An accurate moving quote depends almost entirely on the quality of the information you give the mover — and the type of estimate you ask for. Give a mover vague details and you'll get a vague number that inflates on moving day; give them a precise inventory and insist on a written binding or not-to-exceed estimate, and the price you see is very close to the price you'll pay. We've been on both sides of this conversation for over 35 years, and the gap between a good quote and a bad one almost always comes down to preparation.
Why most moving quotes end up wrong
The single biggest cause of a quote that blows up on delivery day is an incomplete inventory. Movers price by weight (long-distance) or time and crew size (local). When you forget to mention the basement full of tools, the second-floor bedroom, or the 400-pound gun safe, the estimate is built on a fraction of your actual move. The mover isn't necessarily lying — they're pricing what you described.
Before you contact a single company, walk every room in your home with a notepad or your phone and log every item that needs to move. Include:
- All furniture (beds, sofas, dressers, bookcases, dining sets)
- Appliances you're taking (refrigerator, washer/dryer, chest freezer)
- Specialty items: pianos, safes, pool tables, artwork, antiques
- Garage, attic, basement, and outdoor storage contents
- Anything that requires disassembly or special crating
That list is the foundation of every quote you request. Without it, you're comparing apples to guesses.
The three types of moving estimates — and which one to ask for
Not all estimates carry the same legal weight. Under FMCSA regulations, interstate movers are required to offer at least a non-binding estimate, but you have the right to request a binding or not-to-exceed estimate instead.
| Estimate Type | What It Means | Your Risk |
|---|---|---|
| Non-binding | Final price is based on actual weight/time at delivery | Moderate — bill can exceed quote by up to 10% above the estimate (FMCSA rule) |
| Binding | Price is locked; mover cannot charge more even if shipment weighs more | Low — you know the ceiling |
| Not-to-exceed (guaranteed max) | Price can go down if shipment is lighter, never up | Lowest — best of both worlds |
For local moves (charged by the hour), ask for a written not-to-exceed estimate based on the crew size, hourly rate, and a realistic time range. For long-distance moves, a binding or not-to-exceed estimate is almost always worth any small premium over the non-binding rate. Our guide on binding vs. non-binding moving estimates goes deeper on how each type works under federal law.
What information to give the mover upfront
The more specific you are, the more accurate — and legally defensible — your quote will be. Here's exactly what to have ready:
- Your full inventory list — room by room, every item (see above)
- Origin and destination addresses — including floor numbers, elevator availability, and stair counts at both ends
- Access conditions — narrow hallways, low ceilings, gated communities, parking restrictions, long carries (over ~75 feet from truck to door)
- Move date and flexibility window — weekday/off-peak dates typically cost 10–15% less than weekend/end-of-month slots; see how to choose a moving date for the full breakdown
- Packing needs — are you packing yourself, or do you need full or partial packing service?
- Specialty items — anything requiring special equipment, crating, or extra crew
- Storage requirements — if your new place isn't ready, you'll need storage-in-transit, which adds cost
How to compare quotes from multiple movers
Get at least three quotes — ideally from companies with verified USDOT numbers (interstate) or state PUC/DOT licenses (intrastate). You can browse licensed movers by state to start building your list.
When you have quotes in hand, compare them on these specific points:
- Is it written? A verbal quote is not enforceable. Every legitimate mover will give you a written estimate.
- What's included? Compare line items, not just totals. One quote may include full packing materials; another may not.
- What's the estimate type? Non-binding quotes are not apples-to-apples with binding quotes.
- Are fuel surcharges, stair fees, and long-carry fees itemized? Hidden add-ons are the most common source of bill shock — our guide to moving hidden fees and surcharges lists every one worth asking about.
- What's the valuation coverage included? Federal law requires movers to offer Released Value (60 cents/lb) at no charge. Full Value Protection costs extra but covers actual replacement. Ask for both options to be quoted.
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Red flags in a moving quote
After thousands of moves, these are the warning signs we've seen lead to problems:
- Quote given without a home walkthrough or detailed inventory review. A mover who quotes you in two minutes over the phone without asking about your inventory is guessing — or low-balling to win your business.
- Price is dramatically lower than every other quote. In moving, suspiciously cheap almost always means something is missing from the estimate or you're dealing with a rogue broker who will mark up the price at delivery.
- Large upfront deposit required. Reputable movers typically collect 0–25% upfront. Demands for 50% or more before the truck rolls are a serious red flag. For more on deposits, see what's normal for moving company deposits.
- No USDOT number or state license. Interstate movers are required by law to have a USDOT number registered with the FMCSA. You can verify any number for free on the FMCSA's SAFER database. Intrastate movers must be licensed by their state PUC or DOT.
- Refusal to provide a written estimate. This is non-negotiable. Walk away.
If any of these appear, read our full breakdown on how to spot a fraudulent mover before you go further.
In-home vs. virtual vs. phone estimates: which is most accurate?
| Method | Accuracy | Best For |
|---|---|---|
| In-home walkthrough | Highest | Whole-home moves, 2BR+, long-distance |
| Video/virtual survey | High | Mid-size moves when in-person isn't feasible |
| Phone/online form | Moderate | Small/studio moves with simple inventories |
For any move involving a full household or specialty items, always request an in-home or video survey. It protects you and it protects the mover — nobody is working from assumptions. For a studio or small move, a detailed written inventory submitted digitally can be sufficient; see our guide to moving a studio or small apartment for what that list should include.
What a quote should look like on paper
A legitimate written estimate for an interstate move, governed by FMCSA rules, should include:
- Company name, USDOT number, and MC (broker) number if applicable
- Origin and destination addresses
- Estimated weight or cubic footage (for long-distance)
- Itemized services: loading, transport, unloading, packing if applicable
- Accessorial charges (stairs, long carry, appliance service) listed separately
- Type of estimate (binding, non-binding, or not-to-exceed) clearly labeled
- Valuation options offered
- Pickup and delivery date ranges
- Payment terms and accepted methods
If any of these are missing, ask before you sign. Once you find movers and request quotes, use this list as your checklist.
Frequently asked questions
How many moving quotes should I get?
Get at least three written quotes from licensed movers who reviewed your full inventory. Three quotes give you enough data to spot the outlier — whether that's a suspiciously low bid or an inflated one — and to negotiate from a position of knowledge.
Can a moving company charge more than the quoted price?
On a binding estimate, no — the mover cannot charge more than the quoted amount even if the shipment weighs more. On a non-binding estimate, federal FMCSA rules allow the mover to charge up to 110% of the non-binding estimate at delivery; anything beyond that must be billed later and you have 30 days to pay it. Always clarify which type of estimate you're receiving.
How far in advance should I get moving quotes?
For peak-season moves (May through September, end of month, weekends), start collecting quotes 6–8 weeks out. Off-peak moves can often be quoted 3–4 weeks ahead. Last-minute quotes are possible but give you less negotiating leverage and fewer choices.
Is a free moving estimate really free?
Yes — legitimate movers do not charge for estimates, whether in-home, virtual, or phone. If a company charges a fee just to give you a quote, that is unusual enough to warrant skepticism. The cost of the estimate is built into the mover's cost of doing business.
What's the difference between a moving quote and a moving contract?
A quote (or estimate) is a preliminary document outlining projected costs. A contract (the Bill of Lading for interstate moves) is the legally binding agreement you sign before or on moving day. Make sure the final Bill of Lading matches the estimate you were given — if numbers have changed, ask for a written explanation before the truck is loaded.
Should I tip movers, and does it affect my quote?
Tips are separate from your quote and never required — but they're genuinely appreciated for a job well done. Standard practice is $20–$50 per mover for a local move and $50–$100 per mover for a long-distance job. For the full breakdown, see how much to tip movers. Don't factor tips into your quote comparison.
Ready to start collecting quotes from licensed, vetted movers? Find movers near you in our directory, or let Robert, our AI moving assistant, help you figure out what to ask and who to call. A little preparation now is worth hundreds of dollars — and a lot of headaches — on moving day.
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