A binding estimate locks in your price; a non-binding estimate is the mover’s best guess, and the final bill follows the actual work. Which one you get, and the rules behind it, depend on whether your move stays in Virginia or crosses a state line.
As a moving company in Virginia Beach, we write estimates every day, and the biggest source of moving-day friction is not the number itself. It is a customer and a mover reading the same estimate differently. This guide explains the three estimate types you will see, what can legally change the price, and how to get a quote that holds up on moving day.
The Three Estimate Types Compared
| Binding | Non-binding | Binding not-to-exceed | |
|---|---|---|---|
| What you pay | The quoted price, unless you add items or services | Actual charges based on weight or hours | The lower of the quote or the actual charges |
| Can the price go up? | Only for added items or services | Yes | Only for added items or services |
| Can the price go down? | No | Yes | Yes |
| Cost of the estimate | Mover may charge for it (interstate) | Must be free (interstate) | Varies by mover |
| Defined in federal rules? | Yes, 49 CFR 375.403 | Yes, 49 CFR 375.405 | No, it is an industry term |
| Best for | Budget certainty on a well-surveyed home | Small or simple moves | The safest middle ground when offered |
Binding Estimates
On an interstate move, a binding estimate means you cannot be required to pay more than the quoted amount at delivery (49 CFR 375.403). The price holds even if your goods weigh more than the mover expected, as long as you did not add anything.
The price can change in two situations:
- You add items or services. If you ask for more, the mover must tell you the added cost and prepare a new binding estimate for you to sign. If extra items show up before loading, the mover must reaffirm the original estimate, write a new one, or agree in writing to treat it as non-binding. If it loads without doing any of that, the original price stands.
- The mover finds a service is necessary after the paperwork is signed, such as a hoist or a shuttle truck. It must tell you before doing the work and give you at least one hour to decide. Agreed charges are billed after 30 days from delivery, not collected on the spot.
One more cap: if conditions make normal service impossible, the extra “impracticable operations” charge collected at delivery cannot exceed 15% of all other charges.
Non-Binding Estimates and the 110% Rule
A non-binding estimate is free and must be in writing on an interstate move, and your final price follows the actual weight or time (49 CFR 375.405). The protection is the 110% rule: at delivery, the mover cannot require you to pay more than 110% of the non-binding estimate. Anything above that is billed after 30 days.
Here is how that works on a $3,000 non-binding estimate:
| Actual charges | Due at delivery | Billed after 30 days |
|---|---|---|
| $2,700 | $2,700 | $0 |
| $3,200 | $3,200 | $0 |
| $3,600 | $3,300 (110% cap) | $300 |
The 110% rule protects your cash on moving day, not your total. A non-binding estimate that was far too low still costs you the full amount, just later. That is why a lowball quote is one of the red flags when hiring movers.
Binding Not-to-Exceed Estimates
A binding not-to-exceed estimate caps your price at the quote but lets it drop if the job comes in smaller. If your goods weigh less or the move takes less time than estimated, you pay the lower actual cost.
This is a common industry offering, not a category defined in federal regulation. The FMCSA’s glossary and estimate guidance describe only binding and non-binding estimates. If a mover offers a not-to-exceed price, make sure the wording on paper says exactly that: the price cannot go above the stated amount unless you add items or services.
What Changes the Price: Accessorial Charges
Most surprise charges are accessorial services: work beyond loading, driving, and unloading. The FMCSA glossary and consumer booklet name the usual ones:
| Charge | What triggers it | Hampton Roads example |
|---|---|---|
| Flight charge | Carrying items up or down stairs | Third-floor walk-up apartments |
| Elevator carry | Using an elevator at either end | Oceanfront condo towers |
| Long carry | An unusually long walk from truck to door | Downtown blocks and townhome rows with far parking |
| Shuttle service | A smaller truck because the big one cannot reach the home | Narrow historic streets or low tree cover |
| Packing and unpacking | Crew packs your boxes | Full-service packing |
| Extra pickup or delivery | A stop added after signing | Picking up items from a storage unit |
| Parking permits | Required street permits | Some city blocks during busy seasons |
On interstate moves, accessorial charges such as elevators or long carries should be identified before the bill of lading is prepared. If they are not, they are billed after 30 days rather than collected at delivery (49 CFR 375.401).
How to Get an Accurate Estimate
The best estimates come from a mover who has actually seen what you own, either in person or on video.
- Ask for a survey. Federal rules require interstate movers to do a physical survey before a written estimate, either on-site or virtually by live or recorded video (49 CFR 375.103). You can waive it only in writing before loading. Phone-only quotes for a whole house are where most problems start.
- Show everything. Open closets, the attic, the shed, and the garage. Mention items going to a donation center so they come off the list.
- Describe both addresses. Stairs, elevators, gated communities, HOA move-in windows, and parking distance all change the time.
- Get it in writing and read it. Know which estimate type it is, what is included, and what triggers extra charges. Ask about valuation coverage at the same time; our moving insurance guide explains the options.
- Book early. Last-minute moves leave less room to fix surprises. Here is how far in advance to book movers.
For a quick planning number before you call anyone, try our moving cost calculator or see typical ranges on our Virginia Beach moving prices page.
Local Hampton Roads Moves vs Interstate Moves
The binding, non-binding, and 110% rules above are federal rules for moves that cross state lines. A move from Chesapeake to Suffolk, or Hampton to Virginia Beach, follows Virginia law, and it works differently.
| Interstate (FMCSA) | In-state Virginia (DMV) | |
|---|---|---|
| Default estimate type | Mover offers binding or non-binding | Non-binding, unless the carrier chooses to bind it |
| Cap at delivery | 110% of a non-binding estimate | No statewide 110% cap |
| Required paperwork | FMCSA’s Your Rights and Responsibilities When You Move booklet | Estimate headed “ESTIMATED COST OF SERVICES” plus a DMV-approved information booklet |
| Rates | Set by the mover’s tariff | Set by the carrier’s DMV-filed tariff; tariff rates must be charged on moves over 30 miles |
| Rule source | 49 CFR Part 375 | Va. Code ยง 46.2-2157 and Virginia DMV |
The practical takeaway for a local move: because Virginia has no 110% cap, the accuracy of the survey matters even more. Ask how the estimate is calculated (hourly or flat), what is included, and what would change it. For moves out of state, see our long-distance moving service.
Frequently Asked Questions
Is a binding or non-binding estimate better?
Binding is better if you want certainty and the mover has surveyed everything. Non-binding can cost less on a simple move, but the final bill can rise.
Can a mover charge more than a binding estimate?
Only if you add items or services, or agree in writing to necessary extra services. On interstate moves, those agreed extras are billed after 30 days.
What is the 110% rule for movers?
On interstate moves, a mover cannot require you to pay more than 110% of a non-binding estimate at delivery. The rest is billed after 30 days.
Does the 110% rule apply to local Virginia moves?
No. Virginia law does not set a 110% cap. In-state estimates are non-binding unless the carrier chooses to bind them.
Can I get a moving estimate without an in-home visit?
Yes. Federal rules allow virtual surveys by live or recorded video, and you can waive the survey in writing. A video walk-through is still far more accurate than a phone quote.
How do I get an estimate from Tidal Town Moving?
Request a free estimate online or call (757) 716-9286. We put the estimate in writing so you know what is included before moving day. For what happens next, see what to expect on moving day.