FREE COMMERCIAL MOVING TEMPLATE
Commercial Moving Proposal Template
Create a clear commercial moving proposal covering inventory, crew and truck counts, building access, packing materials, insurance, schedule, pricing and payment terms. Customize it online, download the PDF or send it as a tracked proposal.
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Published by ReplyToQuote · Updated 2026-09-21
A commercial moving proposal has to answer one question before price: exactly how much is being moved, from where, to where, and during which hours. Most disputes on office moves come from access limitations and items nobody counted, not from the hourly rate.
This editable template organizes the move into an inventory-driven scope, a crew and equipment plan, building requirements at both origin and destination, and a pricing section that separates labor, trucks, materials and valuation coverage so the customer can see what changes if the move grows.
Editable commercial moving proposal template
Every field below is editable right here. Fill in what you know now — your edits are kept in this browser and carry into the full builder when you continue.
Company
The contact details your customer will see on the proposal.
Customer and project
Add the information that identifies this proposal.
Scope of work
Describe what is included, the expected result and any important deliverables.
Check my scope
Paste rough notes or a draft. You get missing details and short suggestions—nothing is changed unless you apply it.
Pricing
Add each service, material or fee as a separate line.
Schedule and validity
Set expectations without promising dates you cannot confirm.
Payment and working terms
Adapt these terms to your business and jurisdiction. No contractual commitments are added automatically.
Example proposal
A completed example showing how the scope, pricing, schedule and terms fit together. The companies, people, projects and prices below are fictional and are shown only to illustrate the format.
Northgate Commercial Movers
Renee Alcott · renee@example-northgatemovers.test
Proposal MOV-2481
2026-09-08
Commercial Moving Proposal — 84-Person Office Relocation
Prepared for Sam Whitfield, Facilities Manager · Relocation from Suite 400 to Riverside Tower, Floor 9
Scope of work
Relocation of 84 workstations, 12 private offices, 3 conference rooms and one break room from Suite 400 to Riverside Tower, Floor 9. Included: pre-move survey, color-coded labeling plan, disassembly and reassembly of 84 benching workstations and 12 office desks, transport of 96 monitors and docking stations in padded crates, elevator and floor protection at both buildings, placement per the approved Floor 9 plan, and removal of crates within three business days after the move. Move performed over one weekend with a 14-person crew and four 26-foot trucks.
Subtotal $20,934
Total $20,934
Deposit $4,265 · Balance $16,669
Schedule
Pre-move survey: Friday, October 9, 9:00 a.m. Crate delivery: Wednesday, October 14. Move: Saturday, October 17, 7:00 a.m. through Sunday, October 18, 6:00 p.m. Crate pickup: Wednesday, October 21.
Payment terms
25% deposit ($4,265) due at booking to hold the weekend crew. Balance net 15 after completion. Hours beyond the 96-hour estimate billed at $78 per mover hour. Written change order required before added scope.
- Schedule
- Pre-move survey: Friday, October 9, 9:00 a.m. Crate delivery: Wednesday, October 14. Move: Saturday, October 17, 7:00 a.m. through Sunday, October 18, 6:00 p.m. Crate pickup: Wednesday, October 21.
- Assumptions
- Freight elevators reserved at both buildings for the full weekend. Dock access at Riverside Tower available Saturday and Sunday. Employees pack desk contents into supplied crates by Friday, October 16. Floor 9 plan approved by October 12.
- Exclusions
- IT disconnect and reconnect, network and phone configuration, after-hours building charges billed by either landlord, permits, electrical work, storage, artwork crating, and moving of the server rack (handled by the customer's IT vendor).
- Payment terms and change orders
- 25% deposit ($4,265) due at booking to hold the weekend crew. Balance net 15 after completion. Hours beyond the 96-hour estimate billed at $78 per mover hour. Written change order required before added scope.
Download or customize
Downloading a blank or example PDF is free and does not use your free tracked proposal.
How to write this proposal
Gather this before you quote a commercial move
An accurate commercial moving proposal starts with a site survey, not a phone call. Walk both buildings, count what actually moves and confirm the access rules in writing.
- Item counts by type: workstations, offices, file storage, conference rooms, IT
- Elevator type, reservation rules and any after-hours building charges
- Dock access, distance to the entrance and parking restrictions
- Certificate of insurance requirements from both landlords
- Destination floor plan and who approves placement
Write the scope around the inventory
State the origin and destination with floor and suite, then list the inventory counts you priced. Follow with the services included: survey, labeling, disassembly and reassembly, protection, transport, placement and materials pickup. If a count changes, the proposal already shows which number moved.
Common exclusions on office moves
Excluding these in writing prevents the most common move-day arguments.
- IT disconnect and reconnect, cabling and network configuration
- After-hours or holiday building fees charged by a landlord
- Permits, street closures and parking reservations
- Storage beyond the dates quoted
- Hazardous materials, cash, and items the customer declares irreplaceable
How commercial movers usually organize pricing
Most commercial moves are priced either hourly by crew size or as a not-to-exceed amount based on a surveyed inventory. Either way, separate mover hours, truck and driver charges, materials, disassembly and reassembly labor, and valuation coverage. Publish the overtime rate that applies once the estimated window is exceeded.
Describe the schedule in access windows, not days
A move date is not a schedule. Give crate delivery, crew arrival, the elevator reservation windows at both buildings, the expected completion time and the crate pickup date. Buildings, not movers, usually set the hard limits.
What confuses customers on moving proposals
Three things: whether desk contents are packed by employees or the crew, whether valuation coverage is insurance, and what happens if the move runs long. Address each one directly in the proposal rather than the cover email.
Check before you send
Confirm the inventory counts match the survey, the overtime rate appears in pricing, both building access windows are stated, valuation coverage is selected, and the proposal has an expiration date. Adapt contractual language to your business and jurisdiction — this template is a starting point, not legal advice.
This template is a starting point, not legal advice, and it does not guarantee that any term is enforceable. Adapt contractual language to your business and your jurisdiction, and have a professional review agreements you rely on.
Before you send your proposal
- Origin and destination addresses include floor and suite
- Inventory counts match the site survey
- Crew size, truck count and estimated hours are stated
- Building access windows are listed for both buildings
- Overtime rate beyond the estimate is published
- Valuation coverage option is selected and explained
- Exclusions cover IT, permits and after-hours building fees
- Deposit, payment terms and proposal expiration are included
A professional proposal is only the beginning
Send your completed proposal as a secure ReplyToQuote link to know when it is opened and give your customer one clear place to accept, decline, ask a question or request a revision.
Recipients never create an account and never pay anything to review or respond to a proposal.
Track This Proposal FreeFrequently asked questions
What should a commercial moving proposal include?
Origin and destination with floor and suite, a surveyed inventory, crew and truck plan, building access windows, packing materials, disassembly and reassembly labor, valuation coverage, exclusions, schedule, pricing with the overtime rate, payment terms and an expiration date.
Should a commercial move be quoted hourly or as a flat amount?
Both are common. Hourly pricing fits moves where the inventory is uncertain; a not-to-exceed or flat amount fits moves with a completed survey. Whichever you choose, publish the hourly overtime rate that applies once the estimated window is exceeded.
How should valuation coverage be described?
Describe the specific coverage option the customer selected and what it pays. Valuation is a level of carrier liability, not a substitute for the customer's own insurance, and the proposal should say so plainly rather than promising that everything is 'fully insured'.
Who packs the desks?
State it explicitly. Most commercial moves assume employees pack their own desk contents into supplied crates by a stated deadline, with the crew handling furniture, equipment and common areas. If the crew packs desks, it belongs in scope and in pricing.
How long should a moving proposal stay valid?
Long enough to cover the customer's approval cycle, commonly 14 to 30 days. Crew availability for a specific weekend usually expires sooner than the pricing, so note the date the reserved crew is released.
Can I download this moving template as a PDF?
Yes. Download the blank template or the completed example as a PDF, or customize it online first. Downloading a PDF is free and does not use your free tracked proposal.