How should you compare moving service quotes?

How to use this checklist to choose between quotes

This Canada-focused checklist shows how to gather at least three written moving service quotes, compare identical service levels, verify companies, and pick the best offer. Follow four steps: prepare a consistent scope, request written estimates, normalise inclusions, and score each quote. Written estimates reduce surprises on moving day and make hidden fees easier to spot, as recommended by the Office of Consumer Affairs and industry checklists.

What to do before you request moving quotes

Preparation makes quotes comparable and more accurate. Do these tasks before requesting estimates:

• Create a room-by-room inventory and mark bulky or fragile items, appliances, and valuables.
• Photograph large pieces, narrow hallways, staircases, parking and elevator access so movers can see what they must handle.
• List the services you need: full packing, fragile-only packing, disassembly and reassembly, temporary storage, and specialty handling for pianos or antiques.
• Note access constraints and timing: driveway width, stairs, elevator reservations, and preferred pickup or delivery windows.

The Office of Consumer Affairs advises that movers see all items to prepare accurate estimates, so include photos or invite an in-person or video walkthrough when possible.

How many quotes to get and which movers to include

Request at least three written estimates from reputable movers. Include a local company and, for long-distance or cross-province moves, at least one specialist. Three quotes expose outliers, reveal typical price ranges, and help you spot missing charges. Prioritise companies that offer an in-person inspection or a video walkthrough to confirm volume and access, which reduces the likelihood of surprise charges on moving day.

Moving quote checklist: what every written estimate must include

Require the following details on every written quote. If a mover will not provide them in writing, treat that as a red flag.

• Company name, contact details and business letterhead, including registration or business number.
• Clear, itemised list of included services and labour estimates or hourly rates.
• Pickup and delivery addresses and proposed dates or delivery windows.
• Itemised charges showing how the final price is calculated.
• Insurance or valuation options, liability limits, and whether coverage is included or optional.
• Deposit amount, payment terms, cancellation and change policies.
• Examples of likely extra charges such as stairs, long carry, shuttle, disassembly, or bulky-item handling.

Industry guidance advises written, itemised estimates on company letterhead to make accurate side-by-side comparisons.

Checklist details and common inclusions or exclusions

Use this breakdown to tick boxes on each quote. Record yes or no and the quoted dollar amount so differences are obvious.

Packing and labour

• Is packing included or quoted separately? Note labour rates and packing material costs.
• Are fragile items packed at an additional charge or included for certain items only?
• Does the quote include disassembly and reassembly of furniture, and are those charges itemised?

Access and handling fees

• Are stair or elevator fees listed? Are there long-carry or shuttle fees if a truck cannot park close by?
• Does the estimate assume basement or rooftop access that could change on moving day?

Insurance and liability

• What valuation level is included, if any, and what optional insurance or replacement coverage is offered?
• Ask for proof of commercial insurance and a written description of liability limits before you accept.

Timing and guarantees

• Does the quote offer guaranteed pickup or delivery windows, or are dates estimated?
• What remedies does the company offer for delays or missed windows?

Extras and storage

• Is temporary storage priced per day or per month and itemised? Are minimum storage periods stated?
• Are special items such as pianos, hot tubs, or high-value artwork listed with handling charges?

Taxes and surcharges

• Does the quote show taxes, fuel surcharges, and any provincial fees separately?
• Ask the mover to disclose any potential on-day surcharges that might apply.

How to compare quotes side by side and score them

Create a simple comparison sheet and normalise service levels before comparing prices. Put the same scope across the top row and list each quote beneath it. Use these columns:

• Landed price including all known surcharges
• Insurance or valuation level
• Packing and labour inclusions
• Access and special handling fees
• Deposit and payment terms
• Pickup and delivery guarantees

Score each quote on a 1 to 5 scale for each column and weight criteria to match your priorities. For example, if insurance matters most give it a 30 percent weight, timing 20 percent, price 30 percent, and flexibility 20 percent. Add weighted scores to get a single ranking. This written scoring method mirrors practical checklists used by moving industry experts.

Which factors most often change the price

Common price drivers include:

• Distance and volume of goods, which affect labour and fuel costs.
• Access issues such as stairs, long carries, or tight parking that require extra crew or shuttle vehicles.
• Packing level and whether the mover supplies materials and labour.
• Timing, such as weekend moves or short-notice bookings, which usually cost more.
• Storage needs and special handling for bulky or fragile items.

Ask movers to explain which line items drive their price so you can make targeted trade-offs between cost and convenience.

Red flags to watch for and objections you should raise

Probe or reject movers who show these warning signs:

• No written quote or a refusal to itemise charges.
• An unusually low deposit demand paired with vague payment terms.
• Refusal to perform an in-person or video walkthrough, or refusal to provide proof of insurance.
• Unverifiable company details, no online reviews, or high-pressure tactics to sign immediately.

Common homeowner objections such as “I want the cheapest option” are understandable. Use the checklist to confirm whether the cheapest quote actually includes the services and insurance you need. If it does not, the lowest price can become the most expensive option on moving day.

How to verify a mover and keep the paperwork you need

Before you sign, request and retain these documents:

• The written estimate on company letterhead with itemised charges and terms.
• Proof of insurance and the insurer’s name and policy limits.
• References, recent reviews, and contactable customer references.
• A signed agreement or contract that matches the written quote and lists the final inventory and scheduled windows.

Save all messages, quotes, and receipts. If you find movers through an online directory, message them directly and attach photos or your inventory list. Use official Canadian consumer advice when validating quotes and ask movers to confirm they saw all items while preparing the estimate. For consumer guidance see the Office of Consumer Affairs and for practical comparison tips see industry checklists from GVota and TMC Moving.

Decision criteria and a simple scorecard to pick the right quote

Use these rules to decide:

• Accept the lowest landed price only if it meets your required service level, access handling, and insurance limits.
• Prefer clear cancellation, change, and payment terms even if the price is slightly higher.
• Require a signed contract or binding written estimate for complex or high-value moves.

Rank your three top quotes using the weighted scorecard. If two scores are close, choose the company that provides stronger written protection and clearer timelines.

Next steps and where to find vetted movers on Houseup

Collect at least three written quotes, complete the checklist above, verify insurance and references, and rank offers with the scorecard. To find and message movers directly, use the Houseup professionals directory to view company profiles and request written quotes through platform messaging. Start at the Houseup homepage and search professionals or review mover posts to see how companies present services and pricing information.

Houseup: the official website

Example mover post on Houseup: G-Force Moving Company post

Frequently asked questions

How many moving service quotes should I get before deciding?

Get at least three written estimates from reputable movers. Three quotes reveal price outliers and make it easier to compare identical service levels, as recommended by Canadian consumer guidance.

What should a written moving quote look like in Canada?

A proper written quote should be on company letterhead, include an itemised list of services, pickup and delivery details, insurance or valuation terms, all fees and surcharges, deposit and payment terms, and cancellation policies. If a mover resists providing this, treat it as a red flag.

Are lower moving quotes always a bad sign?

Not always. A lower quote can be legitimate if it covers the identical service level and insurance you need. Compare inclusions carefully because low prices that omit packing, insurance, or access fees can cost more on moving day.

Can a mover change the price on moving day if I have a written estimate?

Written estimates give protection, but some contracts allow extra charges for unforeseen items or access problems. Ensure the contract defines what triggers extra charges and keep photos and inventory records to reduce disputes.

How do I verify a mover's insurance and reputation?

Ask for a copy of the mover’s insurance certificate and read the valuation or liability terms. Check recent customer reviews and ask for references. Keep the insurer’s name, policy limits and the mover’s contact information on file before you agree.

Which quote will you choose?

Talk with Houseup

Contact Houseup to ask about the next step and confirm which options fit your needs.