7 details movers need on your moving estimate checklist

When you ask Ottawa movers for a price, the accuracy of their estimate depends on the facts you provide. This moving estimate checklist lists the seven details professional crews need to create comparable, reliable quotes. Use it before you call or send a video quote to save time, avoid hidden fees, and get bids you can actually compare.

1. Inventory and volume movers need

The single biggest cost driver for any move is what you own and how much truck space it requires. Movers use a room-by-room inventory to estimate crew size and vehicle needs, so be specific and consistent across every quote request.

Room-by-room inventory

• List large furniture by name and approximate dimensions: couch, queen bed, dresser, dining table and bookcases.
• Count packed boxes by room and note if they are small, medium or large.
• List electronics, appliances and fragile collections separately so movers price protective packing and labour correctly.

Estimating volume quickly

Create a short inventory and use a planning worksheet to estimate start-up and moving costs. The Government of Canada move expense worksheet helps you estimate supplies and initial costs for a Canadian move: Planning your move worksheet. For sizing and container guidance, moving suppliers offer inventory advice that clarifies truck selection and container counts, such as the U-Haul checklist: U-Haul moving checklist.

Fast one-hour method

If you do not have time for a full list, do a one-hour walkthrough and note the largest 10 items in each main room plus a rough box count. That snapshot, paired with 4–10 photos, will let professional crews produce a reasonably accurate, volume-based quote. Let’s Start Moving accepts video and inventory submissions to generate fast volume estimates for Ottawa-area moves: Let's Start Moving.

2. Packing level and service scope

Packing options are priced differently. Be explicit about whether you want to self-pack, use a partial pack, or request full professional packing. Each choice affects labour hours, materials and the arrival schedule.

What to list on the quote request

• Which rooms you expect the crew to pack, and which you will pack yourself.
• Special handling for breakables, artwork and electronics.
• Whether you need the mover to supply boxes, bubble wrap and tape.

How packing affects labour

Professional packing increases on-site time and material costs, and often requires more crew members to meet scheduling windows. If you self-pack, label boxes by room and list representative contents on your inventory so quotes remain comparable across companies.

Decision criteria

Choose professional packing when you lack time, own many fragile items, or want packaging that meets mover valuation rules. If you self-pack to save money, budget for supplies using the Canada move worksheet and follow standard packing guides so replacement claims are easier if anything is damaged.

3. Access, stairs and local logistics with Ottawa and Nepean notes

Access details are frequent causes of extra charges. Movers need exact information about building access, elevators, stairs, parking and any rules that affect loading or unloading.

Measurements and building rules to record

• Floor number and whether elevators must be booked, plus elevator interior dimensions and door widths.
• Number of stair flights, narrow hallways and tight turns.
• Driveway slope, garage access and whether vehicles can park at the door for loading.

Reporting condo or apartment rules

Many Ottawa condos require a reserved moving window, a certificate of insurance and elevator protection. If your building charges a move fee or requires a booking, list it on the estimate request so movers include time for pads, floor protection and elevator reservation.

Local Ottawa tips

In Ottawa and Nepean, tell movers about municipal loading restrictions, winter snow clearing needs and whether residential streets allow curbside loading. If street parking is limited, confirm whether a loading zone permit or reserved parking is available. These local logistics quickly affect crew time and the final price.

4. Specialty, heavy and awkward items

Non-standard items require special equipment or procedures. Identify every specialty and heavy item so quotes include the correct crew, dollies, straps, or rigging and avoid surprises on moving day.

What to report for each item

• Item type and make or model for appliances, pianos, hot tubs and treadmills.
• Approximate weight, lifting hazards and dimensions when available.
• Whether disassembly or reassembly is required, for example for shelving, bed frames or modular furniture.

Decision criteria for specialty handling

If an item needs a piano truck, appliance dolly, or a multi-person carry, the mover will plan for a larger crew and more time. For many small but awkward pieces, consider a small-item handling service to avoid underquoting. See the small items moving page for details: small items moving.

Let’s Start Moving lists its specialty capabilities including pianos, appliances, hot tubs and treadmills on their service pages, so include photos or model details when you request a quote.

5. Timing, dates and scheduling constraints

Exact dates, time windows and flexibility strongly influence availability and price. Provide your preferred moving date and at least one alternate so movers can offer realistic options and lower-cost slots.

Dates and alternate windows

Give your primary date and two alternates. If your building requires a specific elevator window, include start and end times so the mover can reserve the right crew and account for potential delays.

Peak-season and same-day moves

Peak season, weekends and last-minute requests often carry premiums. If you are flexible, state this explicitly and ask movers to propose weekday or off-peak dates for a lower price. If you need a guaranteed date, expect the mover to include availability in the final estimate.

6. Insurance, valuation and paperwork to request

Insurance and written documentation protect both you and the mover. Ask for the mover’s Certificate of Insurance and clear explanations of valuation and liability options. Canadian consumer advice stresses confirming insurance and replacement value options before hiring a mover: Moving advice.

Questions to ask

• Can you provide a current Certificate of Insurance?
• What valuation and replacement options do you offer, and what is the deductible?
• Will you issue a detailed, itemized estimate, bill of lading and inventory list?

What to request in writing

Get the estimate, bill of lading and inventory in writing and read them carefully before signing. Federal guidance on reading moving documents highlights the importance of checking the estimate and bill of lading to avoid surprises at delivery: FMCSA moving checklist.

Decision criteria

Buy mover-provided coverage when you transport high-value items that your homeowner or renter insurance may not fully cover. If you decline extra mover coverage, document the discussion and verify how your insurer would handle damage claims.

7. Photos, video walkthrough and final documentation checklist

Clear photos and a short video walkthrough let movers confirm dimensions, access and specialty items without an in-home visit. Follow this step-by-step media checklist to make video quotes accurate and comparable.

60–90 second video walkthrough shot list

1. Start with a wide sweep of each room so movers see layout and furniture placement.
2. Record close-ups of specialty items, appliances and any damage or fragile collections.
3. Shoot doorways, hallways, elevator interiors and staircases to show clearances.
4. Include a short clip of exterior parking, driveway and the route the truck would follow.

Camera and file tips

Keep the camera steady, use natural light and place a measuring tape or smartphone measurement in shot when possible. Date-stamp photos or say the time on camera. Name files with room labels so the mover can match media to the inventory.

When a video quote is enough

A high-quality walkthrough plus clear photos is often sufficient for an accurate quote. Request an in-home visit if you have many specialty items, tight access or an unusual property layout. Renters should also document property condition with photos and video to protect their deposit, as recommended by renter resources such as TheRentalMarket: Moving checklist for Ontario renters.

Frequently asked questions

What information do movers need for an accurate moving estimate?

Provide a room-by-room inventory, packing level, access details (elevator, stairs, parking), dates, a list of specialty items and any insurance preferences. Attach photos or a short video walkthrough to confirm measurements and access.

How do I shoot a video walkthrough for a moving quote?

Do a slow wide sweep of each room, record close-ups of specialty items, shoot doorways and elevators, and capture exterior parking. Hold a tape measure in frame for narrow clearances and label each file by room before you send it.

What insurance questions should I ask a mover in Canada?

Ask for the mover’s Certificate of Insurance, details on valuation and replacement options, the deductible and what documentation the mover requires to process a claim. Confirm these items before you sign a contract.

How do building rules and parking in Ottawa affect my moving estimate?

Condo move windows, elevator bookings and municipal parking restrictions add time and cost. Tell the mover about required permits, reserved loading zones or building fees so they can include the right labour and permit costs in the estimate.

Final notes and next step

Use this seven-point moving estimate checklist to gather consistent facts before you contact multiple movers. Clear inventory, precise access details and good photos or a video walkthrough are the fastest ways to get accurate, comparable quotes and to avoid surprises on moving day.

When you are ready, submit your inventory and video for an Ottawa-area estimate through Let's Start Moving.