One moving estimate says $2,500. Another says $3,100. A third says $2,800. Which one do you trust? The answer depends on what type of estimate each one is – and most people don’t check. Here is what every line on a moving estimate actually means, what the FMCSA requires movers to put in writing, and the specific phrases that should make you pause before signing.
The Three Types of Moving Estimates
Before reading a single line item, identify which type of estimate you are looking at. This determines how the final bill works.
| Type | Price locked in? | What affects the final bill | Best for |
|---|---|---|---|
| Binding | Yes – price is fixed | Nothing, unless you add items or services after signing | Long-distance moves, anyone who needs cost certainty |
| Non-binding | No – price can change | Actual weight of your shipment at delivery | Local moves, flexible inventories |
| Binding not-to-exceed | Capped – can only go down | If actual weight is less, you pay less. Never more than quoted. | Best consumer protection – ask for this first |
The FMCSA requires every estimate type to be in writing and signed by both parties. If a mover only gives you a verbal quote, that is a red flag – verbal quotes have no legal protection.
Binding Estimates: What the Rules Are
A binding estimate guarantees the total cost of your move based upon the quantities and services shown on your mover’s estimate. Under FMCSA regulations, your mover cannot collect more than the amount of the original binding estimate at delivery – with two exceptions:
- Additional services you request – if you ask for extra packing on moving day, that can be charged separately
- Impracticable operations – unexpected complications like stairs that weren’t disclosed or narrow streets can be charged at delivery, but cannot exceed 15% of all other charges due at delivery
If you add items or change the scope before loading, your mover must either issue a revised written binding estimate or convert it to a non-binding estimate in writing. They cannot simply add charges verbally.
Non-Binding Estimates: The 110% Rule
With a non-binding estimate, the final cost is based on the actual weight of your shipment after it is loaded. The FMCSA has a specific rule protecting you: you cannot be charged more than 110% of the original non-binding estimate at the time of delivery. Any additional amount beyond 110% must be billed within 30 days – you do not have to pay it at the door.
This means if you received a non-binding estimate for $2,500, the most you can be required to pay at delivery is $2,750. If the actual charges come to $3,200, you pay $2,750 at delivery and receive a bill for the remaining $450 within 30 days.
The real risk with non-binding estimates: Lowball estimates. Some movers intentionally quote low to win your business, knowing the final bill will be higher once your shipment is weighed. Always compare estimates on the same home inventory – if one quote is significantly lower than others for the same items, treat it with suspicion.
Line-by-Line: What Each Charge Means
Transportation charges
The base rate. For local moves this is usually hourly – labor cost times estimated hours. For long-distance moves it is typically based on weight times distance rate, plus a linehaul charge. This should be the largest single line item.
Fuel surcharge
Almost all movers include a fuel surcharge, usually 5–15% of transportation charges. It should be explicitly listed, not hidden in the base rate. Ask what percentage it is and whether it is fixed or variable based on fuel prices at the time of your move.
Packing and unpacking
If you asked for packing services, this covers labor and materials. Materials (boxes, tape, paper, bubble wrap) are usually charged separately from labor. If you are packing yourself, confirm this line is zero or removed from the estimate – some movers include a materials charge by default.
Specialty item charges
Pianos, safes, pool tables, large artwork, and antiques typically carry additional charges. These should be explicitly itemized. If you have any specialty items and they are not on the estimate, ask specifically – finding out on moving day that the piano costs $400 extra is avoidable.
Stair carry fees
Most movers charge per flight of stairs above the first, typically $50–$75 per flight each way. If your current or new home has stairs, this should be on the estimate. If it is not and you have stairs, add it to the estimate before signing.
Long carry fee
If the truck cannot park close to the entrance – street parking restrictions, gated buildings, long driveways – movers charge for carrying items beyond a standard distance (usually 75 feet). Typically $50–$100 extra. This is a legitimate charge that surprises many people because it is not intuitive. Ask about it specifically if you know parking near your home or destination could be difficult.
Elevator fee
Some movers charge for elevator usage in apartment buildings, particularly if the elevator must be reserved. Usually $50–$150. Ask your building management if an elevator reservation is required and disclose this to the mover when getting the estimate.
Storage fees
If your new home is not ready and items need to go into storage, these charges apply. Storage-in-transit rates are typically separate from the moving rate. If you anticipate any gap between move-out and move-in, ask for the storage rate explicitly.
Insurance / valuation
Every estimate includes a line for liability coverage. The default – called released value protection – covers just 60 cents per pound. A $1,500 television that weighs 30 lbs gets you $18. Full value protection costs more but covers repair, replacement, or current market value. This line should be explicitly stated on the estimate. If you see “released value” and nothing else, ask about upgrading before the truck is loaded – not after.
Red Flags on a Moving Estimate
| Red flag | What it means |
|---|---|
| Estimate is verbal, not written | No legal protection – any price is possible at delivery |
| Blank spaces in the document | Can be filled with additional charges after you sign |
| No estimate type stated (binding / non-binding) | You do not know what price protections you have |
| Quote is 40%+ below other estimates for the same inventory | Lowball – final bill will likely be significantly higher |
| No itemization – just a single total | Cannot verify what is included or excluded |
| Mover asks for large deposit before providing a written estimate | Profile of a deposit-and-disappear scam |
| Released value only – no mention of full value protection | You are underinsured by default |
Questions to Ask Before Signing
- Is this estimate binding, non-binding, or not-to-exceed? – If they cannot answer immediately, that is a problem.
- What is your process if I need to add items after signing? – Legitimate movers have a clear written amendment process.
- What charges are not included in this estimate? – Make them list everything that could be added.
- What is your full value protection rate? – Get the cost per $1,000 of declared value in writing.
- How is the weight determined for a non-binding estimate? – Ask where and when the truck is weighed. You have the right to witness the weighing.
Your Rights Under FMCSA Regulations
For interstate moves, federal law gives you specific rights:
- You must receive a written estimate before the move
- The mover cannot change a binding estimate after your items are loaded
- With a non-binding estimate, you can only be required to pay 110% at delivery
- You have the right to be present when your shipment is weighed
- You can request a re-weigh if you believe the weight is incorrect – the mover must comply
- The mover must deliver your goods if you pay 110% of a non-binding estimate, even if the actual charges are higher
For intrastate moves (within a single state), rules vary by state. Check your state transportation department’s consumer guide for local movers.
Frequently Asked Questions
What is the difference between a binding and non-binding moving estimate?
A binding estimate locks in the price – you pay exactly what was quoted as long as nothing changes. A non-binding estimate is based on the estimated weight of your shipment and can change at delivery based on the actual weight. Under FMCSA rules, a non-binding estimate cannot be charged at more than 110% at the time of delivery.
Can a mover charge more than the estimate?
For a binding estimate: no, unless you added services or items. For a non-binding estimate: yes, up to 110% at delivery. Anything above 110% must be billed separately within 30 days – they cannot hold your belongings until you pay the full amount.
What is a moving estimate based on?
For local moves, typically hourly labor plus any add-on services. For long-distance moves, typically shipment weight times the mover’s tariff rate per pound-mile, plus additional service charges. Always get an in-person or video survey rather than a phone estimate – phone estimates are less accurate and harder to enforce.
Do I have to pay the moving estimate upfront?
Legitimate movers typically collect 10–20% as a deposit when you book and the balance at delivery. Be suspicious of any mover requiring more than 25% upfront, or payment in full before delivery.