Free Moving Estimate Template (FMCSA-Aligned)
A clean, fillable estimate layout for residential moving companies — FMCSA binding-estimate language baked in.
Why this matters
The estimate is the highest-stakes document a moving company sends. Hand-built templates miss FMCSA-required disclosures, bury accessorial fees, and lose to faster, more polished competitors. This template gives you the seven elements that separate a quote that books from a quote that loses — laid out so you can fill it in for a customer and send it in under fifteen minutes.
It is FMCSA-aligned (binding vs non-binding vs binding-not-to-exceed callouts, valuation election, USDOT/MC fields, and the 110% rule reference) but is *not* legal advice. Have your own counsel or compliance lead review before you use it on actual customers, especially for interstate moves.
The template
The blocks below are a working layout. Replace bracketed placeholders with your own values when you produce an estimate. Print this page (Cmd/Ctrl-P → Save as PDF) to save the formatted version.
Estimate type
This is a [Binding / Non-Binding / Binding-Not-To-Exceed] estimate.
- Binding — Fixed price for the services and inventory listed below. Customer can be re-quoted only if scope changes.
- Non-binding — Good-faith estimate. Final price based on actual weight (long-distance) or actual time/services (local). Customer pays no more than 110% at delivery on interstate non-binding moves; remaining balance billed after delivery (49 CFR 375.405).
- Binding-not-to-exceed — Customer cannot be charged more than this estimate, but can be charged less if the move runs lighter or faster than projected.
Customer & move
| Customer name | [First Last] | Phone | [Phone] |
|---|---|---|---|
| [Email] | Move date | [Date] | |
| Origin address | [Street, City, State ZIP] | ||
| Destination address | [Street, City, State ZIP] | ||
| Move type | [Local hourly · Local flat · Intrastate long-distance · Interstate] | Distance | [Miles] |
| COI required? | [Yes / No — building & deadline] | Stairs / walk-up? | [Yes / No — flights] |
Inventory
| Room | Item | Qty | Est. cu ft |
|---|---|---|---|
| Living room | Sofa (3-seat), loveseat, coffee table, TV (55"), media stand | 5 | 92 |
| Master bedroom | Queen mattress + box, frame, 6-drawer dresser, 2 nightstands, mirror | 6 | 78 |
| Bedroom 2 | Twin mattress + box, frame, 4-drawer dresser, desk + chair | 5 | 52 |
| Kitchen | 10 medium boxes (dishware/pantry), small appliances | 10 | 30 |
| Dining | Table (seats 6), 6 chairs, sideboard | 8 | 56 |
| Garage / misc | 2 bicycles, gas grill (purged), 5 storage totes | 8 | 48 |
| Estimated total cubic feet | ~356 | ||
Pricing
| Line item | Detail / math | Amount |
|---|---|---|
| Labor | 3 movers × 8 hours × $76/hr | $1,824.00 |
| Travel time | 1.0 hour × $76/hr × 3 movers | $228.00 |
| Truck (26 ft) | Day rate | $185.00 |
| Fuel surcharge | EIA weekly index, [date] retail diesel | $48.00 |
| Long carry | 1 carry > 75 ft @ $85 | $85.00 |
| Stairs | 2 flights @ $40 | $80.00 |
| Packing materials | 10 medium boxes, tape, wrap | $95.00 |
| Valuation coverage | Full-value protection (see election below) | $95.00 |
| Estimate total | $2,640.00 | |
Valuation election (required for interstate moves)
Federal law requires you to choose one of two valuation options:
- Released-value protection — $0.60 per pound per article. No additional charge. This is the carrier's minimum liability and is generally insufficient for high-value items. (49 CFR 375.701)
- Full-value protection. Carrier is liable for the replacement value of any item lost, damaged, or destroyed. Cost included in the line item above. Deductibles and high-value-article disclosure rules apply.
Customer election: ☐ Released-value (no charge) ☐ Full-value ($95.00 included)
What is included
- Loading, transport, and unloading by [3] uniformed, background-checked movers
- Protective wrap on all upholstered items and wood furniture
- Disassembly and reassembly of bed frames and the dining table
- Standard insurance per the valuation election above
- Real-time crew arrival ETA via SMS
- Digital bill of lading and inventory at start and end of move
What is not included
- Packing of fragile items unless explicitly added (see add-ons below)
- Disconnection or reconnection of utilities, appliances with water lines, or wall-mounted TVs
- Storage-in-transit (separately quoted)
- Custom crating for art, marble, glass over 60 inches, pianos (separately quoted)
FMCSA-required disclosures (interstate moves)
- You have received a copy of the FMCSA booklet Your Rights and Responsibilities When You Move.
- Your USDOT and MC numbers are listed at the top of this estimate and can be verified on the FMCSA SAFER registry.
- For non-binding interstate estimates, the carrier may collect no more than 110% of this estimate at delivery; any remaining balance is billed after delivery.
- Disputes may be filed via the FMCSA's National Consumer Complaint Database (nccdb.fmcsa.dot.gov).
Customer acceptance
| Signature | ____________________________ | Date | ____________ |
|---|---|---|---|
| Print name | ____________________________ | Deposit | ____________ |
By signing, the customer acknowledges receipt of the FMCSA booklet (interstate moves) and accepts the estimate as the [binding / non-binding / binding-not-to-exceed] basis for the move described above. This estimate is valid through the date shown at the top.
Disclaimer. This template is provided as-is for the convenience of household movers. It references FMCSA regulations as of 2026 but is not legal advice. Have your own counsel or compliance lead review before using on customers, especially for interstate moves under 49 CFR Part 375.
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Optional. The resource above is the whole thing — this is just for archiving it somewhere you'll find it later.