What makes a quote binding: A binding moving estimate is a legal document that fixes your total price before the truck arrives. The number cannot rise even if your belongings weigh more than projected — unless you add items or services that were not on the original inventory. Under federal rules, a non-binding estimate carries a 110% collection cap: a mover can collect no more than 110% of the written estimate at delivery, with any remainder billed and due within 30 days. New York State adds its own layer — the 25/10/10 disclosure rule — requiring licensed movers to specify a 25 lb weight tolerance, a 10% time tolerance, and a 10% accessorial-charge tolerance in writing before you sign. A rate quote given over the phone or on a website is not a legal estimate and offers none of these protections.
The Three Kinds of Moving Estimate
Not every price a mover quotes you has the same legal standing. The type of estimate determines what you owe at delivery, what the mover can collect, and what recourse you have if the number changes.
| Type | What it means | What you pay at delivery | Can the number change? |
|---|---|---|---|
| Binding | A locked total price based on a written survey of your items and access conditions | Exactly what the estimate says — no more, even if your load is heavier than projected | No — unless you add items or request services that were not on the original inventory |
| Non-binding | A projection based on expected weight or time; not a guaranteed price | The actual cost at delivery, which may be higher or lower than the written number | Yes — the final bill can rise, though federal law caps what the mover can collect at your door |
| Guaranteed-not-to-exceed | A ceiling on what you will pay, typically on weight-rated moves; you benefit if the job comes in lighter | The lower of: the estimate, or the actual cost — you never pay more than the ceiling | Only upward movement is blocked; if your move is lighter or faster, your price drops accordingly |
| Rate quote (phone or web) | A ballpark range based on information the mover has not verified in person | Depends on what is actually agreed in writing at booking — this number is not protected | Yes — a rate quote is not a legal estimate under federal or state rules and carries no collection limits |
The 110% Rule Is a Collection Cap, Not a Price Cap
The 110% rule comes from federal interstate moving regulations and is one of the most frequently misunderstood protections in the industry. It does not limit how much a move can cost. It limits how much a mover can demand at your door on a non-binding estimate.
Here is what it actually means: if your non-binding estimate is $2,000 and the actual cost comes to $2,500, the mover can collect a maximum of $2,200 at delivery — that is 110% of the written estimate. The remaining $300 must be billed separately, and you have 30 days to pay it. The mover cannot hold your belongings over that unbilled gap.
This cap applies on weight-rated interstate moves. For intrastate moves within New York, the state follows the same framework under NYSDOT licensing requirements. The practical effect is identical: at your door, your exposure on a non-binding estimate is capped at 110% of what was written — but the final bill can still exceed that number, collected differently and on a different timeline.
The rule gives you time, not a discount. If you want price certainty from the start, request a binding estimate rather than a non-binding one.
What New York State Guarantees on Top
New York State licenses movers through the Department of Transportation and requires written estimates before any move begins. Beyond the federal 110% framework, NY adds specific disclosure and authorization requirements that apply to every licensed intrastate move.
| How your move is rated | If the final bill runs over | You take delivery by paying | Time to settle the rest |
|---|---|---|---|
| Hourly (time-rated) | You pay the agreed hourly rate multiplied by hours actually worked — billed to the actual time | The amount shown on the bill of lading when you sign at delivery | Outstanding balance is due within 30 days under NY regulations |
| Weight-rated (non-binding) | The federal 110% collection cap applies — the mover collects no more than 110% of the written estimate at your door | Up to 110% of the written estimate, paid at the time of delivery | Any amount above 110% is billed separately; due within 30 days |
| Binding estimate | No overcharge is permitted — the signed price is the price, regardless of actual weight or time | The exact amount stated in the binding estimate, no more and no less | Nothing additional — the estimate covers the full agreed scope |
| Extras or added services | Each extra must have a written order for service with the price stated before any work on that extra begins | The estimate amount plus the written charges for each authorized extra service | Any outstanding balance for extras is due within 30 days of delivery |
What Can Legally Change a Binding Number
A binding estimate is a contract, not an invoice. It can be revised — but only under specific, documented conditions, and only with a new written order signed before the extra work begins. If none of these apply, the original price stands.
Items That Were Not on the List
If you listed 60 boxes and 80 go on the truck, the difference was not surveyed and was not priced. A mover can charge for items outside the estimate scope, but only with a written order before those items are touched. An item added after the crew arrives without written authorization is a disputed charge you do not have to pay at delivery.
Access Nobody Mentioned
A fourth-floor walk-up, a building with a loading dock embargo, a service elevator that runs only two hours a day — access conditions that were not disclosed at estimate time can support a legitimate extra charge. The key word is disclosed: if your estimator asked about the building and you answered accurately, those conditions were already priced in.
Services Added at the Door
Packing a room that was not in the original scope, crating a mirror, disassembling a bed frame the estimator did not note — any service not in the original estimate is fair to charge for, but only if you authorize it in writing before the crew starts. Verbal agreements at the door are not enforceable. See what is standard on our piano movers NYC service as a baseline for what a complete estimate covers.
The Paperwork Rule
A binding estimate can only be superseded by a new written estimate provided before any work begins on the additional items or services. A foreman who says it will cost a little more and then starts loading is not issuing a legal revision. If you did not receive a revised written estimate signed by both parties before the extra work started, the original price is what you owe.
The single most powerful protection you have is a complete inventory before you sign anything. Walk through every room with your estimator — open closets, count boxes, flag the piano — because anything not on the list at survey time becomes potential grey area at delivery. Our moving cost calculator can help you build an initial scope before you meet with a mover.
If the Number Changes at the Door, Do This
Even with a solid estimate in hand, movers sometimes present a higher number at delivery. Here is how to respond in sequence — before loading begins if possible, and after delivery if not.
Read the Estimate Type on Your Bill of Lading
Before anything goes on the truck, find the line on your bill of lading that identifies your estimate type. If it says non-binding, you are subject to the 110% collection cap at delivery. If it says binding, the price on the estimate is the price — no statement from the crew at the door can change it without a new signed document.
Require a Revision in Writing Before Loading
If the crew identifies an item or access condition not covered in the original survey, stop before a single piece of furniture moves. Ask for a written order for service that specifies the extra charge and has a space for your signature. Once items are on the truck, your position weakens and your options narrow considerably.
Know Your Ceiling Before Opening Your Wallet
Non-binding estimate: your ceiling at delivery is 110% of the written estimate — not 110% of whatever number the mover announces at the door. Weight-rated move in New York: the same federal cap applies. Binding estimate: the written price is your ceiling, full stop. Verify your mover holds a valid license with our guide on how to check a mover’s license number if anything feels off.
Pay the Cap, Take Delivery, Then Dispute in Writing
You are legally entitled to take possession of your belongings by paying the applicable cap — 110% of the written estimate for non-binding moves, or the full binding price. If you believe a charge is unjustified, pay under written protest, take your belongings, and file a complaint with the NYSDOT or request arbitration afterward. Do not let a dispute over a number keep your furniture on a truck overnight.
Binding vs Non-Binding Moving Estimates — Frequently Asked Questions
A binding estimate locks in the total price based on a survey of your items. A non-binding estimate is a projection that can change based on the actual weight or time of your move. With a binding estimate, you pay exactly what is written — even if your load turns out heavier than expected. With a non-binding estimate, the final bill reflects actual conditions, and federal law caps what the mover can collect at delivery at 110% of the written number.
Federal regulations cap what a mover can collect at delivery on a non-binding estimate at 110% of the written estimate amount. If your estimate was $2,000 and the actual cost comes to $2,500, the mover can only collect $2,200 at your door. The remaining $300 must be billed separately, and you have 30 days to pay it. The mover cannot withhold your belongings over the unbilled portion.
A binding estimate can only be exceeded if items that were not on the original inventory are added, or if services not in the original estimate are requested — and only if the mover provides a new written order before doing any of that extra work. If nothing changes from the original survey, the mover cannot legally charge more than the binding price, regardless of what the actual weight or time turns out to be.
A guaranteed-not-to-exceed estimate sets a ceiling on what you will pay. If the actual cost of the move comes in under the estimate, you pay the lower amount. If it comes in over, you still pay only the ceiling. It is essentially a binding estimate that also passes the savings back to you if the move is lighter or faster than the estimator projected.
No. A rate quote — often given over the phone or through a website form — is not a legally protected estimate under federal or New York state rules. The number can change significantly once a mover assesses your actual load in person. Always request a written in-home or video survey estimate before booking, and ask specifically whether it is binding or non-binding.
First, check your bill of lading for the estimate type. If you have a binding estimate, the original price is what you owe. If it is non-binding, you can be asked to pay up to 110% of the written estimate at the door — not more. You are entitled to take delivery by paying the applicable cap. If you believe a charge is unjustified, pay under written protest, take your belongings, and pursue a complaint or arbitration after your items are safely unloaded.
New York State requires licensed movers to provide written estimates before any move begins and to obtain written authorization before performing any service not in the original agreement. The state follows the federal 110% collection limit for non-binding estimates and adds its own 25/10/10 disclosure requirement: licensed NY movers must inform you in writing of the 25 lb weight tolerance, the 10% time tolerance, and the 10% accessorial-charge tolerance before you sign the estimate.
Do a thorough walk-through with your estimator — show every room, every closet, every heavy or oversized item. Request a written binding estimate rather than a non-binding one. Get any access conditions (walk-up floors, elevator windows, long carries, parking restrictions) documented in the estimate before you sign. Do not authorize any additional services verbally — require a written order before any extra work begins, and keep a copy of everything.
