How to Read a Moving Estimate

For interstate moves, an estimate is a written document that states the expected charges for your move and the terms behind them. FMCSA regulations distinguish binding and non-binding estimates. Some binding contracts also use written not-to-exceed or maximum-price wording; that wording is a contract term, not a third federal estimate category.

Estimates arrive as PDFs, emails, portal screenshots, or multi-page contracts. The format varies widely between companies. What matters is whether the substance is there: the company identity, the pricing basis, the services, and the terms.

Two estimates with the same total can mean very different things. One may be a binding price for a complete inventory with packing included; the other may be a non-binding guess that excludes stairs, shuttle service, and materials. If you compare only totals, you are comparing numbers that may not be calculated the same way.

Instead, compare what each estimate promises: the estimate type, the pricing basis (weight, cubic feet, hourly, or flat rate), the included services, and the terms for changes. A lower total with more missing detail is not necessarily a better deal.

Look for the company's legal name, any DBA ("doing business as") name, its USDOT number, and any available MC, FF, or MX docket identifiers. These details help connect the quote to official FMCSA records. Note whether the company is acting as a carrier (it transports your goods) or a broker (it arranges for a carrier) — the roles are different, and both are legitimate when properly registered.

If the name or numbers are missing, hard to read, or different across documents, write that down as something to clarify — not as proof of anything wrong. You can look up the numbers with our FMCSA Mover Check tool or read USDOT, Authority & Docket Numbers After Motus.

Find where the document says whether the federal estimate is binding or non-binding, then separately note any written not-to-exceed wording. Together, these terms help determine how much the final price can move. A binding estimate sets the price for the listed services; a non-binding estimate is the mover's approximation, and the final charges are based on the actual weight and services, subject to rules like the 110% rule at delivery.

If the document does not state a type at all, that is a missing detail worth asking about in writing. See Binding vs. Non-Binding Moving Estimates for the full comparison.

Common pricing bases include:

• Weight — common for interstate moves; the final non-binding bill follows the actual weighed weight.
• Cubic feet — volume-based; ask how measurements are taken and documented.
• Hourly — more common for local moves; check minimums, travel time, and what counts as billable time.
• Flat rate — a single price for a defined scope; check exactly what the scope includes.

Whatever the basis, the estimate should say so clearly. If you cannot tell how the number was produced, that is a question to ask.

Most interstate estimates are built from an inventory of your items. Review it room by room: are the large pieces listed? Are box counts reasonable? Is anything you discussed missing? Changes to the inventory — adding items later, for example — can change the price on any estimate type, so an accurate inventory protects both sides.

For an interstate household-goods estimate, 49 CFR §375.401 generally requires the mover to conduct a physical survey of the household goods. You may waive that survey, but the waiver must be written and signed before loading; the mover must retain it as an addendum to the bill of lading. A statement that a survey was “waived” is not enough to prove those timing, signature, and retention requirements were met—keep the actual signed document with your move records.

Confirm the pickup and delivery locations, dates or date windows, and whether the price includes packing, unpacking, disassembly, and materials. Then scan for accessorial charges — fees for conditions at either address, such as stairs, long carries, elevators, or shuttle service when a large truck cannot reach the door. These are legitimate charges when disclosed, but they should appear in the estimate, not surprise you later. See Possible Hidden Fees in Moving Quotes for the common triggers.

Interstate movers must offer liability options for loss or damage. The basic Released Value option is limited — federal materials describe it at 60 cents per pound per article — while Full Value Protection costs more but provides broader coverage. Your estimate should state which option is included and at what cost. Note that valuation is not the same as third-party moving insurance; if the document is unclear, ask which option applies and what it would pay for a damaged item.

Look for four things: whether a deposit is required and to whom it is paid, the accepted payment methods, the refund and cancellation terms, and when the balance is due. Under federal rules for non-binding estimates, delivery cannot be withheld for charges above 110% of the estimate at delivery time — the remainder is billed afterward. Keep the payment terms in writing, and be cautious about paying in ways you cannot trace or dispute. More detail: Moving Deposit Questions to Ask Before You Pay.

Confirm the document is dated, identifies who prepared it, and has a place for signatures. If the estimate is revised, keep each version and make sure the latest one is clearly marked — verbal changes are hard to enforce, so ask for updates in writing.

Reading this example with the checklist, the missing items are: estimate type, packing, accessorials, valuation, and refund terms. None of these gaps prove anything improper — they are exactly the details to confirm in writing before paying.

1. Legal name, DBA (if shown), USDOT identifier, available docket identifiers, and current authority checked for consistency
2. Federal estimate type stated (binding or non-binding)
3. Any not-to-exceed, guaranteed-maximum, or other price-protection wording identified separately and read as written
4. Pricing basis clear (weight, cubic feet, hourly, or flat)
5. Inventory complete and accurate
6. Pickup and delivery locations and date windows listed
7. Packing and materials included or priced
8. Accessorial charges addressed (stairs, long carry, shuttle)
9. Valuation option stated
10. Deposit, refund, cancellation, and payment terms in writing
11. Document dated, signed, and versioned

• What type of estimate is this, and where does the document say so?
• What is the price based on, and how were the weight or volume figures produced?
• Which services are included, and which could cost extra at my addresses?
• Which valuation option is included, and what would it pay for a damaged item?
• What are the deposit, refund, and cancellation terms — in writing?
• If I add or remove items, how does the price change, and can you confirm that in writing?

MoveQuote Check applies this kind of review to your actual document — see our methodology, view a sample report, or check your quote.