The estimate type decides who absorbs the risk if your move turns out heavier or more involved than expected. Here’s what each one means in plain terms.
Binding estimate
A fixed price for the inventory and services listed. If your shipment weighs more than expected, you still pay the agreed amount. The trade-off: if it weighs less, you don’t get a refund. Predictable, and good when your inventory is settled.
Non-binding estimate
An educated guess based on estimated weight and services. The final bill is calculated from the actual weight at delivery, so it can go up. Federal rules limit how much more you can be required to pay at delivery on an interstate move, but the direction of surprise is almost always upward. Cheapest-sounding, riskiest in practice.
Not-to-exceed (guaranteed) estimate
The most consumer-friendly option. It sets a cap: pay less if the move is lighter, never more than the ceiling. If a mover offers this, it’s usually the one to take.
How to protect yourself
- Get it in writing and note which type it is.
- Base it on a real inventory — an in-person or video survey, not a phone guess.
- Keep your inventory accurate. Adding boxes or services on moving day can add cost even to a binding estimate.
- Watch for extras not in the quote: packing materials, long carries, stairs, shuttle fees, and storage.
- Read the paperwork before you sign, and keep a copy.
The three estimates side by side
| Binding | Not-to-exceed | Non-binding | |
|---|---|---|---|
| Price on moving day | Fixed | Capped — pay less if lighter, never more | Can rise with actual weight |
| Best when | Inventory is settled | You want a safety cap | You want the lowest headline number |
| Main risk | No refund if lighter | Rare — it favors you | Bill grows at delivery |
| Consumer-friendliness | Good | Best | Riskiest |
If a mover offers a not-to-exceed estimate, it’s usually the one to take: you get the ceiling of a binding quote with the upside of paying less on a light load.
How movers weigh your shipment
Long-distance prices ride on weight, so it helps to know how it’s measured. The truck is weighed empty (the tare weight) and again loaded (the gross weight); the difference is your shipment’s weight, and you have the right to be present at the weighing. If a number looks off, you can request a re-weigh. This is also why decluttering pays off on an interstate move — every hundred pounds you don’t ship is money saved.
The 110% rule on non-binding moves
Federal rules protect you from the worst non-binding surprises on interstate moves. At delivery, a mover generally cannot require you to pay more than 110% of a non-binding estimate before unloading; any balance above that is billed later. It’s a real protection — but it still means a non-binding estimate can legally land 10% higher on the spot, and more afterward. A binding or not-to-exceed estimate avoids the guessing game entirely.
Deposits and payment
Reputable movers rarely require a large deposit — a small booking fee can be normal, but a demand for a big cash deposit up front is a warning sign. Confirm the accepted payment methods in advance, too: some movers want certified funds or cash on delivery, and finding that out at the truck is a bad time. Never let the final payment be the moment you first see the real price.
Questions to ask before you sign
- Is this estimate binding, not-to-exceed, or non-binding?
- Is it based on a real inventory you’ve seen and agreed to?
- What could change the price on moving day, and by how much?
- What isn’t included — packing, stairs, long carries, shuttle, storage?
- What valuation coverage applies, and can I upgrade to full-value protection?
- What are the payment terms, and is a deposit required?
A trustworthy mover will happily explain which estimate you’re getting and why. If a company dodges the question or won’t commit to writing, treat it as a red flag. Compare binding quotes from reviewed movers before you decide.