- Phil
A Complete Guide to Moving Estimate Types and How to Choose the Right One
According to Forbes, nearly 49% of consumers experience price changes on moving day due to unclear or misunderstood quotes. That’s why understanding the estimate you agree to is essential, especially for local and regional moves in areas like Eugene and Springfield, where move size and services can vary widely.
In this blog, we’ll break down the major differences between each type of moving estimate, including the binding not-to-exceed estimate, explore the pros and cons, and explain your rights under FMCSA moving rules. You’ll also learn how to get an accurate moving estimate, what red flags to watch for, and how to decide which estimate type is best for your situation.
What Exactly Is a Moving Estimate?
A moving estimate is a written quote provided by a moving company that outlines the expected cost of your move. It’s one of the first, and most important, steps in the planning process, as it sets financial expectations and helps you compare providers.
Whether you’re working with a small local mover or a national company, understanding what goes into your estimate ensures there are no surprises down the line.
Components That Affect Moving Estimates
- Total weight or volume: The more you’re moving, the more it costs. Most long-distance movers calculate pricing based on the weight of your shipment or the amount of space it occupies in the truck.
- Distance of the move: Longer moves, especially across state lines, typically involve higher transportation costs, fuel charges, and driver labor.
- Packing and unpacking services: If you request professional packing or unpacking, this adds to the total estimate. It’s convenient, but comes at a premium.
- Special or bulky items: Items like pianos, large furniture, or fragile antiques often require extra labor, equipment, or materials, increasing the price.
- Insurance or valuation coverage: Basic protection is often included, but if you opt for full-value protection, expect an additional cost for peace of mind.
- Extra services and conditions: Services like temporary storage, long carries, shuttle trucks, or navigating stairs or elevators can lead to extra charges.
1. Binding Estimates: Fixed Price You Can Count On
A binding estimate is a written agreement that locks in the price of your move based on the inventory and services listed in the quote. Regardless of the actual weight or time required, the final cost remains the same, unless you make changes to the agreed-upon services.
This option is ideal for those who want budget certainty. If you’ve completed a walkthrough, listed every item accurately, and don’t expect to add anything on moving day, a binding estimate can protect you from surprise fees.
Pros of Binding Estimates
- Predictable pricing: With a binding estimate, you’ll pay exactly what’s listed, no more, no less, unless you change the scope of your move. This is helpful when budgeting, especially for long-distance or interstate moves.
- Contract-based protection: The agreed-upon amount becomes part of your moving contract, providing you with legal backing in case of disputes or last-minute price increases.
- No surprise fees: As long as you stick to the agreed inventory and services, the moving company cannot charge you more at delivery.
Cons of Binding Estimates
- Limited flexibility: If you need to move extra items or request additional services not listed in the estimate, the mover must issue a new quote. This can delay scheduling or unexpectedly increase costs.
- Possibly higher upfront cost: Since movers take on the risk of underestimating the job, they may quote conservatively, leading to a slightly higher price than non-binding options.
- Accuracy is crucial: The estimate depends entirely on the inventory you provide. If anything is missed or miscommunicated, it could complicate the move or render the fixed price invalid.
| Did you know? Only 36% of movers read the full moving agreement before signing, according to industry surveys. |
When to Choose a Binding Estimate
A binding estimate is best when your move details are precise and unlikely to change. If you’ve completed a walkthrough and have an accurate inventory, this option locks in your price and helps you stick to a set budget.
It’s beneficial for long-distance or peak-season moves, where costs can quickly rise. Please note that any significant changes to the move may necessitate a revised quote.
2. Non-Binding Estimates: Flexible But Uncertain
A non-binding estimate provides an initial price based on the mover’s best estimate of your shipment’s weight and services. However, the final cost is determined after the move is complete and can increase if your items weigh more or take longer than expected.
While this option can seem appealing due to its typically lower upfront cost, it comes with more financial uncertainty. The Federal Motor Carrier Safety Administration (FMCSA) requires that the final cost of a non-binding estimate cannot exceed 110% of the original quote at delivery, giving you some protection.
Pros of Non-Binding Estimates
- Lower starting cost: These estimates often appear cheaper than binding ones, making them attractive for cost-conscious movers.
- More flexibility: You can add or remove items and services more easily during the move without renegotiating a contract.
- Easy to compare quotes: Movers often provide non-binding estimates quickly, allowing you to gather and compare multiple options.
| Interesting Information: Binding not-to-exceed estimates are becoming more popular, now used in over 30% of long-distance moves by major van lines. |
Cons of Non-Binding Estimates
- Less price certainty: Your final bill may be higher than expected, especially if the actual move differs from what was originally quoted.
- Budget risk: You’ll need to allow extra room in your budget to account for possible increases at delivery.
- Possibility of lowballing: Some companies may intentionally quote low to secure your business, then increase the cost later based on the actual weight.
| Important information: Roughly 40% of consumers report unexpected final charges when they receive a non-binding estimate. |
When to Choose a Non-Binding Estimate
This type of estimate works best if your inventory isn’t finalized or you anticipate making changes before moving day. It’s also reasonable if you’re working with a well-reviewed, transparent company that clearly explains how final charges will be calculated.
For flexible move plans, a non-binding estimate may provide the necessary wiggle room, as long as you’re prepared for potential cost adjustments.
3. Binding Not-to-Exceed Estimates
A binding not-to-exceed estimate is a written moving quote that guarantees the maximum amount you’ll pay, but allows for a lower final price if your actual move ends up costing less. It combines the price security of a binding estimate with the potential savings of a non-binding one.
This estimate type is beneficial when you’re unsure of the exact weight of your shipment but want to avoid unexpected charges. It’s a federally recognized agreement under FMCSA guidelines, offering a smart balance for those who wish to have both flexibility and protection.
Pros of Binding Not-to-Exceed Estimates
- Capped cost: You won’t be charged more than the estimate, even if the move takes longer or weighs more.
- Room to save: If your belongings weigh less than estimated, you pay the reduced amount.
- Good for long-distance moves: Offers confidence and cost control when pricing is based on shipment weight.
Cons of Binding Not-to-Exceed Estimates
- It may come with a buffer: The quoted amount could be slightly inflated to protect the mover.
- Not always available: Some moving companies, especially those handling local or smaller moves, may not offer this option.
When to Choose a Binding Not-to-Exceed Estimate
This estimate is a wise choice if you want price protection but expect your move to come in under the quoted weight. It’s ideal for long-distance or interstate moves where costs are based on weight, and for anyone who has decluttered before moving.
If you want a fair price without the risk of surprise fees, but also don’t want to overpay if your load is light, this type offers peace of mind with a chance to save.
Comparison of Moving Estimate Types
Feature | Binding Estimate | Non-Binding Estimate | Binding Not-to-Exceed |
Price Certainty | High: price doesn’t change unless scope does | Low: final cost can increase based on actual weight | Medium–High: won’t exceed set amount, could be lower |
Flexibility | Low: limited changes once the contract is signed | High: add items or services more easily | Medium: some flexibility with capped pricing |
Best For | Firm plans, tight budget, interstate moves | Uncertain inventory, budget-friendly short moves | Balanced approach, especially for moderate or long moves |
Potential Drawbacks | Higher upfront quote, less adaptable | Risk of surprise fees at delivery | Slightly higher initial quote, not always offered by movers |
How to Get Accurate Estimates
Steps to Get a More Precise Moving Quote
- Schedule a walkthrough: Always request an in-person or video survey. Phone-only estimates are often rough guesses that can shift later.
- Be detailed with your inventory: Don’t leave anything out. Mention closets, attic items, garage tools, and large furniture, even things you may give away last-minute.
- Discuss every service you’ll need: If you expect packing, disassembly, storage, or extra stops, include them upfront. These directly affect your quote.
- Clarify what’s included: Ask what the estimate covers, fuel, equipment, labor hours, stairs, and mileage can all add to the final bill.
- Use a consistent format for comparisons: Ask all moving companies for estimates using the same scope and service list. This makes it easier to spot inflated or lowball quotes.
- Schedule Exact Pickup and Delivery: Your contract should specify firm dates or delivery windows. Vague terms like “within a few days” can lead to unexpected delays.
- Double-check for hidden fees: Some companies charge extra for stairs, elevators, long carries, or weekend moves; ensure these are clearly outlined.
| Bonus Tip: About 30% of long-distance moves exceed the original estimate. That is why choosing a reliable team in Eugene or Springfield, such as A Great Moving Crew, can help ensure pricing remains accurate and predictable. |
Warning Signs of a Problematic Moving Contract
- Missing service details or unclear terms
- Lack of specific dates or timeframes
- No explanation of insurance or claims process
- High-pressure tactics to sign quickly without review time
Frequently Asked Questions
Yes, moving companies may be open to negotiating estimates, particularly during off-peak times or when multiple quotes are being considered. It’s common to ask about available discounts or ways to adjust services to reduce the final cost.
For binding estimates, the cost remains fixed regardless of time. In contrast, non-binding estimates may increase if the actual labor or service time exceeds the original projection.
Yes, estimates provided during peak moving seasons (spring and summer) can be higher due to demand. Off-season moves often come with more flexible pricing and scheduling options.
Virtual estimates can be accurate if the inventory is thoroughly shown and described. However, in-person surveys are often preferred for large or complex moves to avoid missed items.
It’s recommended to begin collecting estimates 6 to 8 weeks before the planned move date. This allows time to evaluate options, confirm services, and avoid last-minute scheduling issues.
