Keep one current inventory
Put the accepted inventory beside the customer's later messages so the assistant can list additions, removals and the date of each request. If a customer sends a photo of a new item without weight or access details, draft a follow-up question before treating the revised list as agreed.
Check access at both addresses
Record access separately for collection and delivery. A confirmed lift at one building says nothing about the other. Keep parking, stairs, arrival windows and the person providing access in the job record. Where a detail changes, show which part of the plan needs review rather than silently reusing the original estimate.
Hand the agreed move to the crew
The crew brief should identify the accepted inventory, agreed services and exceptions still awaiting a decision. Separate a customer's request from an instruction your team has accepted. If packing or an extra stop was discussed but not approved, keep it visible as a question instead of adding it to the promised job.
Work you can get help with
Illustrative scenario using sample information.
Keep one current inventory
- What you provide
- Accepted inventory, dated changes and item references.
- The useful result
- An inventory comparison showing additions, removals and unresolved descriptions.
- When the task is complete
- The estimator and customer confirm the version used for the job.
Check access at both addresses
- What you provide
- Collection and delivery access notes, time windows and contact confirmations.
- The useful result
- A two-address access brief listing unanswered questions and any recorded owners.
- When the task is complete
- Dispatch confirms the access arrangements or leaves the affected booking pending.
Hand the agreed move to the crew
- What you provide
- Current scope, accepted services and dispatcher instructions.
- The useful result
- A dated crew brief that points to the agreed records.
- When the task is complete
- The responsible dispatcher checks the brief and records any change before release.
Questions you may have
Can a customer message replace the accepted estimate?
Keep the message as evidence of a request. Your own quoting process determines when a revised scope and price have been accepted.
Should every access issue become a price change?
No. Record the issue and let the estimator assess it under the applicable agreement. The comparison should not invent a charge.
Sources and further reading
- Why Moving Quotes Change: Inventory, Access, Timing and Distance Explained
Moving: the mover connects changes in furniture and box inventory, stairs, elevators, parking and building access to the scope of an estimate, and asks for these details before booking.
A mover's customer-facing explanation, including Boston-specific examples; it does not establish how often estimates change or define a universal pricing rule.
2026-11-04
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