A pre-move survey records what the customer intends to move, the access and services the job may require, and what still needs confirmation. Its output is a documented scope for the estimator and move coordinator—not a final price or a guarantee that every item has been inspected.
Download the pre-move survey and inventory workbook to capture a room-by-room inventory, origin and destination access, requested services, special items and unresolved questions. The template distinguishes what the surveyor observed from what the customer reported.
What Is A Pre-Move Survey?
A pre-move survey is a structured review of household goods and the conditions affecting their collection, transport and delivery. It can be conducted in person, by video or from customer-supplied information. The method should be recorded because it affects what the surveyor could verify.
The survey gives the next team a reliable starting point:
- Which rooms and storage areas were reviewed.
- Which items are included, excluded or still undecided.
- Whether an item needs packing, disassembly or special handling.
- What is known about building access, parking and carrying distance.
- Which services the customer requested at origin and destination.
- Which details need follow-up before estimating or planning.
A moving inventory is the item-level part of that survey. It should remain linked to a survey reference and version so later changes can be identified.
Download The Pre-Move Survey Workbook
| Tab | What it records |
|---|---|
| Read Me | Completion instructions and limits of the volume estimate |
| Survey Header | Survey method, date, reference, scope and areas not inspected |
| Room Inventory | Items, quantities, inclusion decisions, assessed volume and handling notes |
| Access & Services | Origin and destination constraints and requested services |
| Open Questions | Unknowns, changed details, owners and resolutions |
| Estimator Handoff | Survey version, provisional inventory and the decision to accept or return the intake |
The inventory calculates a provisional included CBM only for rows marked “Yes” where quantity and assessed unit CBM have both been entered. It also counts included items with missing volume and items still marked “To confirm.” The displayed total is not an automatic packed-volume or chargeable-volume determination.
Download the pre-move survey and inventory template
Record The Survey Method And Scope
Start with a unique survey reference, version, surveyor, date and method. Record the intended origin and destination, expected move window and services the customer is considering.
List every area included in the review: rooms, garage, attic, balcony, storage unit or other relevant space. If an area was locked, unavailable or outside the video call, mark it not inspected. Do not describe an uninspected area as empty.
Keep a distinction between:
- Observed: The surveyor saw or measured the detail.
- Customer reported: The customer supplied the detail, but it was not verified.
- Not assessed: The detail remains unknown or outside the survey scope.
If photographs are useful, confirm permission and store them under your organization’s access rules. The workbook records a photo reference; it does not require personal identity documents or photographs to be embedded in the spreadsheet.
Build A Room-By-Room Moving Inventory
Use one row for each item group or distinct special item. Keep the description specific enough that the packing and estimating teams can understand what was counted.
| Inventory field | What to capture |
|---|---|
| Room or area | Where the item was surveyed |
| Item and quantity | Description and number of pieces |
| Inclusion decision | Yes, no or to confirm |
| Dimensions and assessed unit volume | Measurements or a documented estimate, when available |
| Packing or crating | Work requested or requiring review |
| Disassembly | Whether dismantling appears necessary and who will confirm it |
| Special handling | Fragile, heavy, high-value or unusual handling needs |
| Source and confidence | Observed or customer reported; measured, estimated or unknown |
| Photo reference and notes | Supporting context without embedding sensitive files |
Illustrative row: “Living room sofa — quantity 1 — include: yes — dimensions and assessed volume: to confirm — source: observed — handling note: check doorway clearance.” This row belongs in the inventory, but it should not contribute a made-up volume to the total.
Record items the customer will not move as excluded rather than deleting them when the decision may change. Use a new survey version or a documented change when scope changes after the initial visit.
Check Origin And Destination Access Separately
The collection property and delivery property may have very different requirements. Record what is known about each location:
- Vehicle parking and loading position.
- Floor level, stairs and lift availability.
- Lift, doorway or corridor restrictions.
- Carry distance between the vehicle and property.
- Building booking rules or permitted working hours.
- Access contacts and any details still awaiting confirmation.
Do not infer destination access from origin observations. If the destination has not been inspected, identify the source of the information and assign a follow-up.
Capture Services And Special Items
Ask which services the customer expects, rather than assuming they are included. Record packing, unpacking, furniture disassembly and reassembly, crating, storage, collection and delivery requirements separately.
Flag items that need specialist review, such as fragile pieces, oversized furniture or goods with uncertain handling or transport eligibility. A survey note identifies the question; the responsible team must confirm the service method, eligibility and any resulting scope change.
Treat Volume As A Provisional Survey Estimate
Measured item dimensions, assessed item volume, packed volume and transport chargeable volume are different concepts. Furniture shape, disassembly, packing materials and final inventory changes can alter the space required.
If your team enters an assessed unit CBM in the workbook, record whether it was measured or estimated. Review rows with missing volume and areas not inspected before using the provisional total. Do not turn the number into a fixed FCL, LCL or price recommendation without a separate service assessment.
Hand The Survey To The Estimator
A usable handoff identifies the survey version, included inventory, provisional volume if available, requested services, access constraints and every open question with an owner. The estimator should either accept that intake for further work or return it for clarification.
For example, if a storage room was not surveyed and the destination lift remains unconfirmed, those details should remain visible in the handoff. The team can then decide what must be checked before producing an estimate.
For the later pricing and revision process, see how to quote moving jobs faster and more accurately. To assess a specific platform workflow, see VelocityOS for relocation companies.
Frequently Asked Questions
It should identify the areas inspected, item inventory, inclusion decisions, access conditions, requested services, special handling and details that still need confirmation. Record how the survey was conducted and who supplied each important detail.
Yes, a customer-supplied inventory can begin the intake. Label its source and review gaps or uncertain items before relying on it for estimating or operational planning.
No. The workbook’s total adds assessed volumes for included items with complete inputs. Packing, changes to the inventory and the chosen service can affect the final volume or chargeable basis.
Record what changed, update the survey or inventory version and show the change to the estimator and move coordinator. Recheck any affected service or estimate rather than silently editing the earlier scope.