A standard move estimate covers crew time, truck, and basic materials. But when you see a piano, tight stairs, or a gas stove that needs disconnecting, those are add-on triggers — things that cost extra and need to be in the estimate. Missing them means you eat the cost. This guide covers every trigger and how to price it.
What this covers
Every specialty item and access condition that should trigger an add-on in your estimate.
Who uses this
On-site estimators — you spot these in person. Sales agents — ask about these over the phone. If you don’t ask, you won’t know until move day.
Before you start
- You know the inventory basics: Room-by-Room Inventory Guide
- You know how to add line items: How to Create an Estimate
Specialty item triggers
Piano
| Type | Add-on | Notes |
|---|---|---|
| Upright | Piano board + 1 extra crew | 300-500 lbs, needs 3+ people |
| Baby grand | Piano board + 2 extra crew | 500-800 lbs, wrap + board |
| Grand | Piano board + 2-3 extra crew | 800+ lbs, may need rigging |
Never estimate a piano as “just furniture.” It’s always a separate line item with its own crew requirement.
Pool table
- Disassembly + reassembly: typically a separate service charge
- Slate means heavy — 3+ people needed
- Some moving companies sub this out to pool table specialists
Safe / gun cabinet
- Price by weight: under 300 lbs can be hand-trucked, over 300 lbs needs a stair climber or specialty dolly
- Always ask: “About how heavy is the safe?” Most customers don’t know — but ask anyway
- If they don’t know, assume 400+ lbs and price accordingly
Large artwork and mirrors
- Anything over 36” × 36” should be crated
- Crating is a separate line item with material cost
Appliances
| Appliance | Add-on |
|---|---|
| Gas stove / dryer | Appliance disconnect — required by law in most states |
| Refrigerator with ice maker | Water line disconnect + reconnect |
| Washer | Water hose disconnect |
| Wall-mounted oven | Specialty disconnect + 2-person lift |
Key rule: If it has a gas line or water line, you need a disconnect. This is usually a separate service (some companies have certified technicians; others subcontract).
Exercise equipment
- Treadmills: often need partial disassembly
- Ellipticals: usually need disassembly to fit through doors
- Weight sets: add time for wrapping + loading (plates are heavy)
Access triggers
Stairs
| Condition | Add-on |
|---|---|
| 1 flight (interior) | Usually included |
| 2+ flights | Stair surcharge per flight |
| Walk-up apartment (3+ floors) | Stair surcharge + extra crew |
| Spiral staircase | Extra time + may need hoisting |
Long carry
If the truck can’t park within 75 feet of the entrance:
- Short long carry (75-150 ft): flat surcharge
- Long long carry (150+ ft): higher surcharge + extra time
Ask about: parking availability, permit requirements, loading dock access.
Elevator
- Elevator required: add reservation time (could be 1-2 hour window)
- No elevator + above 2nd floor: stair surcharge applies
- Service elevator vs. passenger: service elevators are bigger (fits furniture easier)
Shuttle
If a full-size truck can’t access the location (narrow streets, low bridges, weight limits):
- You need a shuttle: small truck ferries items from the big truck to the door
- This adds crew time + a second truck fee
Packing triggers
When you see these, ask if they want packing services:
| Trigger | Service |
|---|---|
| Kitchen with open shelving | Full kitchen pack (2-4 hours) |
| China cabinet | Dish pack (specialty box + paper) |
| Art collection | Art pack (glassine + crate) |
| Wardrobe closets | Wardrobe boxes (rental) |
| Garage with loose items | Garage pack (3-5 hours) |
| Filing cabinets | File boxes (letter/legal) |
How to add these to the estimate
In MoveRight’s estimate builder:
- Add each add-on as a separate line item — don’t bury it in the crew time
- Name it clearly — “Piano board + extra crew (1 person)” not just “Extra crew”
- Include a short description — the customer should understand what they’re paying for
Example estimate line items:
| Item | Price |
|---|---|
| 3-person crew × 6 hours | $X |
| Truck fee | $X |
| Stair surcharge (2 flights) | $X |
| Piano board + 1 extra crew (upright) | $X |
| Appliance disconnect (gas stove) | $X |
| Wardrobe boxes × 5 | $X |
Common questions
What if I miss a specialty item? If you discover it on move day, document it immediately and discuss with the customer before proceeding. Add a change order. See: Handling Change Orders
Should I always charge for stairs? 1 flight is usually included in the base rate. 2+ flights or walk-ups should always be surcharged — it adds real time and labor cost.
How do I price appliance disconnect? Check your local regulations. In many areas, movers cannot disconnect gas lines — you need a licensed technician. Subcontract this and mark it up, or require the customer to have it disconnected before move day.
What happens next
- Pricing models: Pricing Strategies
- Change orders: Handling Change Orders and Extra Charges
- Full inventory reference: Room-by-Room Inventory Guide