Updated October 24, 2026
A moving company estimate template has two jobs. It has to show the customer exactly what they are paying for, so the price on moving day doesn't start an argument, and for interstate moves it has to carry the wording federal rules require. Below is a fill-in template you can copy into your own software, a worked local example, and the notes that keep it within the rules.
Quick answer: A good moving estimate lists the move date and addresses, inventory or home size, crew size and truck, hourly rate or weight-based rate, estimated hours, travel time, packing, stairs or long carry, materials, valuation coverage and payment terms. Interstate estimates must also say clearly whether they are binding or non-binding.
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Copy the lines below into your quoting tool. Lines in brackets are what you fill in for each move.
[Company name] · Moving estimate #[number] · Date [date]
Customer: [name], [phone], [email]
Move date and arrival window: [date], crew arrives [8:00–9:00 am]
From: [address], [floor, elevator or stairs, walk from truck in feet]
To: [address], [floor, elevator or stairs, walk from truck in feet]
Move size: [2-bedroom apartment, about 4,500 lb] · inventory attached [yes/no]
Survey: [in-home / video / phone inventory]
Labor: [3] movers and [one 26 ft] truck at [$165] an hour, estimated [5–6] hours
Travel time: [1 hour] at the hourly rate (or flat [$ ])
Packing: [none / kitchen only / full], [hours or flat price]
Materials: [boxes, tape, mattress bags], [price or "billed as used"]
Additional services: [stairs over 2 flights, long carry over 75 ft, piano, appliance disconnect, storage]
Valuation: [basic released value / full value protection], [cost]
Estimated total: [$ low]–[$ high] · Deposit: [$ ] to hold the date
Estimate type: [Local hourly / Interstate binding / Interstate non-binding]
Payment due: [on completion, card or cash]
What changes the price: items not on the inventory, access different from what is listed above, waiting time caused by the customer.
Customer signature ________ Date ________
These figures are stated assumptions to show the math; use your own rates.
| Line | Calculation | Amount |
|---|---|---|
| Labor, 3 movers and truck | $165 an hour × 5.5 hours (midpoint of 5–6) | $907.50 |
| Travel time | 1 hour × $165 | $165.00 |
| Stairs at destination (3rd floor walk-up) | flat | $90.00 |
| Materials | 2 mattress bags, 4 wardrobe boxes, tape | $78.00 |
| Estimate shown to customer | low end 5 hours, high end 6 hours | $1,158–$1,323 |
Showing a range with the hours stated is what prevents the moving-day dispute. The customer sees that the price moves with time, and you have written down the access details that the time depends on. Our free moving quote calculator works out the hours and price from home size, stairs, drive time and crew size.
For interstate household goods moves, the federal rules in 49 CFR Part 375 set what an estimate must say. Checked on October 24, 2026:
Local moves inside one state follow state rules instead, which vary; some states set their own tariff and estimate requirements. Check your state's regulator. This section summarizes the regulation's text and is not legal advice.
Answering these on the estimate itself, before anyone asks, is what makes a shopper choose you over the company that sent a single number. For the pricing side, see how to price moving jobs; for turning quotes into bookings, see how to get leads for a moving company to book.
Unmanually is a 24/7 AI Office Manager for moving companies. The AI Office Manager answers calls while your crews are on a job, takes the move details, sends your estimate, follows up until the customer books and takes the deposit, sends the arrival-window reminder and invoices after the move. See what it does for moving companies.
Move date and addresses with access details, move size or inventory, crew and truck, hourly or weight-based rate, estimated hours, travel time, packing, materials, extra services, valuation, deposit and payment terms, and whether it is binding.
For interstate moves, a binding estimate fixes the price for the services listed; a non-binding estimate can change with the actual weight and services, but the customer cannot be required to pay more than 110 percent of it at delivery (49 CFR 375.403 and 375.405).
Under the federal interstate rules a mover may charge for a written binding estimate. Local move rules vary by state.
Home service businesses answer only about half their calls (Invoca, July 2026), and owners spend about 11 to 16 hours/week on admin. Knowing what to do is the easy part; the money leaks out in the calls you can't take, the quotes nobody chases and the invoices that sit unpaid. Unmanually is a 24/7 AI Office Manager for moving companies that you run by voice from your phone:
Sources: Invoca, July 2026 (52% of home-service calls answered by a person, 60M+ calls); admin hours: Time etc / Censuswide 2023 and Amex SME Barometer 2026.
Unmanually is an AI Office Manager that works 24/7 and that you run by voice from your phone. Leave your mobile number and the AI Office Manager calls you right away, the same way it would call back one of your customers. That call is the demo: it answers, books you a 15-minute time with the founder and follows up.
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