How to Compare Office Moving Proposals (And Avoid Surprise Costs)
- By Ashley Montoya
- September 8, 2025
Choosing a commercial moving company isn’t just about finding the lowest number — it’s about understanding what’s actually included in the proposal.
Office moving bids can look similar at first glance, but the differences in scope, staffing, pricing structure, and protections can dramatically impact your move experience and final cost. In this blog, we’ll cover how to compare office moving proposals and avoid surprise costs.
Quick Summary : What to Look for in an Office Moving Proposal
When comparing office moving proposals, make sure you understand:
- Whether the proposal includes a detailed move schedule (labor, trucks, timing)
- If pricing is firm-fixed or just an hourly estimate
- How change orders and additional charges are handled
- Whether unused crates or materials are credited back
- Who will supervise the move on-site
- What insurance, COI coverage, and building protections are included
- If the mover has proven experience with similar commercial relocations
- Whether services like furniture installation, IT support, or e-cycling are included
These are the factors that separate a smooth office relocation from an expensive disruption.
Why Office Moving Proposals Are Hard to Compare
An office moving proposal is not the same as a residential moving estimate. Commercial office relocations often involve:
- Building rules and elevator reservations
- IT equipment and sensitive electronics
- Modular furniture systems and reconfiguration
- Phased moves to reduce downtime
- Tight deadlines for staff productivity
Many moving companies provide proposals that are too general — leaving out the operational details that matter most. That’s why comparing office moving bids requires more than looking at price.
7 Key Things to Compare in Any Office Moving Proposal
1. Detailed Move Schedule (Not Just a Date)
A professional commercial moving proposal should clearly outline:
- Move dates and phases
- Start/stop times each day
- Number of movers assigned
- Number of trucks scheduled
Office Movers Express proposals include detailed staffing and scheduling so clients know what to expect before moving day.
Red flag: “Staffing will be determined later.”
2. Firm-Fixed Pricing vs. Open-Ended Hourly Estimates
One of the biggest differences between moving proposals is pricing structure. Some movers provide low hourly rates — but those can expand quickly if:
- The move takes longer than expected
- Staffing was underestimated
- Extra equipment is added mid-move
OMX focuses on firm-fixed costs, not vague estimates. Additional time is billed only for true added labor hours — not bundled truck or driver fees.
Pro tip: If you see the phrase “time and materials,” ask for clearer cost controls.
3. Are You Charged for Unused Crates or Materials?
Some proposals include packing materials that you may not fully use.
At OMX, clients are not charged for unused crates.
Question to ask:
If we don’t use all materials quoted, do we still pay for them?
4. Who Will Actually Be Moving Your Office?
A commercial move requires trained professionals — not temporary labor.
Look for proposals that specify:
- Professionally trained and certified movers
- Uniformed crews
- An on-site move supervisor
OMX provides on-site supervision and uniformed personnel for accountability and execution.
Red flag: No dedicated supervisor listed.
5. References for Similar Commercial Office Moves
The best way to evaluate a moving proposal is to confirm experience with projects like yours:
- Law firms
- Corporate HQ relocations
- Government agencies
- Professional services offices
OMX provides references for similar move types.
Red flag: The mover mainly does residential work.
6. Insurance, COIs and Facility Protection
Commercial buildings often require specific insurance coverage before approving a move.
Your proposal should include:
- Certificate of Insurance (COI)
- Appropriate coverage limits
- Floor, wall, and corner protection
- Pre-move walkthrough and inspection
OMX includes pre-move inspections and facility protection planning.
Red flag: Insurance is mentioned vaguely or not at all.
7. Included Services Beyond Transportation
A true office relocation partner provides more than trucks.
Many OMX moves include:
- Modular furniture installation
- PC and IT coordination
- Library and records moving
- Document archiving and destruction
- E-cycling and donation services
- Temporary or long-term storage
These bundled services reduce vendor overlap and keep relocations organized.
Red flag: Proposal only covers loading and unloading.
Office Moving Proposal Comparison Checklist:
Office Moving Proposal Comparison Checklist
Before signing, confirm the proposal answers:
✅ Is the schedule detailed by day, labor, and trucks?
✅ Are costs firm-fixed or open-ended?
✅ Are unused materials credited back?
✅ Is a supervisor assigned on-site?
✅ Are references included for similar office moves?
✅ Does it address COIs and building protection?
✅ Are installation, IT, or specialty services included?
A proposal should reduce uncertainty — not create it.
The Bottom Line: The Best Office Moving Proposal is the Clearest One
The best commercial moving proposal is not always the cheapest — it’s the most complete, transparent, and operationally sound.
Office Movers Express has specialized exclusively in office and commercial relocations across Washington DC, Maryland, and Northern Virginia since 1981.
Our proposals are designed to be:
- Clear and detailed
- Fixed-price whenever possible
- Backed by operational planning
- Built to prevent surprise charges
If you want an office moving proposal you can compare line-by-line, we’re happy to help.
📞 301-210-0890
🌐 moveOMX.com
FAQs: Comparing Office Moving Proposals
What is the difference between an office moving estimate and a proposal?
An office moving estimate is often a rough cost range, while a commercial moving proposal should include detailed scope, staffing, schedule, insurance requirements, and pricing structure. A true proposal reduces uncertainty by clearly outlining what is included — and what could trigger additional charges.
Should an office moving proposal be fixed-price or hourly?
Many commercial relocations are best quoted with firm-fixed pricing whenever possible. Hourly estimates can lead to surprise overruns if staffing or timing is underestimated. A professional mover should explain exactly how additional labor time would be billed if conditions change.
What should be included in a commercial office moving proposal?
A strong office relocation proposal should include:
- Detailed move schedule (dates, crews, trucks)
- Scope of services (packing, furniture, IT coordination)
- Certificate of Insurance (COI)
- Facility protection plan
- Pricing structure and billing terms
- References for similar commercial moves
Why do some moving proposals look cheaper than others?
Low bids often exclude key services like supervision, building protection, modular furniture installation, or realistic labor hours. The cheapest proposal upfront may result in change orders, downtime, or additional fees once the move begins.
Do office movers charge for unused crates or packing materials?
Some movers do, which is why it’s important to ask. Office Movers Express does not charge clients for unused crates, helping ensure pricing stays fair and transparent.
Download the OMX Bid Comparison
What questions should I ask before choosing an office mover?
Good questions include:
- Who will supervise the move on-site?
- Is pricing fixed or open-ended?
- What services are included beyond transportation?
- Can you provide references for similar office relocations?
- How are building protections handled?
How can I compare office moving proposals fairly?
The best way is to compare proposals line-by-line, not just by total price. Look at staffing levels, schedule detail, insurance coverage, included services, and how additional charges are handled.
