How far in advance should you get moving quotes?

TL;DR recommendation

Request written moving quotes about 4 to 6 weeks before a typical Ottawa move. If your move falls in peak season, plan 6 to 8 weeks ahead so you can compare estimates, confirm insurance and lock in availability. These ranges reflect local mover guidance and industry best practices for accurate estimates and avoiding hidden fees (Ottawa Pro Movers), (UpMove) and (Classic Movers).

Why timing changes price and availability

Three practical effects follow from your lead time: availability, price, and negotiating leverage. Movers’ calendars fill first for weekend dates, month ends and summer weeks. If you request a quote at short notice you may have to accept whatever crew is free rather than choosing between several competitive bids. That reduces your ability to negotiate and to check references or confirm insurance details.

Short notice can also hide costs. A low headline rate may exclude packing, protective materials or specialty handling. When demand is high, companies may add fuel or travel surcharges to short assignments or prioritise longer jobs that make better use of a crew and truck. Booking earlier gives you choices: weekday or off-season slots, bundled services, and more time to normalise quotes so you are comparing the same scope of work (UpMove).

Ottawa specifics: peak months, weekday savings and off-season timing

In Ottawa, moving demand rises in late spring and through summer. If your move is between May and September, treat it like peak season and aim for 6 to 8 weeks of lead time to secure reputable crews and avoid premium pricing. If you can be flexible about day and time, pick a weekday or an off-season month such as October through April to save money and increase availability (Classic Movers).

Practical scheduling tips:

Avoid the last weekend of the month and university move weekends when possible; these are treated like peak days by movers.
If you have to move on a busy date, ask movers for alternative time windows or nearby days where rates may be lower.
Book earlier if your move involves condo loading windows, permits, or elevator reservations, because those restrictions reduce same-day flexibility.

What a fair written moving quote must include

Insist on a written quote that spells out what is included, what is optional, and how extra charges are calculated. A complete, comparable quote should include the following items:

An itemised inventory or clear volume estimate, for example number of boxes and a list of major furniture and appliances.
All services included, such as packing, disassembly and reassembly, wrapping for specialty items, loading and unloading, and placement in the new home.
Travel and distance charges or mileage and any minimum time or truck-hour minimums.
Fuel, stair, elevator, long-carry, or residential access charges when applicable.
Insurance or liability options and the mover’s proof of insurance and licensing.
Deposit amount, cancellation and rescheduling policy, and the expiry date of the quote.
A clear total price and an itemised breakdown of optional add-ons and their costs.

Watch for common gaps. Does the quote include packing supplies, protective floor runners, or appliance disconnect and reconnect? If you have specialty items such as a piano or a hot tub, the quote should list the extra packing, crating and handling steps and their costs. Industry guidance recommends choosing the quote that is most transparent and complete rather than the one with the lowest headline number (UpMove).

How to compare multiple quotes fairly

To compare proposals objectively, normalise them so each one refers to the same inventory and service set. Use this process:

Create a single inventory list or record a short video walkthrough of every room and share it with each mover. This ensures each estimator sees the same items.
Ask for written estimates that match the checklist above, and request a single total price that includes the same services.
Get at least three written quotes when possible so you can spot outliers and unclear pricing. Local movers and industry sources recommend three quotes as a reasonable minimum for comparison (Classic Movers).
Compare contract terms such as deposit, cancellation rules, and insurance limits rather than focusing solely on the bottom line.
Factor in crew experience, customer reviews, and the mover’s handling of specialty items when choosing between similar prices.

For faster, more consistent estimates consider video quotes. A short walkthrough lets multiple companies estimate from identical footage and reduces the need for multiple in-home visits. Let’s Start Moving provides a video-quote option that streamlines this step and produces a written estimate you can compare with other bids (Let’s Start Moving).

Decision criteria and common objections

Licensed and insured: verify licensing and insurance and ask for written confirmation of coverage.
Transparent inclusions: prefer quotes that list all foreseeable fees and include protective materials when needed.
Specialty-item experience: choose companies that explicitly describe how they will handle pianos, hot tubs, or other heavy or delicate items.
Value over price: a higher but clearer quote can cost less in the end if it reduces surprise charges and risk to your belongings.

When customers question a higher quote, remind them that the lowest bid is only cheapest if it includes the same services and protections. Moving-industry sources warn that last-minute low bids often omit important protections or bind you to restrictive terms (UpMove).

Video quotes and fast estimates: when and why to use them

Video quotes are helpful when you need speed and consistency. They reduce the need for multiple in-home visits and allow several movers to quote from the same visual information. Video quotes work well for standard residential moves and small to medium inventories. They may be less useful for very large or unusually complex jobs that a mover will still want to see in person.

If you use a video, follow these tips to make it effective:

Do a single steady walkthrough of every room, opening major drawers and cupboards to show volume.
Show any access issues like narrow staircases, long carries from the truck to the door, or tight corners.
Clearly show specialty items and any fixed obstacles such as built-in shelving or wall fixtures.
Narrate or add quick notes to the video about items you want packed professionally, or items you will move yourself.

Let’s Start Moving accepts video submissions for Ottawa moves and returns a written estimate, which can speed your comparison process (Let’s Start Moving). Use the video-quote form to get a fast, standardised written price (get a quote).

Special cases: specialty items, long-distance moves and last-minute needs

Specialty items and long-distance relocations usually require extra detail and sometimes extra lead time. Pianos, hot tubs, and some fitness equipment need skilled handlers, dedicated packing materials, and route planning. Include these items explicitly when you request quotes and ask movers to list the required equipment and protective steps.

Long-distance moves involve staging, carrier scheduling and sometimes storage. Those logistics can push your planning horizon earlier than 6 weeks. Ask movers how they handle cross-province loads and what windows are typical for pick up and delivery.

If you must move within two weeks, expect limited availability and a narrower set of service choices. Contact movers right away, offer flexible scheduling, confirm fees in writing, and ask about their short-notice policies. A video quote can significantly speed the estimate phase and is often the best first step when time is tight.

Sample timelines

Typical local move with no specialty items: request quotes 4 to 6 weeks before moving day, compare three written estimates, then book once insurance and inclusions match your needs.
Peak season local move or condo move with elevator booking: request quotes 6 to 8 weeks ahead and confirm loading dock or elevator windows before finalising the booking.
Long-distance or large office move: start 8 to 12 weeks ahead to allow logistics, staging and any storage coordination.
Emergency or short-notice move under two weeks: submit a video quote and call movers directly to check last-minute availability and fees.

Quick checklist and next steps

Use this checklist to start collecting and comparing quotes:

Decide your desired move window and request quotes 4 to 6 weeks ahead; add two extra weeks for May through September (Ottawa Pro Movers).
Create a consistent inventory list or record a short video walkthrough to share with movers.
Request at least three written quotes that itemise inclusions, surcharges, insurance limits, and cancellation terms (Classic Movers).
Compare total cost, contract terms, included services and specialty-item experience before you decide.
If you want a fast, accurate estimate from a licensed Ottawa team, get a quote using Let’s Start Moving’s video-quote option.

Frequently asked questions

How many moving quotes should I get before choosing a mover

Get at least three written quotes when possible. Multiple estimates help you spot outliers, expose missing inclusions and compare real value rather than the lowest headline price. This approach is recommended by local mover guidance and national moving advice (Classic Movers).

Is it safe to pick the cheapest moving quote

Not necessarily. The cheapest quote can omit services, carry low insurance limits or add fees later. Choose the most transparent quote that includes the services and protections you need rather than focusing only on the lowest number (UpMove).

What should I do if I need to move within two weeks

Expect limited availability and higher odds of add-on fees. Contact movers immediately, offer flexible scheduling, confirm all fees in writing, and ask about short-notice policies. A video quote can speed the estimate process and help you compare options quickly.

Do I need a written quote for the price to be binding

Yes. Always get a written estimate or contract that lists the total cost and inclusions. A signed, written quote protects you from post-move charge disputes and clarifies deposit, cancellation and rescheduling terms.

How far in advance should I request quotes for specialty items like pianos or hot tubs

Allow extra lead time beyond standard recommendations because specialty handling often needs specific equipment, protective packing and experienced crews. For peak-season moves treat specialty-item moves as if they need 6 to 8 weeks of lead time and confirm the quote explicitly lists the specialty handling services (Let’s Start Moving).

Want a fast, clear estimate for your Ottawa move? Use Let’s Start Moving’s convenient video-quote or request form to compare written estimates and plan with confidence: Let’s Start Moving.