Moving Estimates Explained: Binding vs Non-Binding Costs

Quick Takeaway

• Binding estimates: fixed, guaranteed price
• Non-binding estimates: price changes based on actual weight on moving day
• Not-to-exceed estimates: final cost can drop, but won’t exceed a maximum

Your estimate type is the biggest factor in preventing unexpected moving expenses and staying within your moving budget.

What Is a Moving Estimate?

A moving estimate is a projected cost based on your inventory, distance, labor, and any professional moving service you request. It isn’t always the final total cost. With interstate moves, movers follow federal guidelines that define how each estimate type works and what movers can charge. The final bill depends on the estimate you sign.

Types of Moving Estimates

Not all moving estimates work the same way. The type of estimate you receive determines how predictable your overall cost will be.

What is a binding estimate?

A binding estimate gives you a fixed, guaranteed price. After a mover reviews your items, services, and access details, they create a written cost that stays the same unless you add new items or request additional services.

How binding estimates work

• You provide a complete inventory or schedule a survey
• The mover calculates weight, labor, distance, and services
• They issue a written total
• You pay that amount, even if the shipment weighs more on moving day

Why they’re useful

A binding estimate is ideal when you want cost certainty, or you’re planning a larger long-distance move. It simplifies budgeting and eliminates major price swings.

Example

If your mover quotes $3,200 and the truck ends up heavier than expected, you still pay $3,200.

What is a non-binding estimate?

A non-binding estimate provides an estimated cost, not a guaranteed one. The final bill is calculated based on the actual weight and services on moving day.

How non-binding estimates work

• You provide a general item list
• The mover gives an estimated range
• On moving day, the shipment is weighed
• The final price adjusts based on the true weight of your items

Why some people choose it

Non-binding estimates are common for small moves or when you’re still finalizing your inventory.

Example

If you receive an estimate of $1,800–$2,200, your final cost may fall anywhere within that range, depending on the shipment weight

What is a not-to-exceed estimate?

A not-to-exceed estimate is a hybrid option that protects you from going over a set maximum price. If the shipment weighs less, you pay the lower amount; if it weighs more, you don’t exceed the agreed cap.

Useful when you want flexibility but still need a ceiling to avoid surprise charges.

Binding vs. Non-Binding vs. Not-to-Exceed: Key Differences

The biggest difference between these moving estimate types comes down to the amount of price certainty you want before moving day.

Predictability

• Binding: most predictable
• Non-binding: least predictable
• Not-to-exceed: predictable with room for savings

Flexibility

• Binding requires a complete inventory
• Non-binding allows for changes
• Not-to-exceed balances both

Budgeting impact

• Binding simplifies planning
• Non-binding can increase your total
• Not-to-exceed avoids going over your budget

Pricing method

• Binding uses projected weight
• Non-binding uses actual weight
• Not-to-exceed uses actual weight with price protection

Pros & Cons of Each Estimate Type

Binding estimate

Pros

• Exact price makes budgeting easy
• No surprises on moving day
• Ideal for large or long-distance moves

Cons

• No savings if the weight is lower
• Movers may overestimate
• Only covers listed items on the moving contract

Non-Binding Estimate

Pros

• Flexible when plans change
• Helpful for smaller moves
• May cost less if the shipment is lighter

Cons

• Higher risk of extra charges
• Final price isn’t guaranteed
• Depends heavily on accurate communication

Not-to-Exceed Estimate

Pros

• Cost won’t exceed the set maximum
• Can pay less if the shipment weighs less
• Good balance of predictability and flexibility

Cons

• Not all movers offer it
• Requires reasonably accurate inventory

When to Choose Each Type of Estimate

Binding estimate

A binding estimate works best when your inventory is complete and unlikely to change. If you’re planning a larger or long-distance move and need a clear, predictable price, this type of estimate gives you the control you need. It also helps with budgeting since the cost stays fixed unless you add items or request new services.

Non-binding estimate

A non-binding estimate makes sense when your plans are still shifting, or your move is smaller and easier to adjust. If you’re still finalizing your list of items or simply need an early ballpark number to compare movers, this option gives you the flexibility to refine details later without committing to a locked-in cost too early.

Not-to-exceed estimate

A not-to-exceed estimate works well when you want a balance between flexibility and protection. If your inventory might change slightly but you still want a maximum price you won’t go over, this type gives you the peace of mind of a cost ceiling with the potential to pay less if the final weight comes in lower.

Why Moving Estimates Change on Moving Day

Common reasons include:

• Actual weight differs from the estimate
• New items are added after the walkthrough
• Access challenges like stairs, long carry distances, or elevators
• Additional services requested, such as packing or disassembly
• Parking or shuttle truck needs

These issues are responsible for most unexpected moving-day price increases.

Common Mistakes to Avoid With Moving Estimates

Think of these as preventable causes of sudden cost increases:

• Not reviewing the mover’s inventory list
• Assuming packing, materials, or specialty services are included
• Ignoring access fees
• Not asking how long the estimate is valid
• Treating a non-binding estimate as a final bill

Avoiding these mistakes helps keep your costs under control.

What Factors Affect Moving Estimate Prices?

Several elements influence your final moving cost, and they apply to every estimate type. Understanding these factors helps you compare quotes more accurately and anticipate where price differences come from.

Weight or volume

The more items you have—or the heavier they are—the higher the cost. Weight matters most for long-distance moves, while volume matters more for local moves.

Distance

Longer distances increase fuel, labor hours, and travel-related fees. Routes that cross state lines follow federal pricing guidelines.

Packing and unpacking services

Professional packing adds to the total because it includes labor, materials, and time. Full-service packing costs more than partial or self-packing.

Short-term or long-term storage

If your belongings need to be held before delivery, storage fees apply. Costs vary depending on duration and the amount of space your items require.

Specialty item handling

Items like pianos, antiques, artwork, or oversized furniture require extra care or equipment, which increases the price.

Access challenges

Stairs, long carry distances, tight hallways, limited parking, or elevator delays can add labor time and result in additional charges.

Season and timing

Peak moving periods—especially summer, weekends, and end-of-month dates—tend to cost more due to higher demand.

Choosing a Moving Company That Explains Estimates Clearly

A reputable mover should explain estimate types before you sign anything. They should review your inventory, outline what affects the final cost, clarify what happens if items are added, and provide all estimate details in writing. Clear communication upfront prevents disputes and protects your budget.

International Van Lines

International Van Lines handles long-distance and international moves for customers who want a wide range of services and support. They serve both small and large relocations with flexible service levels.

Features and services

• International and long-distance moves
• Full packing and unpacking
• Loading, unloading, and transportation
• Short-term and long-term storage
• Specialty item handling
• Insurance and protection plan options

Advantages

• Offers broad service coverage
• Strong support for complex or international moves
• Wide service selection for different budget levels
• Helpful packing options for people who want less hands-on work

Disadvantages

• Availability may vary depending on the region
• Full-service moves can be expensive
• Scheduling may be tight during peak moving seasons

Allied Van Lines

Allied Van Lines is a long-standing name in the moving industry, known for national coverage, full-service options, and reliable transportation for household and business moves.

Features and services

• Local and long-distance moving
• Packing, unpacking, and custom crating
• Vehicle shipping
• Storage services
• Corporate and residential relocations

Advantages

• Wide range of customizable services
• Storage and vehicle shipping are convenient add-ons
• Strong national network
• Good for both small moves and large-scale relocations

Disadvantages

• Service costs vary by location
• Extra services can raise total pricing
• Peak seasons may limit availability

North American Van Lines

North American Van Lines offers flexible moving support for local, interstate, and international relocations. Customers can customize service levels based on how much help they want.

Features and services

• Local, long-distance, and international moving
• Packing, unpacking, and debris removal
• Vehicle transport
• Storage services
• Portable moving containers

Advantages

• Wide selection of service options
• Useful add-ons like debris removal and specialty packing
• Works for residential and commercial moves
• Flexible systems for different budgets and needs

Disadvantages

• Final pricing varies depending on the local agent
• Extra services may increase the cost
• Long-distance scheduling depends on availability

Conclusion

A binding estimate offers cost certainty, while a non-binding estimate gives you a flexible ballpark that can change based on the actual weight of your shipment. Both can be useful depending on your move, but the most important step is knowing which type you’re agreeing to. The more you understand how estimates work, the easier it becomes to avoid unexpected charges and plan your budget with confidence.

Before you book a mover, ask clearly which estimate type they provide and compare a few options to see which company explains their pricing best. If you’d like help narrowing things down, explore our full moving company reviews, use our comparison tool to see how providers differ, or browse our moving blog for more straightforward guides on planning your move.