Long-distance moving estimates: binding terms and extra services

For an interstate move, start with the document type. FMCSA says a mover must provide a written estimate of transportation, accessorial, and advance charges, based on an actual or virtual inspection. A “rate quote” in an email is not the same document. Ask who will transport the shipment and whether the estimate is binding or non-binding. (What is a binding move estimate? | FMCSA; Movers vs. Brokers | FMCSA)

A binding estimate caps the listed charges at delivery when the inventory and services stay the same. FMCSA says additional items, stairs, elevators, permits, or other unforeseen operations require a new binding estimate covering the changed scope. A non-binding estimate is an informed approximation; the mover cannot require more than 110% of the estimate at delivery, plus specified added services and permitted charges. (What is a binding move estimate? | FMCSA)

The broker question is part of price comparison. FMCSA says a broker does not own trucks or employ the transport crew, must disclose broker status, provide the carrier list, and base the estimate on the tariff of the mover that will haul the shipment. Put the carrier’s legal name and registration number next to the price on your worksheet.

Packing, crating, shuttle work, elevator fees, storage-in-transit, appliance service, and long carries can sit outside the headline number. Make each an included, excluded, or conditional line. Never compare a binding full-pack quote with a non-binding load-only estimate as though the totals were interchangeable.

The estimate comparison card

Record these fields from each proposal:

Check	What to write down
Shipment	Inventory, estimated weight, origin, destination
Contract type	Binding, non-binding, or other written term
Access	Stairs, elevators, parking permits, shuttle
Services	Packing, unpacking, crating, appliance work, storage
Carrier	Legal carrier, USDOT/MC number, broker disclosure
Valuation	Full Value Protection or Released Value, deductible
Payment	Deposit, delivery amount, accepted payment method

A lower estimate is not cheaper if it omits the room that must be packed or the shuttle required at a narrow street. Have the estimator revise the inventory before signing; FMCSA says a new binding estimate is required when you add items or services. Keep the signed estimate, order for service, bill of lading, and photos together.

For an interstate shipment, use FMCSA’s mover search to confirm the named carrier and broker. For an intrastate move, ask your state regulator which estimate and claims rules apply. Your decision point is simple: select the bid whose written scope matches your actual move and whose change-order rules you can afford.

Scope detail to confirm

Read the inventory line by line, including lamps, patio items, tools, and boxes that are still in a garage. A missing item is often treated as a newly requested service on pickup day. Ask how weight will be established, whether a reweigh is available, and which party pays for storage if delivery is delayed. Keep broker and carrier contacts in the same file. A broker’s sales estimate cannot answer the carrier’s packing, access, or claims terms, so ask the actual transporting mover to confirm them before signing.

Sources used

What is a binding move estimate? | FMCSA and Movers vs. Brokers | FMCSA.