The type of estimate you accept from a moving company has a bigger impact on your final bill than almost any other factor. Many moving horror stories — unexpected price increases, belongings held until more money is paid — come down to one thing: the customer didn't have a binding estimate.
Here's what the three types mean and which one you should always insist on.
The Three Types of Moving Estimates
1. Non-Binding Estimate
A non-binding estimate is a rough guess. The mover is not obligated to honor it. The final price is determined after your belongings are weighed (for weight-based moves) or measured (for volume-based moves) — often after everything is already on the truck.
Under federal law, a mover can charge up to 110% of the non-binding estimate at delivery. Beyond that, they must give you 30 days to pay — but you still owe it.
The risk: A low non-binding quote is a common tactic. The actual price at delivery is often significantly higher, and your belongings are leverage.
2. Binding Estimate
A binding estimate is a firm, fixed price. The mover must honor it regardless of the actual weight or volume — as long as you don't change your inventory. If you add items on moving day, the price can be adjusted for those additions only.
This is the standard you should require for any long distance move.
3. Binding Not-to-Exceed Estimate
This is the most favorable estimate type for customers. The price quoted is the maximum you'll pay. If the actual weight or volume comes in lower than estimated, you pay the lower amount. If it comes in higher, you still pay the quoted price.
Not all carriers offer this type, but it's worth asking for.
Comparison at a Glance
| Type | Can Price Go Up? | Can Price Go Down? | Best For |
|---|---|---|---|
| Non-binding | Yes — up to 110% (or more after 30 days) | Yes | Nobody |
| Binding | No (unless you add items) | No | Budget certainty |
| Binding not-to-exceed | No | Yes | Maximum protection |
What Must Be in a Binding Estimate
Federal law requires a binding estimate to be in writing and to include:
- The agreed price for all services
- The specific services included in the price
- Any conditions under which the price could change
- The pickup and delivery window
If the mover wants to give you a binding estimate verbally or over the phone without paperwork — that's not a binding estimate, regardless of what they say.
When Can a Binding Estimate Change?
A legitimate binding estimate can only change if:
- You add items to the shipment after the estimate is made
- You request additional services not in the original scope
- Access at pickup or delivery is significantly different from what was described (e.g., you said ground floor but it's actually a 4th-floor walkup)
None of these changes can happen silently. The mover must give you a revised written estimate that you sign before proceeding.
How to Get an Accurate Binding Estimate
A binding estimate is only as accurate as the inventory it's based on. To get a binding price that actually reflects your move:
- Submit a complete, honest inventory — not an approximation
- Include everything: furniture, appliances, boxes, garage items, outdoor furniture
- Note anything unusual — oversized items, specialty equipment, vehicles
- Be accurate about access — stairs, elevators, distance from truck to door
The more accurate your inventory, the more accurately the mover can price it — and the less likely there are surprises on either side.