What Should Be Included in an Interstate Moving Estimate?

The rest of this page explains each item. The official FMCSA and federal-rule links are at the end if you want the source language.

1. It must be in writing

FMCSA says a mover must prepare a written estimate for the shipment. A verbal rate quote is not the same thing as the written estimate required by the interstate household-goods rules.

You are entitled to a copy.

2. It must say whether the estimate is binding or non-binding

49 CFR 375.401 requires the mover to indicate whether the estimate is binding or non-binding.

The label changes how the price works.

• Binding: the agreed charge is tied to the quantities and services shown on the estimate.
• Non-binding: the estimate is an approximation; final charges depend on actual weight and services under the tariff.

Do not rely only on the salesperson’s description. Find the estimate type on the document itself. Read more: Binding vs. Non-Binding Moving Estimates.

3. A physical survey may be required depending on where you live

FMCSA says that when your origin is within 50 miles of the mover’s or its agent’s place of business, the estimate must be based on a physical survey of your household goods. You can waive that physical survey, but the waiver must be in writing and signed before loading.

If your estimate was prepared without the survey you expected, check whether the 50-mile rule applies and whether you signed a written waiver.

4. It should show the transportation and related services being priced

49 CFR 375.401 requires a written estimate of charges for transportation and all related services.

FMCSA’s consumer guidance describes this as including transportation, accessorial, and advance charges.

In practice, that means the estimate should give you a usable picture of the services being priced, not just a bare total.

5. A binding estimate must clearly describe the shipment and services

49 CFR 375.403 sets detailed rules for binding estimates.

Among other things, the binding estimate must be in writing, must clearly describe the shipment and all services provided, and must indicate that the mover and shipper are bound by the charges for the quantities and services shown.

If additional goods or services appear before loading, the rule explains how the mover may reaffirm or revise the estimate.

6. A non-binding estimate must clearly say that it is not binding

49 CFR 375.405 requires a non-binding estimate to be in writing and clearly indicate on its face that it is not binding on the mover.

It also must clearly describe the entire shipment and all services to be provided.

The estimate should explain that final charges are based on actual weight and tariff provisions, and it is subject to the federal delivery-payment rules for non-binding estimates.

7. Payment methods at delivery must be specified

49 CFR 375.401 requires the mover to specify the form of payment it and its agent will honor at delivery.

That can include forms such as cash, certified check, money order, cashier’s check, specified charge or credit cards, or mover-provided credit where allowed.

Check whether your paperwork tells you what payment method will actually be accepted on delivery day.

8. Volume-to-weight conversions require an explanation

If your estimate is priced by cubic feet, the number you were quoted is not the number the final bill will be built from, so you need to know how one becomes the other.

When a mover estimates on volume and later converts it to a weight-based rate, 49 CFR 375.401 requires a written explanation of the conversion formula. The estimate must state that final charges will be based on actual weight and services and subject to the 110% rule at delivery.

9. The estimate should be dated and signed

FMCSA’s consumer guidance says the mover and shipper sign the estimate and the mover provides a dated copy when it is signed.

Keep that copy with later revisions so you can see which version was in effect.

10. Broker estimates have additional rules

A household-goods broker may provide an estimate only subject to specific federal requirements.

49 CFR 375.409 says a broker may provide an estimate when there is a written agreement between the broker and motor carrier adopting the broker’s estimate as the carrier’s own estimate.

49 CFR 371.115 requires that agreement to identify the broker and carrier and state, among other things, that the broker’s written estimate is exclusively on behalf of the authorized carrier and based on that carrier’s published tariff.

That is why the distinction between broker and carrier matters when reading the estimate. Read more: Moving Broker vs. Carrier.

What this checklist does not mean

A document can satisfy many formal requirements and still leave practical questions. Conversely, unfamiliar wording is not automatically a violation.

Use this checklist to identify what the paperwork says, then ask for clarification where the document does not answer a material question about the move.