A binding estimate locks the price; a non-binding estimate lets the bill float with actual weight, capped at 110% at delivery. Here is how to read each one, what you owe at the door, and how to make quotes comparable.
Binding = guaranteed price. Non-binding = best guess that swings with the actual weight of your shipment, but no more than 110% can be demanded at delivery, with any balance billed after 30 days. A third option, binding not-to-exceed, sets a hard ceiling that can only drop. The federal rules above apply to interstate moves; in-state moves fall under your state's own regulations, which may be stricter, looser, or not cover consumer estimates at all.
Two written estimates can show very different numbers and still be honest. The gap usually comes down to one decision: whether the mover is promising a price or projecting one. A binding estimate is a promise. A non-binding estimate is a projection that gets reconciled against the actual weight on the scale at delivery. Federal rules govern both, but they apply to interstate moves (across state lines). If your move starts and ends in the same state, your state's own rules apply, and they may be more or less protective than the federal ones.
A binding estimate fixes the total cost based on the items and services listed in the document. If the truck rolls onto the scale heavier than the mover expected, the mover eats the difference. You owe exactly what the paper says, no more, no less.
A non-binding estimate is the mover's best guess at what your shipment will cost. The document must state on its face that it is not binding and that the final charge depends on the actual weight and the mover's published rates. If the shipment weighs less, you pay less. If it weighs more, you pay more.
A binding not-to-exceed estimate sets a ceiling that the mover cannot exceed, but if the shipment weighs less than projected, you pay the lower amount. The mover carries the risk of underestimating the weight; you keep the benefit when the truck is lighter. Make sure the document explicitly uses "not to exceed" language, because a plain binding estimate locks the price but does not let it drop.
| Estimate type | Price locked in? | What changes the final bill? | What you owe at the door |
|---|---|---|---|
| Binding | Yes — fixed | New items, services, or impracticable operations added before loading | 100% of the estimate |
| Non-binding | No — swings with actual weight | Actual shipment weight and any additional services | Up to 110% of the estimate; balance billed after 30 days |
| Binding not-to-exceed | Capped — can only go down | If actual weight is lower, you pay less. Never more than quoted. | Up to the capped amount, or less if the shipment is light |
If the document does not say binding, non-binding, or not-to-exceed, ask the mover to label it. Verbal quotes carry no legal protection.
Two quotes are only comparable if they cover the same furniture, appliances, and box count. A low quote on a smaller inventory is not a real bargain.
Stair carry, long carry, shuttle, elevator, packing, and storage-in-transit should each be listed. Ask what is omitted and what could be added on moving day.
Released value protection (60 cents per pound per article) is the default and is rarely enough. Get the cost of full value protection in writing before you sign.
Blank spaces, no estimate type, a quote 40% or more below competitors for the same inventory, or a deposit larger than 25% all warrant a second look.
The 110% cap, the 30-day billing rule, the right to a written binding estimate, and the weigh-in protections all live in 49 CFR Part 375, the federal regulation that governs interstate household goods movers. If your move is entirely within one state, that federal framework generally does not apply. Your state's public utilities commission, department of transportation, or agriculture department typically regulates in-state movers, and the rules vary widely.
On a binding estimate, these fees only apply if they were not in the original document and you agree to the additional services. On a non-binding estimate, they factor into the actual charges that drive your final bill.
Your estimate type controls the price. Your valuation choice controls what happens when something is lost or damaged. Interstate movers must offer two levels. Released value protection caps the mover's liability at 60 cents per pound per article, which is rarely enough. Full value protection makes the mover responsible for the replacement value of items in the shipment, but may carry deductibles and limits on items worth more than $100 per pound, such as jewelry, electronics, or fine art, unless you list them on the shipping documents.
SUMMARY
Choose a binding estimate when you need price certainty and your inventory is locked in. Choose a non-binding estimate when your inventory might change and you can tolerate the bill moving with the actual weight, knowing that 110% at delivery and a 30-day delay on the rest are your federal protections. Ask for a binding not-to-exceed if you want the upside of a lower weight alongside the certainty of a ceiling. Whichever you pick, only compare it to another quote that uses the same estimate type, the same inventory, and the same valuation coverage. If your move is in-state, confirm what protections your state actually provides before you rely on any federal rule.
Common questions
On a binding estimate, no, unless you added items, services, or impracticable operations after signing. On a non-binding estimate, yes, up to 110% at delivery for interstate moves. Anything above 110% must be billed after 30 days, and the mover cannot hold your shipment over it.
Only on a binding estimate. On a non-binding estimate, the most you can be required to pay at the door is 110% of the estimate; the rest is billed later. On a binding not-to-exceed, you pay the lower of the cap or the recalculated charge based on actual weight.
Federal interstate rules in 49 CFR Part 375 generally do not apply. Your state's regulatory agency sets the rules, and they may be stricter, looser, or silent on estimate types entirely. Check your state transportation or utilities department's consumer guide before signing.
For interstate moves, no. Federal rules require estimates to be in writing and signed by both parties. For in-state moves, the same is usually true but depends on your state. Get it in writing either way.