If your quotes are slow, inconsistent, or regularly wrong, the problem is usually not pricing logic first. It is missing job information.
This free template gives UK removals companies a practical checklist for collecting the details that matter before a quote is sent.
Quick answer
Before you quote any removals job, make sure you have six things:
- The real move scope.
- A usable inventory.
- Loading and unloading access details.
- Service extras and exclusions.
- Timing constraints and risk factors.
- The commercial assumptions behind the quote.
If any of those are incomplete, you are not really quoting. You are estimating with gaps.
If you want to tighten the workflow around this checklist, see removals quoting software and AI room scanning software for removals.
The free UK removals quote checklist template
Use this as a copy-and-paste checklist for office staff, surveyors, or remote survey workflows.
| Checklist area | What to capture | Why it matters |
|---|---|---|
| Customer and move basics | Full names, contact details, move date, preferred move window, origin and destination addresses | Stops avoidable admin delays and makes capacity planning possible |
| Property profile | Property type, bedrooms, floors, lift access, outbuildings, garden items, loft or attic contents | Property labels alone are not enough to estimate labour or volume |
| Inventory scope | Major furniture, white goods, box estimate, fragile items, oversized items, items not going | This is the core input for van size, labour, and quote accuracy |
| Access and logistics | Parking, permits, loading distance, stairs, carry distance, key times, traffic restrictions, ULEZ or congestion exposure | Access errors are one of the fastest ways to lose margin |
| Services required | Packing, export wrapping, dismantling, reassembly, unpacking, storage, crate hire, waste removal | Extras change both labour time and pricing structure |
| Special-risk items | Pianos, safes, antiques, artwork, gym equipment, IT equipment, awkward access items | Special items often require separate labour, equipment, or exclusions |
| Timing and constraints | Exchange dependency, key wait risk, building booking slots, weekend needs, same-day completion pressure | Timing assumptions often decide whether the job is profitable |
| Commercial details | Deposit terms, VAT treatment, cancellation terms, quote validity, exclusions, assumptions | Protects the team if the job changes after quoting |
Copy-and-use quote checklist
You can paste this into a survey form, CRM, spreadsheet, or job intake template.
1. Customer and move details
- Customer full name
- Best phone number and email
- Collection address
- Delivery address
- Requested move date
- Flexibility on date or time
- Domestic, commercial, or mixed move
2. Property and access details
- Property type at origin and destination
- Number of floors
- Lift availability
- Stairs or narrow access
- Parking availability
- Long carry risk
- Permit or timed loading restrictions
- Outbuildings, lofts, garages, sheds, or storage units included
3. Inventory and volume details
- Key furniture items room by room
- Estimated number of boxes
- White goods and large appliances
- Garden, garage, loft, and shed items
- Items staying behind
- Items still to be packed
- Customer-supplied photos or video if remote survey
4. Service requirements
- Packing needed or not
- Fragile packing needed or not
- Dismantling and reassembly
- Mattress covers, wardrobe cartons, or crate hire
- Storage required before or after the move
- Disposal or clearance work
5. Risk and exception checks
- Piano, safe, or heavy awkward item
- Antique, high-value, or fragile item
- Delayed key release risk
- Access likely to slow the crew
- Customer uncertainty on inventory
- Change expected between survey and move day
6. Quote controls before sending
- Inventory reviewed
- Access assumptions written down
- Labour and van size checked
- Extras included clearly
- Exclusions listed clearly
- VAT shown correctly
- Deposit and payment terms stated
- Quote expiry date included
What a good quote checklist actually fixes
Most quote checklists fail because they are too vague. They ask for “property size” and “move details” but do not force the surveyor or office team to capture the operational detail that drives cost.
A good checklist improves four things:
1. Faster quoting
If the right details are captured once, the office does not need to chase the customer again before pricing.
2. Better triage
You can spot weak enquiries, incomplete surveys, and high-risk jobs earlier instead of wasting time on quotes that should never have been prioritised.
3. Fewer missed costs
Packing, waiting time risk, access issues, and special items stop being “surprises” added mentally at the last minute.
4. Cleaner handoff into operations
When the quote is accepted, the same record can flow into job setup instead of being rebuilt from notes, emails, and memory.
That is exactly where structured workflows matter. If your team is still rebuilding jobs after the quote stage, look at removals software for UK teams or book a demo to see how Move Agent handles that handoff.
Common mistakes that lead to underquoting
These are the gaps a checklist should force out into the open:
- Relying on bedroom count alone: a two-bed flat can be light or completely overloaded.
- Missing access friction: stairs, carries, parking restrictions, and key timing can change labour costs quickly.
- Treating extras as admin details: packing, dismantling, and storage are pricing inputs, not afterthoughts.
- Not documenting exclusions: if the quote does not state what is excluded, disputes are much more likely later.
- Allowing remote surveys to stay vague: remote surveys work well, but only when prompts are structured enough to replace the questions a surveyor would ask in person.
When to use this checklist
This template is useful for:
- phone-based pre-qualification
- remote video surveys
- in-person surveys
- office-led quote reviews
- quote QA before sending
It is especially useful if different people in the business collect survey information. A shared checklist keeps quote quality more consistent across office staff, surveyors, and managers.
Remote survey version: what to ask more clearly
If you are running remote surveys, add stronger prompts in these areas:
- Ask the customer to open cupboards, lofts, garages, and sheds on camera.
- Ask what is not visible in the video but is still moving.
- Confirm whether furniture will be dismantled before your crew arrives.
- Confirm parking and walking distance at both addresses.
- Confirm any building management rules or timed slots.
Remote surveys are not less accurate by default. Unstructured remote surveys are.
A simple quote review rule for managers
Before a quote goes out, ask:
- Do we understand what is moving?
- Do we understand how hard it is to move it?
- Have we written down what this price assumes?
If any answer is no, the quote is not ready.
FAQ
What should a removals quote checklist include?
A useful removals quote checklist should cover customer details, move dates, addresses, access, inventory, service requirements, special items, and the assumptions behind the price.
Why do removals companies underquote jobs?
Most underquotes come from missing details, not bad margin targets. Inventory gaps, weak access notes, and late changes are the usual causes.
Should I use the same checklist for remote and in-person surveys?
Yes. The checklist should stay broadly the same. The main difference is that remote workflows need clearer prompts and stronger confirmation steps.
Can a quote checklist help a removals company win more work?
Yes. Better information speeds up quoting, improves triage, and reduces back-and-forth with the customer, which usually means faster response times.
How does Move Agent help with quote checklists?
Move Agent helps removals teams capture enquiry and survey information in one structured workflow, reducing the admin gap between lead capture, survey, quote, and job setup.