When we moved from Columbus to Richmond, I collected four quotes in one week. They ranged from $3,850 to $7,200 for the exact same two-bedroom apartment. I spent a whole evening at the kitchen counter trying to figure out how four companies could look at the same couch and see such different numbers.
The answer was mostly in the fine print. This is how I’d get a moving company quote today: what to have ready before anyone walks through your home, how binding and non-binding estimates differ, and the red flags that made me cross one company off in about ten minutes.
What a moving company quote is based on
Every mover I talked to built the number from the same few things: how much stuff you have (weight or volume), how far it’s going, how many people and hours it takes, and extras like packing, stairs or a long walk from the door to the truck.
So the quote is only as good as the inventory behind it. The company that quoted me $3,850 had done it over the phone in six minutes. It hadn’t asked about the storage closet on the balcony or my 14 boxes of books. That should have told me something.
If your move crosses state lines, federal rules apply. The regulation movers follow says an interstate carrier must “conduct a physical survey of the household goods” before giving you a written estimate, unless you waive that survey in writing. Local moves inside one state follow state rules instead, and they vary.
Binding vs non-binding: the two estimate types
This is the part I wish someone had explained to me before the first walkthrough.
A non-binding estimate is the mover’s best guess. Your final bill is based on the actual weight and services, so it can go up. For interstate moves there’s a cap on what they can demand at delivery: under 49 CFR 375.407, if you pay up to 110 percent of the non-binding estimate on delivery, the mover has to hand over your things. Any remaining balance gets billed later.
A binding estimate fixes the price for the services it lists. The rule for binding estimates says the mover “may not collect more than the amount of the original binding estimate” at delivery, with a few exceptions such as extra services you agree to. The catch: if you add items after the estimate, the mover doesn’t have to honor it. They can re-quote, write a new estimate, or treat the old one as non-binding.
Some movers also offer what they call a not-to-exceed price, where you pay the lower of the estimate or the actual weight. Ask each company in writing what its version means, because the name gets used loosely.
How to get a moving company quote you can compare
Comparing four quotes only works if all four companies are pricing the same move. Here’s the process I used the second time around, and it took about two evenings.
- Declutter first. Every box you donate is weight you don’t pay for. I followed my own decluttering before a move plan and cut our boxes from 61 to 44 before the first survey.
- Write one inventory list. Room by room, including the garage, balcony, attic and that one closet. Give the same list to every company.
- Ask for an in-home or video survey. I skipped any company that wanted to quote a two-bedroom over the phone.
- Get every quote in writing, with the estimate type named on it: binding or non-binding.
- Ask the same five questions: Is packing included? Are there stair or long-carry fees? What does valuation coverage cost? Is there a fuel surcharge? What’s the deposit?
Then put them side by side. When I did, the gap between the four quotes shrank from $3,350 to about $900. Most of the difference had been one company leaving things out.
A side-by-side look at the estimate types
| Question | Non-binding estimate | Binding estimate | Not-to-exceed (ask the mover) |
|---|---|---|---|
| Can the final price go up? | Yes, based on actual weight and services | Not for the services listed | Usually no, but it depends on the mover’s wording |
| Can it go down? | Yes, if the load weighs less | No | Usually yes |
| What you pay at delivery (interstate) | Up to 110% of the estimate; the rest is billed later | The binding amount, plus agreed extras | Ask in writing |
| What happens if you add items | The price rises with the weight | Mover can re-quote or refuse | Mover can re-quote |
| Best for | People unsure of their final inventory | People who’ve decluttered and know what’s going | People who want a ceiling and a chance at a lower bill |
Red flags in a moving quote
One company asked for a 40 percent deposit by Venmo before anyone had seen the apartment. That was the one I crossed off in ten minutes. Other things that made me nervous:
- A quote that’s far lower than every other one, with no survey behind it.
- No company name on the paperwork, just a phone number and a first name.
- Pressure to sign the same day “before the price changes.”
- Vague answers when I asked whether the estimate was binding or non-binding.
For interstate moves, look the company up on the FMCSA Protect Your Move site before you sign anything. If you’re trying to cut the bill in other ways, my post on low-cost moving companies covers cheaper options, like hybrid moves where you pack and they drive.
Three moving quote mistakes to avoid
- Comparing quotes built on different inventories. Hand every company the same written list, or the cheapest quote is simply the one that counted the least.
- Adding furniture after a binding estimate. We inherited a dresser two weeks before the move. Telling the mover early meant a small re-quote instead of a fight on moving day.
- Ignoring the valuation coverage line. Basic coverage can be very low per pound. Ask what a damaged TV would be worth under each option.
What didn’t work for me
I tried to save money by doing the video survey with the lights off in half the rooms, because I hadn’t cleaned yet. The estimator missed a bookshelf and a kids’ bed frame. On a binding estimate, that turned into a re-quote two days before the move and $310 more. Clean or not, show them everything.
I also assumed a local move would follow the same rules. It doesn’t. Our later move across town was priced by the hour, which is a different beast. If you’re moving nearby, my breakdown of what local movers cost explains hourly pricing and the extras that pile on.
Grab the free printable: my Moving Quote Comparison Sheet, with a room-by-room inventory page, the five questions to ask every mover and four columns to compare quotes line by line. Get the free sheet →
FAQ
How many moving company quotes should I get?
Three or four is a good number. Give every company the same written inventory and ask for the quote in writing with the estimate type named, so you can compare them line by line.
Is a binding estimate better than a non-binding one?
A binding estimate protects you from a higher bill for the services listed, which is great if you’ve already decluttered. A non-binding estimate can come in lower if your load weighs less, but for interstate moves you may pay up to 110 percent at delivery and get billed for the rest.
Can a mover give an accurate quote over the phone?
For a small studio, sometimes. For anything bigger, ask for an in-home or video survey. For interstate moves, federal rules require a physical survey before the written estimate unless you waive it in writing.
If you’re moving this year, start with the inventory list tonight, one room at a time. It’s boring, and it’s the thing that turned my four wild quotes into a choice I could make in one evening. We went with the second-cheapest company, a binding estimate, and paid exactly what the paper said.
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