A binding estimate is a written, guaranteed price for a moving job. The mover must transport the shipment for the agreed amount regardless of actual weight, provided no additional services are requested after the estimate is signed. Understanding the three estimate types — binding, non-binding, and binding-not-to-exceed — is essential for both moving companies and their customers.
Binding
Guaranteed price — no surprises at delivery
Non-Binding
Final charge based on actual weight — can go higher
Binding-Not-to-Exceed
Price cap — you pay less if weight comes in under estimate
A binding estimate is a written agreement between the mover and the customer that establishes a fixed price for the move. Under federal law (49 CFR Part 375), interstate movers must honor the binding price at delivery — they cannot collect more than the agreed amount, even if the actual weight of the shipment is greater than estimated.
The binding estimate must be in writing, signed by both parties, and provided before any services are rendered. It must clearly state that it is binding and specify exactly which services are included.
Key rule
If a customer adds services after the estimate is signed (such as requesting packing assistance on moving day), those additional charges can be billed separately — but only with the customer's written consent.
A non-binding estimate is an approximation of what the move will cost based on the mover's best assessment of the shipment weight and required services. The final charge is calculated after the shipment is weighed and all services are completed. The actual cost can be higher or lower than the estimate.
The FMCSA requires that non-binding estimates include a statement that the final charges may differ from the estimate. Under the 110% rule, movers cannot require a customer to pay more than 110% of the non-binding estimate at delivery — any balance above that amount is due within 30 days.
A binding-not-to-exceed estimate combines the certainty of a binding estimate with the potential savings of a non-binding one. The quoted price is the maximum the customer will pay. If the actual weight is lower than estimated, the customer pays the lower amount. If the actual weight is higher, the customer still pays only the quoted price.
This type of estimate is the most consumer-friendly option for long-distance moves. Many reputable movers offer it as their standard because it builds trust and reduces disputes at delivery.
| Factor | Binding | Non-Binding | Binding-Not-to-Exceed |
|---|---|---|---|
| Price guaranteed? | Yes | No | Yes (ceiling) |
| Can final bill be lower? | No | Yes | Yes |
| Can final bill be higher? | No | Yes (110% rule) | No |
| Based on actual weight? | No | Yes | Yes (if lower) |
| Best for budgeting? | Yes | Moderate | Yes |
| FMCSA regulated? | Yes | Yes | Yes |
The Federal Motor Carrier Safety Administration (FMCSA) regulates interstate moving estimates under 49 CFR Part 375. Key requirements include:
Binding
Best when: Use when the customer has a strict budget, the inventory is well-defined, and you have enough margin to absorb weight variance.
Watch out: Avoid for moves with unpredictable or hard-to-catalog inventory.
Non-Binding
Best when: Use for local moves where actual weight can be easily verified, or when the customer understands and accepts price variability.
Watch out: The 110% rule protects customers, but disputes at delivery can harm your reputation.
Binding-Not-to-Exceed
Best when: Use for long-distance moves as your default. Builds trust and gives customers confidence without capping your margin upside.
Watch out: Price conservatively — if actual weight consistently comes in under estimate, your rates may be too high.
The biggest risk with binding estimates is underpricing — quoting too low because the inventory wasn't captured accurately. Moving CRM software like DriveSales mitigates this with AI video surveys that catalog every item automatically, standardized weight tables, and pricing rules that apply surcharges for stairs, long walks, and heavy items.
Accurate estimates protect your margin on binding quotes and reduce disputes on non-binding ones. The best approach is a thorough, consistent inventory process — regardless of which estimate type you use.
110%
The most a mover can collect at delivery on a non-binding estimate. The remaining balance is due within 30 days.
Red flag
Movers who refuse to provide a written estimate, or who dramatically change their price at delivery, may be operating illegally. Report violations to FMCSA.
Common questions from customers and moving company owners.
DriveSales moving estimate software captures inventory accurately so your binding quotes stay profitable. See it in action.