For anyone preparing for a residential move, it’s entirely reasonable to ask: How much is this going to cost? Yet for professional moving companies, answering that question responsibly requires more than just a date and destination. As Chris Amaral, owner of Safe Responsible Movers in Boston, MA, puts it:
“There’s no such thing as a one-size-fits-all move. Every job has its own set of logistical puzzles—and we can’t solve them unless we know what we’re walking into.”
Indeed, the art of estimating a move depends on details—some straightforward, others deceptively subtle. Below is a breakdown of what reputable movers typically need to know to provide a realistic and accurate quote, along with the rationale behind each request.
1. Cities or Towns Involved
The starting point of any estimate begins with geography. Companies need to know every location involved in your move—including pickup and drop-off addresses, and any intermediate stops such as storage units.
Why it matters:
Travel time directly affects scheduling and costs. As Amaral notes,
“It’s not just about distance—it’s also about what kind of driving is involved. An hour on a highway is different from an hour navigating Boston’s tightest backstreets.”
Tolls, route restrictions, and permit requirements all hinge on location-specific details.
2. Preferred Move Date or Range
Sharing your desired move date—or ideally, a date range—is key for scheduling and pricing.
Why it matters:
Movers operate under fluctuating demand. Summer weekends, holidays, and end-of-month dates often book out early and command premium rates. If you can be flexible, your options improve—and so might your rate. Amaral emphasizes:
“When a client gives us a window to work with, we can often find efficiencies in our schedule that save them money.”
3. Access Details at Each Location
This is where the quote becomes more than just a rate—it becomes a plan. Movers need to understand the physical challenges posed by each address:
- Are there stairs, elevators, or long walks from truck to door?
- Are there tight turns in hallways?
- Does the building require elevator reservations or have loading dock restrictions?
Why it matters:
Each obstacle adds time. Carrying a dresser up four flights of stairs is not the same job as rolling it through a lobby. Amaral explains,
“What looks like a simple address on Google Maps can turn out to be a fourth-floor walk-up with no legal parking within a block. That changes everything.”
4. Duration of Occupancy
Clients are often surprised when asked how long they’ve lived at their current address—but it’s not idle curiosity.
Why it matters:
Time spent in a space often correlates with the accumulation of possessions. A tenant in place for two years typically has far more to move than someone who’s only been there six months. It’s a shorthand for estimating scope—especially useful when no in-person walkthrough is possible.
5. Box Count and Furniture Inventory
While no one expects a perfectly itemized spreadsheet, movers do need a rough sense of the job’s physical volume:
- Approximate number of boxes
- Room-by-room list of large furniture
- Anything that isn’t already packed
Why it matters:
Knowing what needs to be moved allows a company to assign the correct crew size and truck capacity. “An overloaded truck isn’t just inefficient—it’s unsafe,” says Amaral. “We’d rather overprepare than risk leaving things behind.”
6. Packing Services Needed
Will you pack yourself, or do you need help? It’s a crucial distinction. If you require packing services, movers need advance notice to allocate time and materials.
Why it matters:
Packing takes time, especially when done professionally. It also affects insurance and liability—some movers won’t transport self-packed boxes containing fragile items unless properly disclosed. Amaral advises:
“If we’re doing the packing, everything needs to be boxed up at least one day in advance. That way, we’re not rushing and risking damage.”
7. Special Items
If you have a piano, gun safe, treadmill, antique grandfather clock, or other unusually large or sensitive item, mention it early.
Why it matters:
Special items often require extra labor, specialized equipment, or additional precautions. Some may even require a different crew altogether. Failing to disclose these in advance can result in delays, unexpected fees, or even refusal to move certain items if deemed unsafe without proper equipment.
8. Storage Areas: Don’t Forget the Basement, Attic, Garage, or Shed
These spaces are frequently overlooked by clients preparing their inventory—but they often contain bulky or forgotten items.
Why it matters:
Items in basements or attics can be more difficult to access, and garages or sheds tend to accumulate heavy tools, bins, and seasonal equipment. If these aren’t mentioned upfront, a quote may be incomplete, resulting in a longer job or additional costs on moving day.
Final Reflections: Accuracy Comes from Transparency
One of the greatest barriers to accurate quoting is under-disclosure. Whether intentional or accidental, leaving out details nearly always leads to complications.
“When someone tells us ‘It’s a pretty easy move,’ that’s usually our cue to ask a few more questions,” Amaral says with a smile. “It’s not that we don’t trust the customer—we just know that the devil is always in the details.”
A reliable moving quote isn’t just about cost—it’s about setting the right expectations. The more detailed the information you provide, the more tailored and realistic your quote will be. And in the high-stakes world of moving, where timing, labor, and logistics all intersect in one stressful day, accurate expectations are everything.
As Amaral puts it, “A move is a logistical operation. The better the intel, the smoother the execution. That starts with a good quote—and a good quote starts with good information.”
