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We dread moving because we have to plan and juggle a bunch of messy logistics, pack, load, and unload a mountain of stuff to do it. Moving is a little traumatic. No joke. An article from Anytime Estimate, “2025 Data: 70% of Americans Have Regrets About Moving,” showed that 42% of Americans actually cried during the process. If you’ve moved before, the process probably brought you to tears, though most of us won’t admit it.
Ideally, we would hire a moving company to handle everything, alleviating most of the stress and physical effort. But budgets annoyingly get in the way of calling and hiring the first available one.
You have a budget, and you want professional moving help – so, you get several estimates and choose the most value for the money. It sounds easy, but estimates are annoyingly confusing. We feel your pain and explain estimates in an easy-to-understand way.
The Big Question: How Much Will It Cost to Move My Stuff from A to B?
Movees (yes, we’ve created a new word) and movers need the best guesstimate or idea of what it costs to move someone’s stuff from point A to point B.
Estimates predict the total cost of a move, so the company knows how much to charge, and the movee has an answer to their biggest question, “How much will it cost?”
Also referred to as quotes, this written document enables customers to compare companies and determine which one best fits their budget. Movers effectively plan a movee’s unique moving-day logistics, including truck and crew sizes, provide sufficient materials for the correct number of hours, and calculate the charges accurately, ensuring they aren’t losing money on each job.
These written documents can differ based on whether they are binding or non-binding, and whether they offer guaranteed cost or rate reduction.
Estimate Basics: Types, How They’re Calculated, and When to Use Each Type
Binding and non-binding quotes are detailed descriptions of the job scope and costs. Moving companies typically include the number of items, the weight of the items, the distance between the pickup and drop-off locations, and the services provided.
Moving companies estimate the customer’s load size before moving day and weigh the loaded trucks, confirming the actual weight to determine the final cost.
We wondered how on earth you weigh a loaded truck, so we asked one of our experienced sales team members. It turns out that there are several ways. First, scales used for transportation must be certified by federal officials, and Bailey’s Moving has one at its locations.
The crew incorporates a stop into their moving-day route to weigh the truck or trucks on a government-approved Certified Automated Truck (CAT) commercial scale and confirm their vehicle load. Professional movers are required to know where the CAT scales are.
Binding versus Non-Binding Quotes
Binding Estimate
Binding estimates guarantee the total move cost and are based on the weight of the inventory, services, distance, and the number of allotted crews, as outlined in writing. Binding only guarantees the pre-move written estimate. Inventory added for moving, an extra storage unit stop, or unexpected services added on moving day often incur more charges.
For more on binding estimates, read this article “Unveiling the Moving Industry: What is a Binding Estimate?”
Non-Binding Estimate
A non-binding estimate is a documented forecast of moving expenses created before moving day. It’s based on the same factors, but doesn’t guarantee the cost of binding. The final cost depends on the actual weight, services performed, and distance traveled on moving day and is paid at the end of your move.
Non-binding quotes are ideal for local moves or those that take one day or less to complete.
Need more information? Read our article, “Understanding Written Estimates: What is a Non-Binding Estimate?” for another explanation.
Movers typically want payment before moving day delivery. Some request a down payment before loading begins, while others prefer to pre-authorize a credit card. Bailey's Moving preauthorizes a credit card before loading.
A quote is essentially a tariff. The document outlines pricing, rules, and terms for services based on a specific rate. Moving companies create their versions of binding and non-binding quotes. Bailey’s Moving uses two main types of estimates that Allied Van Lines established.
Two Main Moving Company Estimate Types: TPG and GRR
Bailey’s Moving uses an estimating tool that helps calculate costs based on the information provided during the walk-through and any additional factors added before or during the move.
Total Price Guarantee (TPG):
This binding estimate price reflects the contracted inventory weight. Since pricing is based on the weight of the inventory being moved, customers who add items to the list on moving day often end up paying more for the increased inventory. The moving truck is weighed on a CAT scale roughly 50 miles from the destination property.
Guaranteed Rate Reduction (GRR):
Much like TPG, the estimate is the contracted weight of your inventory. With GRR, customers can receive money back if the actual weight on moving day is less than the estimated weight. The amount reimbursed is based on a designated rate per 100 pounds.
The 400N estimate, based on actual weight and miles, can make the final cost unpredictable. Customers are more comfortable with TPG and GRR, unless they have an accurate weight for everything they’re moving.
Bailey’s Moving primarily uses TPG for interstate moves. Customers can discuss the options and decide which one works best for them.
Moving Quotes: Our Insiders Bust 6 Estimate Myths
Moving quotes are central to hiring any moving company. Unfortunately, they can be so confusing. We consulted our sales team experts for a more straightforward estimate breakdown.
First, schedule an in-person or virtual appointment so that the estimator can capture all the necessary information. Virtual appointments are more convenient, but in-person is more accurate.
Myth #1 – Quote Appointments Are a Waste of Time
You get a more accurate idea of how much it will cost to move your stuff. If you’re curious about the math involved, we use an estimation tool that calculates the numbers.
That appointment is a chance to plan around unique challenges and brainstorm logistical options. A Bailey’s Moving salesperson will offer hybrid options or tell you if DIY is the best way to move.
Here’s a tip from us to you – create a list of items you don’t plan on moving before the appointment, if possible. We call it the “not going” list. It’s easier to document everything that is going on moving day.
Create a ‘not going’ list so there isn’t confusion on moving day. We note items not being loaded for the driver. It helps the client avoid accidentally adding extra items to the documented inventory list.
Myth #2 – The Number of Rooms Matters Most
It’s all about the number of items and the inventory list. Certain rooms are known to contribute the most weight, but what’s in each room matters most. Your items are listed as inventory, broken down by cubic feet, and then converted to weight in pounds (lbs).
“What about the furniture?” You ask. Even the furniture is listed in cubic feet based on its weight. For example, a lighter/smaller office desk is 105 lbs or 15 cubic feet.
Myth #3 – Companies Can Go Crazy with Pricing
Industry standards say:
Moving boxes are the bane of our existence when we move, so we’ll use them as a reference. Estimators calculate a move in cubic feet and pounds. Items are typically measured in 1.5-cubic-foot increments.
A small moving box is 1.5 cubic feet and weighs either 7 or 25 pounds. Standard per-pound guidelines are 7 for lighter items and 25 for heavier items. Furniture, of course, doesn’t fit in boxes, so movers record it on the inventory list by cubic footage and estimated weight.
Standard furniture pieces are generally lighter and often calculated using a 7-pound-per-cubic-foot guideline. Items that fit into boxes are denser and weigh more, so 1.5 cubic feet is 25 lbs.
For example:
- A smaller office desk is approximately 15 cubic feet in size and lighter in weight is 7 lbs.
- A larger desk with the same 15 cubic feet in size but heavier is 25 lbs.
- Books packed in a box is 1.5 cubic feet with the denser weight of 25 lbs.
Your estimate is calculated using these standards for total weight. We non-industry experts would like to know the averages based on house or apartment size. So, here you go:
- 1 bedroom – up to 4,000 lbs
- 2 bedroom – 4,000 – 6,000 lbs
- 3 bedroom – 7,000 – 11,000 lb
- 4 bedroom - 15,000 + lbs
Loading and Unloading
- One person can load 500 pounds of stuff an hour and unload 750 per hour
- 10,000 lbs takes 5 hours to load and 3.5 hours to unload
Loading is harder and takes longer because you’re arranging the items in the truck. Unloading is easier and faster because you’re grabbing it and putting it somewhere in the new place.
A Local Move Example:
A 10,000 lb move = 20,000 lbs to load & unload, divided by the average of 650 lbs = 30.7 hours of work – takes 7.5 hours with 4 people.
The crew members needed to move in a day if there aren’t any extra heavy items.
- Two - up to 4,000 lbs
- Three - between 4,000 and 7,000 lbs
- Four – up to 15,000 lbs
- Over 15,000 lbs – 2 days to move
Myth #4 – All Rooms Take the Same Amount of Time
Not true - certain rooms are notorious for packing on the pounds when you move. (pun intended)
Areas with the Most Weight: Heavy or bulky equipment and tools
- Garage
- Basement
- Workshops
Myth #5 – Stressful Unexpected Costs are Unavoidable
An accurate estimate includes all the items going to the new place, accounts for any stops along the way, such as a storage unit, and ensures the destination is accessible and ready for your unloaded belongings. Additionally, the moving company has all the necessary information to send the right trucks and crew numbers to complete the move on time.
In-person estimates are ideal for establishing your moving goals, discussing the unique complexities of your move, and laying everything out clearly.
Discuss these factors with your salesperson or coordinator to avoid unexpected costs on moving day.
- Apartment stairs
- Long carries (extra feet to load & unload) – 150 ft
- There is no dedicated elevator in the building, and the crew is waiting for the elevator
- Long distances
- Unplanned stop to storage unit – 98% of customers plan a storage unit stop
- The destination place isn’t ready for the stuff
Myth #6 – You Can Pay a Lower Price for the Same Level of Service
Yes, moving is expensive—and we understand why it’s natural to focus on the total cost. But hiring a more experienced mover with trained crews and proven systems often saves you money in the end. Inefficiency, last-minute problems, or inexperienced labor can add costly hours, equipment needs, and stress that wipe out any “savings” you thought you gained. With the right team, your move finishes faster, smoother, and without surprises that break your budget.
Estimate your moving costs with Bailey’s Moving & Storage before planning your move.
Hiring a professional mover helps ease moving overwhelm and the physical work of loading and unloading all of the stuff you’re bringing to a new place. Customers want to know how much it will cost, and moving companies need to know how much to charge for their work. Estimates are fantastic planning and budgeting tools that allow you to hand over dreaded tasks to professionals, so you feel less like crying during the process.
