carrying costs.

•Boxes: 50-75% markup (buy bulk, sell retail)
•Specialty boxes (wardrobe, dish): 75-100% markup
•Bubble wrap, packing paper: 60-80% markup
•Furniture pads and straps: 40-60% markup

📊

Common Surcharges & Fees

Access challenges and specialty services require additional charges to maintain profitability.

Standard Surcharge Rates

Stairs (per flight)

$50-100 per flight of stairs (10-15 steps)

Charge both origin and destination if applicable

Elevator Wait Time

$25-50 per 30 minutes if elevator causes delays

High-rise buildings often require elevator reservations

Long Carry Fee

$25-50 per 50 feet beyond 75 feet from truck to door

Measure parking distance to entrance accurately

Piano Moving

Upright: $200-400, Grand: $400-600

Requires specialty equipment and extra labor

Storage Fees

$50-150 per month per 100 cubic feet

Climate-controlled storage costs 20-30% more

📝 Remember

These are industry guidelines. Track your actual costs, labor productivity, and market rates to build estimates specific to your business and local market. Successful movers achieve 20%+ profit margins through accurate estimating and operational efficiency.

Why Use This Moving Estimate Template

Move beyond templates and transform your invoicing workflow

🏆

Win More Jobs

Professional estimates with clear breakdowns build client confidence and trust. Detailed line items show prospects you understand the complexity of their move and have accounted for every cost.

💰

Protect Your Margins

Stop losing money because you forgot to charge for stairs, long carries, or specialty items. The template prompts you to capture every cost component and maintain the 7-20% profit margins successful movers achieve.

⚡

Save Hours Each Week

Create estimates in 15-20 minutes instead of hours. Reuse your pricing for similar moves. Spend more time selling and completing profitable jobs instead of doing paperwork.

🤝

Reduce Disputes

Detailed line items and clear estimate type (binding vs. non-binding) set proper expectations. Clients know exactly what they get and what they pay. Documented access fees prevent arguments at delivery.

✅

Comply with Regulations

Federal regulations (FMCSA 49 CFR 375) require specific estimate formats for interstate moves. This template includes all required elements: estimate type, valuation options, and customer rights information.

📈

Improve Accuracy Over Time

Track estimated vs. actual time and costs for each move. Identify patterns: which home sizes take longer, which access challenges add the most time. Use data to refine your estimates and increase profitability.

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