Moving Services Buyer's Guide

Office moving estimates

Because it's impossible to say exactly how much work is required before a move takes place, an estimate is central to the whole process. Doing grunt work to get an accurate, comprehensive office moving estimate can eliminate surprises later.

Simply do not settle for estimates done over the phone or the Internet. There are too many variables that trained estimators take into account during a walkthrough that you might overlook. If a mover you contact says they can provide an estimate over the phone, move on to the next company.

When conducting the walkthrough of your current location, be prepared to show the estimator the freight elevators and loading docks, if applicable. Take them through your records rooms, spare inventory and supplies, and server closets. Better to give the office moving company too much information than not enough: the object is to avoid surprises on moving day.

If at all possible, take the estimator to the new space, as well. Simply describing your new location as "elevator accessible" is insufficient: they'll want to see the elevators for themselves.

Types of estimates
Estimates can come in several varieties. The most common and straightforward is the non-binding estimate. The only guarantee you have is the rate - per mover and per truck, per pound, or per cubic foot - so your final bill can vary enormously from the original estimate. This type of estimate provides the least security but should result in accurate pricing.

Important: by law, on the day of your move, the office moving company can only require you to pay 10% more than the original estimate before finishing the move, no matter how much extra they add to the total bill. That means you can complete the move and negotiate any additional charges later.

A binding estimate specifies exactly how much the move will cost, regardless of how much the actual weight or time differs from the estimate. This type of estimate is a double-edged sword: you may wind up paying more or less than the actual move would dictate. The trade off is not usually worth it: moving company estimators will deliberately raise their estimates to make sure they don't wind up on the losing end of the bargain.

The most beneficial type of estimate from your point of view is a binding not-to-exceed estimate. With a not-to-exceed estimate, the fees will be calculated based on the actual move - up to a ceiling specified in the estimate. Clearly, knowing the upper limit of what you'll have to pay will help you stick to your office moving budget - but not all movers will provide not-to-exceed estimates.

With any type of office moving estimate, changing circumstances can dramatically affect your costs. If you have a binding not-to-exceed agreement but add a basement full of old records to the move, you'll be invalidating the estimate. The same applies for circumstances beyond your control: elevators out of service or unavailable, for example.

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