Video quote moving guide: What affects your estimate and what to film

How video quotes work and what they can calculate

A video quote moving guide explains how recorded or live video lets a mover see the volume of items, access constraints and packing needs without an on‑site visit. A well-made video enables an estimator to measure visible box counts, oversized furniture, appliances and specialty items, then combine that inventory with the travel distance to produce a volume-and-distance estimate. Let's Start Moving offers a convenient video quote option for fast, accurate estimates based on those core inputs.

How Let's Start Moving turns a video into an estimate: volume and distance explained

Let's Start Moving uses two primary inputs to convert a video tour into a written estimate: the volume of items to move, and the distance between pickup and delivery. Volume determines crew size, number of vehicles and packing time. Distance determines fuel, travel time and any provincial transit considerations. The estimator watches the video to confirm item dimensions and counts, checks access and parking conditions, then calculates labour hours and vehicle needs. Because the company prices moves primarily on volume and distance, a clear video that shows both the items and access routes produces the most reliable estimate.

Visual cost drivers you must show on video

Cameras cannot see everything, so show the details that most commonly change a quote. Below are the visual signals that typically increase labour, equipment or risk charges. Film each of these clearly so your estimator does not miss them.

Specialty items and size

Pianos, hot tubs, treadmills, large wardrobes, oversized couches and professional appliances often require extra crew, special rigging, or detached transport equipment. These items raise cost because they increase packing time, require pads, straps, or a dolly, and sometimes need disassembly or professional riggers. When filming, walk all the way around each specialty item, open lids or panels that affect handling, and show any model plates or dimensions if available.

Access constraints: stairs, elevators and narrow halls

Multiple flights of stairs, tight turns, narrow stairwells, low ceilings or no elevator substantially increase moving time and physical risk. These constraints commonly convert a two-person job into a three-person job, or require stair rates. Record approach routes from curb to door, show each flight of stairs clearly, film elevator interior dimensions, and measure or demonstrate narrow doorways if possible.

Parking, building rules and permits

Loading restrictions, limited curb space, condo move windows, or municipal loading zones often add setup time or require paid permits. Record the building entrance, loading zone, typical daytime curb conditions and any signage about move rules. If your building requires a booking or elevator pad, show that documentation in the video so the estimator knows to include additional coordination time or fees.

Packing state and service needs

Show whether items are already boxed or need professional packing and disassembly. Loose contents that require full packing, fragile collections needing special crates, or complex disassembly (beds, large entertainment units, sectional sofas) should be filmed close up. If you want the mover to supply packing materials and labour, state that while filming so the estimator can include those costs in the quote.

Filming checklist and a short sample script

A consistent, room-by-room recording helps estimators accurately measure volume and spot complications faster. Aim for a short, steady walkthrough that follows the order below. If you prefer a live walkthrough, a secure video-enabled session with an estimator is an option.

Technical tips: file type, length and lighting

Keep the total recorded time between 3 and 8 minutes for a typical one- to three-bedroom home; longer tours are fine for larger inventories.
Use a recent smartphone or tablet and record in MP4 or MOV format when possible; avoid sending dozens of separate clips without labels.
Film in daylight or with lights on; hold the camera steady and walk slowly so details are visible.
If you choose a live walkthrough, use a secure platform such as Google Meet which includes business-grade conferencing features and security controls (see business video conferencing resources from Google Workspace for guidance).

Room-by-room filming sequence

Exterior and access: show curb, driveway, street parking, and nearest loading area.
Main entrance: front door, steps, entryway width and immediate corridors.
Each room in order: name the room, pan slowly to show furniture and packed boxes, and note bulky or fragile items.
Close-ups: specialty items (pianos, hot tubs, large appliances), model tags, and any built-in fixtures that must be removed.
Pathways: film the carrying route from each room to the exit, including staircases and elevators.
Delivery access: show the destination building entrance, loading area and any elevator dimensions if known.

Two-line sample script to read while you film

“This is the living room: two-seater sofa, three-seat sectional, one TV stand, and four medium boxes by the window.”
“Front door to truck route: 10 steps down to sidewalk, no elevator, narrow hallway 78 centimetres wide.”

What a video quote usually includes and common exclusions to confirm

Most video-based estimates include labour for loading and unloading, basic protective wrapping and transportation between addresses. Because Let's Start Moving emphasises transparent pricing, the written quote should state what is included and what is billed as an add-on. Common exclusions or optional add-ons you should verify are:

Specialty packing materials or crating for antiques and pianos.
Disassembly and reassembly of furniture beyond simple bed frames.
Paid parking, municipal loading permits, or condo move fees.
Storage, long-term warehousing, or multiple stop deliveries unless quoted.
Extra labour for unusually heavy items or unexpected on-site complications.

Video quote versus phone estimate versus in‑home visit

Each quoting method balances speed and accuracy. Phone estimates are fastest but least accurate because they rely on descriptions alone. Video quotes add visual confirmation and usually deliver a reliable estimate for many local moves. In‑home visits are the most precise and are recommended when access, inventory size or specialty items are uncertain.

When a video quote is sufficient

Recorded or live video is usually accurate enough for small to medium local moves with clear access, standard furniture and a majority of boxed items. If you have fewer specialty pieces, no difficult stair carries, and a straightforward driveway or curb for loading, a video quote typically yields a dependable written estimate.

When to request an in‑home estimate

Request an in‑home visit if you have multiple heavy specialty items (for example, a piano plus a hot tub), complex access in either building, ambiguous inventory numbers, or condo move rules that may require in-person coordination. Complex commercial moves and long-distance moves with bonded logistics also benefit from a site visit to avoid surprises.

Privacy, security and live walkthrough options

If you prefer a live walkthrough instead of sending a recorded file, use an agreed secure platform and schedule a time with the estimator. Business-grade platforms such as Google Meet provide conferencing controls and encryption options that help protect your session; see documentation on secure video conferencing for business for details. Avoid posting interior footage on public social media accounts, and transmit recorded files through the mover's secure upload method or a protected link rather than open email when possible.

Next steps for Ottawa customers and how to submit your video

If you are located in Ottawa or the surrounding area and want a fast volume-and-distance based estimate, follow this quick submission checklist:

Record a steady room-by-room video following the sequence above and read the short script lines aloud when needed.
Label the file with your name, suburb and move date, and keep the total run time concise.
Upload the recording using the secure submission option linked on Let's Start Moving's video quote page or request a live walkthrough at a scheduled time.
Confirm any add-ons you require, such as professional packing, piano rigging, or permit handling, so the estimator can include them in the written quote.

Let's Start Moving serves Ottawa and surrounding areas from its Nepean location and uses video quotes to speed up accurate, transparent estimates while protecting customers from surprise fees. If your move is straightforward and you can show clear access and item volume, a video quote often prevents the need for an in‑home visit.

Frequently asked questions

How long does it take to get a video quote after I submit my video?

Response times vary with demand, but most businesses offering video quotes aim to reply within 24 to 72 hours with a written estimate. If you need a faster turnaround, request a live walkthrough and ask about express quoting when you submit the video.

Is a video quote binding or can the price change on moving day?

A video quote is an estimate based on the visible inventory and access shown. Unexpected items discovered on moving day, or undisclosed access problems, can change the final price. Confirm which charges are fixed in writing and ask the estimator to list likely add-ons before booking.

Can I do a live walkthrough instead of a recorded video and is that secure?

Yes. A live walkthrough lets you answer estimator questions in real time and resolve ambiguities. Use an agreed business-grade meeting tool and the mover's secure scheduling link; platforms like Google Meet provide conferencing controls appropriate for business use and can be used for live walkthroughs when both parties agree.

What should I do if I have multiple specialty items like a piano and a hot tub?

Film each specialty item in detail and include any measurements or model information. Flag these items at the start of your video and request an in‑home visit if you are uncertain about access or rigging needs. Complex items often require extra manpower, special equipment and coordination, so clarity helps estimators include the correct services.

How accurate are video quotes for moves with tight building access or multiple flights of stairs?

Video quotes can be accurate for access issues if you film the full route, staircases, elevator interiors and door widths clearly. However, if there are ambiguous tight spots, sharp turns, or unpredictable elevator availability, an in‑home visit may still be recommended to avoid last-minute labour changes.

Let's Start Moving is ready to accept your recorded submission or schedule a live walkthrough—use the video quote page to begin and get a clear, transparent estimate for your Ottawa move.