Moving

What are the three types of moving estimates?

Phinnie Zahareas Contributing Writer

Phinnie Zahareas is a contributing writer for USA TODAY Homefront. She works as a project manager and professional organizer for a moving company in Louisiana. She’s managed dozens of moving jobs — from tiny houses to sprawling office buildings — and aims to make relocations easier for everyone. In addition to her work in the moving industry, she holds an MFA in creative writing from the University of New Orleans. She still lives in New Orleans, where she walks her two spotted dogs along the Mississippi River every evening.

Updated Jul. 9, 2024

Key points

Pro movers may offer binding, nonbinding or not-to-exceed estimates.
Phone estimates can help you budget your move, but in-person estimates are more accurate.
Binding estimates should include an itemized list of all costs, including add-on fees.

A moving estimate is a detailed calculation top rated movers provide to prospective clients that indicates how much the requested moving services will cost. Estimates typically factor in your total inventory or the weight of your belongings, the time it will take to complete your move and the distance of your relocation, plus additional services such as furniture disassembly and art handling.

The three types you’ll see are binding, nonbinding and not-to-exceed estimates. Understanding which type of estimate you’re getting is your first strategic step when selecting a mover. Knowing whether your total cost could change — and by how much — will eliminate surprises on moving day and help keep your budget intact.

We delve into the critical differences between the types of moving quotes so you can feel confident as you kickstart your relocation. For expert insight, we spoke to Nancy Zafrani, general manager at Oz Moving and Storage, about what to expect in your estimates and how to decode the details.

What is the difference between a binding and nonbinding moving estimate?

A binding moving quote guarantees a fixed cost for your entire move. Once you receive a binding quote, the moving company commits to charging you the agreed-upon amount. “A binding quote is, and should be, a specific list of property being moved and services being offered. Everything discussed with your estimator should be in writing and included in the binding quote,” said Zafrani.

When a binding quote is based on the estimated weight of your shipment, you will not be charged more than the estimate, even if the actual weight exceeds the estimate on moving day. Additionally, weather or traffic-related delays that extend your move’s duration will not incur additional charges.

With a nonbinding estimate, the movers will provide an estimated price for your relocation services. However, your final bill may differ from the estimate once they render services. For instance, the weight of your belongings may exceed the moving company’s estimation, increasing the final cost of your move.

What is a not-to-exceed moving estimate?

With a not-to-exceed estimate, the moving company also provides a quote based on factors such as the weight of your belongings, the distance of your move and any additional services. However, the estimate has a maximum price guarantee, and final costs won’t exceed this specified amount.

If the total cost of the move turns out to be lower than the estimate, you benefit from paying the reduced amount. And if the actual costs are higher, you know they will not exceed your maximum price guarantee. Not-to-exceed estimates are an excellent option if you want the assurance of a maximum cost but also appreciate the potential for savings, offering a balanced approach to cost management during a move.

It’s worth noting that few moving companies provide or advertise a not-to-exceed pricing option.

How do I choose between a binding, nonbinding and not-to-exceed moving estimate?

Estimate types vary among movers, so the one you prefer may determine the mover you ultimately hire. Whether to opt for a binding, nonbinding or not-to-exceed moving estimate will depend on various factors. Understanding the upsides and downsides of each one can help you make an informed decision based on your move details and budget.

Opt for a company that offers binding estimates when you want a fixed cost for your move. Binding estimates suit those planning to hire a cross-country mover who are willing to commit to a specific amount regardless of potential changes to moving conditions. If you clearly understand your inventory and anticipate minimal alterations to your moving plan, a binding estimate can provide peace of mind and protection against unexpected costs.

A nonbinding estimate is more flexible and suited for individuals comfortable with potential cost fluctuations based on the actual conditions during the move. This estimate may be preferable if your inventory is not precisely defined or you anticipate changes to your moving plan. Nonbinding estimates are usually assigned to local relocations since hourly rates and total move time are the key factors that affect the final cost.

A not-to-exceed estimate may be ideal if you’re seeking a balance between cost predictability and potential savings. Not-to-exceed estimates are suitable for individuals who want to benefit from potential cost reduction and financial protection against unforeseen circumstances.

What should I look for in a moving estimate?

When you receive a written estimate, review it carefully and pay attention to the following key elements:

Type of estimate (binding or nonbinding): The estimate should clearly state whether it is binding — providing a fixed cost — or nonbinding — subject to potential adjustments based on the actual services provided.
Itemized breakdown of costs: Your estimate should include a detailed breakdown of all costs associated with the move, such as packing, transportation, labor and additional services.
Explanation of insurance coverage: Any insurance or contents coverage provided during the move should be clearly stated and detail the level of protection for your belongings.
Cancellation policy: The mover should specify the terms and conditions related to cancellation, including any associated fees or penalties, in the estimate.

What to expect from a phone estimate

Calling moving providers is a convenient way to get quotes and begin to understand approximately how much your move will cost. The phone estimate process typically involves these three steps:

Information gathering: The company’s representative will ask questions about the size of your home, the number of rooms, the types of items and furniture you have, the distance of your move, and any special requirements or considerations, such as stairs or elevators. In most cases, you’ll have to provide your starting and destination addresses for your company representative to render an accurate estimate.
Estimation and quote: The moving company will provide an estimated cost based on the information provided. This estimate typically includes charges for services such as packing, loading, transportation, unloading and any add-ons discussed during the phone call.
Follow-up and clarifications: Follow up with the moving company to ask additional questions, seek clarification on charges and schedule an in-person assessment to get a more accurate estimate.

What to expect from an in-home estimate

An in-home assessment (or video call) is the best way to get an accurate estimate, and many moving companies will only provide binding quotes upon a thorough inspection of your inventory. The process looks like this:

On-site assessment: The representative will evaluate the volume of your belongings and assess challenges such as stairs, elevators, narrow doorways and parking restrictions. They may also open closets and inspect storage spaces, such as your garage, basement or outdoor shed.
Estimate: Following the on-site assessment, the moving company will provide you with a customized quote. This quote will typically include a breakdown of costs for basic services, such as loading, transportation and unloading, and any additional services required, such as packing, furniture assembly and disassembly, art handling or piano moving.
Follow-up and clarifications: You should review the written estimate and follow up with the moving company to ask additional questions and seek clarification about anything you don’t understand.

Moving estimate red flags to avoid

Navigating the quote process requires a keen eye for scams. Here are the red flags that should raise concerns and prompt scrutiny:

Extremely low estimates: Reputable moving companies aim to provide fair and competitive estimates based on industry standards. When a quote is significantly lower than other estimates you’ve received, it could be a red flag for hidden fees, subpar services or even a potential scam. “Go with your gut. If it seems too good to be true, it likely is,” says Zafrani.
No on-site inspection: When a company claims to offer a binding estimate without physically examining your belongings and living spaces, this should raise concerns about its accuracy. Phone estimates help you get an idea of your move cost and the services a company offers; however, most movers only offer ballpark estimates over the phone and won’t provide binding quotes until they’ve evaluated your inventory.
Unprofessional communication: Pay attention to the professionalism and communication style of the moving company representatives. Being evasive, unclear or unresponsive to questions regarding fees could indicate shady business practices.
Large upfront payments: Be cautious if a moving company demands a substantial upfront payment before the move. Legitimate companies typically request a reasonable deposit to secure your move date and receive the bulk of the payment upon delivery.
Missing or vague contract: Your moving company should provide a written contract that clearly outlines the terms and conditions of the move and all related costs. If the agreement is incomplete or vague — or if the company doesn’t provide one at all — it may indicate an intentional lack of transparency that will result in overcharging.

What’s next?

Now that you understand the types of estimates companies offer, get quotes from at least three reputable movers that offer the type of quote you’re most comfortable with. Remember to get everything in writing, review estimates carefully and ask as many questions as you need to ensure you know what to expect on moving day. This will keep you from blowing your budget or facing unnecessary stress related to added costs.

“Any time a mover says, ‘Don’t worry, it’s included,’ insist that they put it in writing anyway to avoid confusion and assure all parties are on the same page,” Zafrani advised. Note the level of detail in each estimate — a comprehensive cost breakdown indicates transparency and professionalism.

We recommend budgeting to spend 10% to 20% more than your highest moving quote. Doing so will help you avoid stressing about potential overages on moving day.

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Phinnie Zahareas, Contributing Writer Homefront

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