Binding vs. Non-Binding Moving Estimates

Only two kinds of estimate exist

Federal rules define exactly two estimate types for interstate household moves: binding and non-binding. You will sometimes see "not-to-exceed" or "binding not-to-exceed" estimates advertised. That is a pricing promise some movers make on top of the rules, not a third category in the regulation, so read what it actually commits the mover to.

Either way, the estimate must be in writing, signed by you and the mover, and you get a dated copy. It can be changed by mutual agreement before loading, but not after your belongings are on the truck.

Binding estimates

A binding estimate guarantees the total cost of the move for the goods and services it describes. The mover is allowed to charge you for preparing one. At delivery it collects the amount on the estimate — not more, whatever the shipment ends up weighing.

There are three ways the final bill can legitimately move:

• You ask for more. If you add items or services, the mover writes a new binding estimate that you sign, then collects 100% of the original estimate plus the added services.
• The mover finds something needed that wasn't foreseen (for example, a shuttle truck because the big rig can't reach your street). It must tell you and give you at least one hour to decide. Those charges are billed after delivery — not demanded at the truck.
• Impracticable operations. Charges for these that are collected at delivery are capped at 15% of all other charges due at delivery.

If the mover discovers before loading that you have more goods than the estimate covers, it has to choose: reaffirm the estimate, write a new signed binding estimate, or agree with you in writing to treat the move as non-binding. It can't quietly raise the price after loading.

Non-binding estimates

A non-binding estimate is the mover's best guess. It must be in writing and free. Your final charges are based on the actual weight of your shipment and the services performed, at the rates in the mover's tariff — so the final bill can be higher than the estimate, and the mover has to tell you that.

The protection is at delivery. The face of the estimate must state that you won't be required to pay more than 110% of it at the time of delivery. Pay that amount (plus any services you asked for after signing the bill of lading, and impracticable-operations charges up to the 15% cap) and the mover must release your shipment. The rest goes on a bill afterwards; federal law makes it due within 30 days after the mover presents its freight bill.

If an estimate is given by volume (cubic feet) and converted to weight, the mover must explain the conversion formula in writing, and the 110% rule still applies.

The survey comes first

A written estimate has to be based on a physical survey of your belongings. Under the federal definition that survey can be on-site or virtual — a live or pre-recorded video that lets the mover clearly identify what you're moving.

You can waive the survey, but only in writing, signed before the shipment is loaded, and the waiver stays with the bill of lading. An estimate given from a phone call or an item list, with no survey and no written waiver, is a warning sign.

Charges for things like elevators, stairs and long carries should be settled before the bill of lading is signed. If the mover doesn't do that, it must deliver your goods and bill you for those services after 30 days.

Which should you choose?

A binding estimate gives certainty if the inventory is complete: you know the number before moving day. A non-binding estimate can come in lower if your shipment weighs less than expected, but you carry the risk if it weighs more — up to 110% at delivery, with the balance billed later.

Whichever you pick, compare estimates on the same inventory, check that the company name and USDOT number on the estimate match the federal record, and keep a copy. Movers must keep their copy for at least a year; you should keep yours until any claim is settled.

Common questions