What Information Do Moving Companies Need to Provide an Accurate Quote?

When it comes to planning a move, one of the first things most people ask is, “How much will this cost?” It’s a fair and essential question—but giving an accurate moving quote isn’t as simple as naming a flat rate. Professional movers base their pricing on several variables, from location and timing to labor, logistics, and the volume of belongings.

Before a moving company can give you a detailed and fair quote, they need to fully understand your unique situation. Every move is different, and the more information you can provide, the better the company can assess what resources—truck size, crew, time—will be needed. This guide breaks down exactly what details movers will ask for and explains why each one matters.

1. All Cities or Towns Involved in the Move

This may sound obvious, but don’t overlook it. You’ll need to provide the exact city or town for each location involved in your move—starting point, destination, and any stops in between (such as a storage unit).

Why it matters:

• Travel time and distance affect pricing. Longer moves require more fuel and time.
• Some towns or neighborhoods have permit requirements, especially in dense urban areas.
• Parking rules and traffic flow can vary widely—details like whether a truck can be parked easily can make a big difference in labor time.

2. Your Preferred Move Date (or Date Range)

Moving companies operate on tight schedules, especially during peak seasons (like summer and end-of-month). Providing your ideal moving date—or a flexible range—helps ensure availability and more accurate pricing.

Why it matters:

• Weekend and end-of-month dates often cost more due to high demand. Peak dates like September 1st in Boston are particularly rough
• If you’re flexible, you may be eligible for off-peak discounts or easier scheduling.
• Some buildings (especially in cities) only allow moves on certain days or require advance booking for freight elevators.

3. Access details at Each Location

This includes a wide range of accessibility factors:

• Are there stairs or elevators?
• Will the movers need to walk a long distance from the truck to your door?
• Are there tight turns, narrow hallways, or limited clearance?
• Are there loading docks with time limits or restricted access?

Why it matters:

• Carrying furniture up four flights of stairs in the North End of Boston takes much more time and effort than rolling it through a lobby and into an elevator.
• Long walks (like from a parking lot to an apartment entrance) can double the time required.
• Loading dock access often has strict time constraints, meaning the move needs to be more precisely scheduled.
• Tight doorways or awkward layouts may require disassembly or alternative strategies—like hoisting furniture through a window or over a balcony.

Each of these elements impacts how many movers are needed and how long the move is likely to take.

4. How Long You’ve Lived at Your Current Place

You might not think this is important, but the length of time you’ve spent in your current home is a useful proxy for how much stuff you’ve accumulated. Someone who has lived in a one-bedroom apartment for six months likely has far fewer belongings than someone who has been in a two-bedroom condo for seven years.

Why it matters:

• Helps movers estimate the volume of items without an in-person walkthrough.
• Gives a rough sense of how cluttered or streamlined the move might be.
• People who have lived in a place for many years often have additional items tucked away in attics, basements, or closets.

5. Estimated Box Count

If you’ve already started packing, count how many boxes you’ve packed or plan to pack. If not, a rough estimate is still helpful.

Why it matters:

• Boxes are the bulk of most moves. The more boxes, the more time and space are needed.
• Helps determine whether a larger truck or additional crew members are necessary.
• Impacts how long the loading and unloading process will take.

If you’re unsure, movers can guide you by giving typical box counts for common room types (e.g., kitchens usually require more boxes than bedrooms).

6. Room-by-Room Furniture Inventory

You don’t need to list every book and dish, but movers do need to know what large, unpacked items they’ll be handling. This includes beds, sofas, tables, desks, dressers, shelves, etc.

Why it matters:

• Helps movers plan for the correct truck size. An overloaded truck can be dangerous—or result in multiple trips.
• Helps determine whether certain items will need to be disassembled or reassembled.
• Identifies if special equipment will be needed (like furniture dollies or lift gates).

7. Do You Need Packing Help?

If you’d like the movers to pack your belongings as well as transport them, let them know early on. Not all companies offer this service, and those that do usually need advance notice to plan properly.

Why it matters:

• Packing adds significant time to a move.
• Requires different materials (e.g., bubble wrap, packing paper, wardrobe boxes).
• If you’re packing yourself, movers typically require all packing to be completed at least one day prior to move day.

Also, most moving companies do not offer unpacking services, so plan to handle that yourself.

8. Special Items Requiring Extra Care

Let the company know if you have:

• Pianos
• Safes
• Large treadmills or home gyms
• Antique furniture
• Art or fragile collectibles

Why it matters:

• These items often need special handling, padding, or even a separate team of movers with expertise.
• Some may require additional insurance or waiver documentation.
• Certain buildings or elevators prohibit large or heavy items, requiring creative solutions.

9. Basement, Attic, Garage, or Shed Contents

Many people forget to include items in storage areas—but movers need to know about everything that will be transported.

Why it matters:

• Basements and attics often contain heavy, awkward, or dusty items that take more time to move.
• These areas can be more difficult to access, especially if they have low ceilings, narrow staircases, or are cluttered.
• Tools, bikes, lawnmowers, and gardening gear stored in garages and sheds can add unexpected volume and weight to your move.

Failing to include these areas can result in underquoting, which might lead to delays or additional charges on moving day.

Bonus Tip: Photos or Videos Can Help

Some companies may ask for photos or a short video walk-through of your home and belongings. This isn’t mandatory, but it can be incredibly helpful when trying to get a quote without an in-person visit.

Final Thoughts: Honesty = Accuracy

It’s tempting to underestimate how much stuff you have—or to omit details that might increase the quote—but doing so can backfire. An accurate quote depends on accurate information. Underestimating can lead to:

• Understaffed crews
• Too-small trucks
• Delays
• Unexpected extra charges

Being detailed and honest with the information you provide ensures a smoother, more predictable moving experience for everyone involved.

Whether you’re relocating a small apartment or a full family home, remember: the more details you give, the better equipped your movers will be to help you. A detailed quote isn’t just a number—it’s the start of a well-executed plan.