A legitimate moving quote requires the mover to know your origin and destination addresses, your approximate inventory (number of rooms or a detailed item list), your move date, and any access challenges like stairs, elevators, or long carries. Without all four of those inputs, any number you receive is a guess — and a suspiciously low guess is almost always a trap.
We've been in this business for over 35 years. In that time, we've seen customers handed quotes that doubled on moving day, and we've seen honest movers lose jobs because a fraudulent competitor underbid them by 40%. This guide shows you how to get a quote that actually holds.
What information does a mover need to give you an accurate quote?
Every reputable mover — whether they're quoting you by phone, video call, or an online form — needs the same core set of facts. If a company quotes you without asking for most of these, treat that as a red flag.
The four essentials:
- Origin and destination addresses — Not just cities. Street addresses let the mover check for parking restrictions, elevator availability, and building-access rules. Moving from a walk-up in Chicago to a house with a long driveway in the suburbs is a very different job than it sounds on paper.
- Full inventory — Either a room-by-room list or a video walkthrough. A 3-bedroom house can hold anywhere from 5,000 to 12,000 lbs of goods depending on how you live. The mover cannot price accurately without knowing which.
- Move date (or target window) — Rates are higher on weekends, at month-end, and during peak season (May–September). Giving the mover a specific date or a flexible window changes the price materially.
- Access and special circumstances — Stairs, elevators (and whether they need to be reserved), long carries (FMCSA defines a "long carry" as anything beyond 75 feet from the truck to the door), narrow hallways, items requiring special handling (pianos, safes, art), and whether packing service is needed.
How does the quoting process work — phone, online form, or in-home estimate?
| Method | Best for | Accuracy | Notes |
|---|---|---|---|
| Phone quote | Local moves, small loads | Moderate | Works well with a detailed verbal inventory; confirm in writing afterward |
| Online form / self-inventory | Local and long-distance | Moderate–High | Only as accurate as the list you submit |
| Video survey (virtual walkthrough) | Long-distance, larger homes | High | Now standard with most quality interstate movers post-2020 |
| In-home estimate | Large homes, specialty items, complex access | Highest | Required by FMCSA for interstate moves if you request it (49 CFR §375.405) |
The FMCSA rule you should know: For interstate (state-to-state) moves, any mover registered with the USDOT is required by federal regulation to perform an in-home or virtual survey before providing a binding estimate — if you request one. You have that right. Use it for any move over $2,000 or any long-distance job. Our deeper guide on binding vs. non-binding estimates explains what each type of estimate actually locks in.
How do I prepare my inventory before calling a mover?
The more specific you are, the more accurate — and defensible — your quote will be. Here's how to do it in under 30 minutes:
- Walk every room with your phone. Record a slow video panning across all furniture and boxes. You can share this with the mover for a virtual survey.
- Count large furniture pieces by room. Sofas, beds (note size), dressers, desks, dining tables, bookshelves, TVs (note size), appliances coming with you.
- Note what you're not taking. If you're decluttering before your move, tell the mover — fewer items means lower weight and a lower bill.
- Flag anything that needs special handling. Pianos, gun safes, large artwork, antiques, treadmills. These trigger add-on fees if discovered on moving day rather than quoted upfront.
- Confirm packing needs. Are you packing yourself, or do you want the movers to pack some or all rooms? Packing service typically adds $250–$1,000+ depending on home size.
What should a written moving quote include?
Never accept a verbal quote as your agreement. Any quote you receive — whether from a phone call, video survey, or in-home estimate — should be provided in writing and include all of the following:
- Company name, USDOT number, and state license number (for intrastate moves, each state has its own licensing authority — check your state's Department of Transportation or Public Utilities Commission)
- Origin and destination addresses
- Estimated weight or cubic footage
- Service type: full-service, load-only, packing included
- Estimate type: binding, binding not-to-exceed, or non-binding
- Base rate and itemized fees (fuel surcharge, stair fee, long-carry fee, etc.)
- Move date and estimated delivery window
- Payment terms and deposit amount
If a quote arrives with a single lump-sum number and nothing else, ask for the itemized breakdown. If they won't provide one, walk away. See our guide on reading a moving quote for a line-by-line walkthrough of what each charge means.
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How many quotes should I get — and how do I compare them?
Get at least three quotes from USDOT-registered movers for any interstate move, and at least three from licensed local companies for an in-state move. Here's how to compare them honestly:
- Compare apples to apples. Make sure each quote covers the same inventory, same services (packing or no packing), and same move date. A quote that's $600 cheaper may be excluding packing materials or a stair fee.
- Watch the spread. If two quotes cluster near each other and one is dramatically lower, the low quote is almost certainly missing something — or it's a bait-and-switch setup.
- Check license status. For interstate movers, verify the USDOT number at the FMCSA's SAFER system (safer.fmcsa.dot.gov). For local movers, check your state's licensing database. You can also browse verified mover reviews to cross-reference a company's track record before you call.
What are the biggest red flags in a phone or online quote?
We've seen every version of the bait-and-switch. These are the patterns that should stop you cold:
- No USDOT or state license number offered. Any legitimate mover can give you this number immediately.
- A quote given without asking about your inventory. Impossible to price accurately — they're planning to change the number later.
- A very large deposit demanded upfront. Reputable movers typically require 0–25% upfront for local moves and sometimes more for long-distance, but a demand for full payment before the truck arrives is a major warning sign. Read our breakdown of normal vs. red-flag deposit practices before you hand over any money.
- No written estimate provided. Verbal-only agreements offer you no legal protection.
- A quote substantially below every competitor. Low-ball quotes are the leading setup for hostage-load scams, where the mover loads your goods and then demands a higher price before unloading.
For a full rundown of fraud tactics, our guide on moving scams and how to spot fraudulent movers covers the playbook these operations use.
Does move timing affect the quote I receive?
Yes — significantly. Most movers price based on demand, and demand follows predictable patterns:
- Peak season (May–September): Rates are typically 15–30% higher than off-peak. Availability is tighter, especially in high-demand metros like Atlanta and Seattle.
- Month-end and mid-month: Most leases turn over on the 1st and 15th, so those weekends carry premium pricing. Book mid-month (8th–22nd) when you can.
- Weekends vs. weekdays: A Friday or Saturday move often costs more than a Tuesday. If your schedule allows flexibility, ask what the mover charges for a weekday slot.
Our guide on how to choose a moving date goes deeper on timing strategy and how much you can realistically save by shifting a few days.
Frequently asked questions
How long is a moving quote valid for?
Most movers honor a written quote for 30 days, though this varies by company. If your move date is more than a month out, confirm in writing whether the rate is locked. Fuel surcharges in particular can be adjusted at or near the move date — ask whether the fuel surcharge in your quote is fixed or variable.
Can a mover change the price after I've accepted a quote?
For a binding estimate, the mover generally cannot charge more than the quoted amount for the agreed-upon inventory and services — even if the actual weight comes in higher. For a non-binding estimate, the final bill is based on actual weight, and FMCSA rules for interstate moves cap the overage at 110% of the estimate (you pay the rest within 30 days). If the mover discovers items not on the original inventory — a gun safe you didn't mention, an extra bedroom — they can add charges for those.
Is a free online quote legally binding?
No. An online quote is an estimate, not a contract. A binding estimate only becomes binding once it is signed by both parties and includes all the required disclosures under FMCSA regulations (for interstate moves). Always get a written, signed estimate before the truck shows up.
Do I need an in-home estimate, or is a phone or video quote enough?
For local moves of one or two rooms, a detailed phone or online inventory is usually sufficient. For whole-home moves — especially anything long-distance — a video or in-home survey is strongly recommended. The cost of an inaccurate quote can easily exceed $500–$1,500 in unexpected charges on moving day.
What if I get quotes from movers I found through an online broker?
Moving brokers are legal, but they do not perform the move — they sell your job to a carrier. Make sure you know the name, USDOT number, and license of the carrier who will actually handle your belongings, not just the broker. The carrier's information must appear on your Bill of Lading. Find movers directly in our directory to skip the broker layer and vet carriers yourself.
How do I know if a mover is licensed in my state for a local move?
Each state regulates intrastate (within-state) movers separately. Search your state's Department of Transportation, Public Utilities Commission, or Department of Consumer Affairs for a mover license lookup. You can also browse movers by state in our directory, where listed companies have been vetted for licensing and registration.
Getting a quote right is the single highest-leverage thing you can do before your move — it sets every expectation and protects you legally. If you want help finding licensed movers in your area, browse our directory at Majestic Moving Companies or chat with Robert, our AI moving agent, who can answer questions and point you to verified movers near you in minutes.
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