Binding vs Non-Binding Estimates

The 30-second version

Binding estimate — your price is locked. The mover can't charge more than the binding amount, even if your shipment weighs more or takes longer than they estimated.

Non-binding estimate — your price is an educated guess. The final bill is based on actual weight and services. Federal law caps what the mover can collect at delivery (the “110% rule”), but the rest can come due later.

Binding not-to-exceed — the best version. The mover commits to a maximum; if your shipment weighs less than estimated, you pay less. This is the one to ask for.

How a binding estimate works

A binding estimate is a written agreement that the mover will perform the move for a specific dollar amount, regardless of actual weight or hours. To make it stick, three things have to be true:

• The estimate is in writing, signed by both you and the mover, and given to you before the move
• The estimate is clearly labeled “BINDING ESTIMATE” — that exact phrase
• The inventory the estimate is based on matches what you actually ship (no last-minute additions)

If you add items the day of the move, the binding estimate becomes void unless you sign an addendum. Movers know this and use last-minute additions to break binding agreements. Don't sign anything on moving day without reading it carefully.

How a non-binding estimate works

A non-binding estimate is the mover's guess at what your move will cost based on a visual or virtual survey of your goods. The actual price is calculated after the truck weighs out, using the carrier's published rates (called a tariff).

Federal law (49 CFR 375.405) protects you from runaway non-binding estimates with the 110% rule:

At delivery, the mover can require you to pay no more than 110% of the non-binding estimate in order to receive your goods. Any amount above 110% must be billed afterward, with at least 30 days to pay.

This means a $4,000 non-binding estimate becomes a maximum of $4,400 due at delivery. The mover can still bill you for charges beyond that — you'll just have time to dispute them, get the weight tickets, and pay on a 30-day clock instead of with a truck full of your stuff in the driveway.

Binding not-to-exceed: the best of both

A “binding not-to-exceed” estimate (sometimes called a “guaranteed not-to-exceed”) caps your price at the estimated amount but lets it go down if your actual weight is lower. You can never pay more than the estimate, but you might pay less.

Reputable interstate movers offer this option. If a mover refuses to give you a binding not-to-exceed quote, ask why. The honest reason is usually that they don't trust their own weight estimate — a yellow flag worth investigating.

What to check on the bill of lading

The bill of lading (BOL) is your contract. The mover gives you a copy at pickup. Look for:

• Type of estimate — binding, non-binding, or binding not-to-exceed (clearly labeled)
• Total estimated charges — matches your written estimate
• USDOT number and MC number — the mover's federal registration; verify on the FMCSA SAFER database
• Pickup and delivery dates — or the agreed-upon spread
• Inventory list — what they're picking up; verify each line
• Valuation election — Released Value (default, 60¢/lb) or Full Value Protection (recommended for interstate)

Sign the BOL only after you've checked all of this. If anything is blank or wrong, fix it before they load.

Red flags that turn estimates into surprise bills

• Estimate without a survey — A legitimate binding quote requires the mover to see your goods (in person or by video). Phone-only estimates are almost always non-binding and almost always too low.
• Estimate that's much lower than competitors — Lowball quotes get the booking. The real bill arrives at the truck.
• Large cash deposit required — Reputable movers don't take large deposits. If they do, your bargaining power evaporates.
• Vague pricing language — “Approximately,” “starting at,” or “subject to” without exact terms means they can move the goalposts.
• No written estimate at all — Federal law requires interstate movers to provide a written estimate. No estimate = no protection.

What to do if your final bill exceeds the estimate

If you have a binding estimate and the mover demands more, refuse and call FMCSA at 1-888-DOT-SAFT (1-888-368-7238). Document everything in writing.

If you have a non-binding estimate and the bill exceeds 110%, you only owe 110% to receive your goods. Pay that, get your shipment, and dispute the remainder in writing within 30 days using the mover's claims process. If they refuse to release your goods, that's a hostage load — see the guide.

The takeaway: ask for a binding not-to-exceed estimate from at least three USDOT-registered movers, verify each on the FMCSA SAFER database before signing anything, and never sign a binding estimate without an inventory match. Most surprise bills come from people who didn't insist on these three things.

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