How to compare full-service moving estimates and fees

What to remember

• A rate quote is not the same document as a written interstate moving estimate.
• Added items, stairs, elevators, parking limits, packing, or shuttle service can change the price basis.
• Compare the estimate, order for service, bill of lading, inventory, and valuation selection as one document set.
• Federal household-goods rules discussed here apply to interstate moves; state and local rules govern many intrastate moves.

Start with the inspection and shipment inventory

Give each company the same shipment list before comparing totals. Count furniture, cartons, appliances, fragile pieces, outdoor items, storage contents, and anything that needs disassembly, crating, or special handling. Use the QuoteOtter inventory guide to build that common list. Moving quote inventory checklist

For interstate moves, the Federal Motor Carrier Safety Administration says a written estimate should be based on an actual or virtual inspection of the household goods. FMCSA distinguishes that estimate from a simple rate quote. FMCSA guidance on unexpected moving costs

Record the inspection date and method. Confirm that each estimate uses the same origin, destination, requested dates, inventory, packing responsibility, and storage assumptions. If one estimator saw a full garage and another did not, the totals do not describe the same shipment.

Ask each company to identify whether it acts as the mover or as a broker arranging service with another carrier. The company that performs the move, the company that prepared the estimate, and the name on the payment instructions should be clear before you compare documents.

Separate binding and non-binding estimates

A binding estimate for an interstate move sets the amount due for the services and items listed in that estimate at delivery. Added items or services and unforeseen access conditions can require a new binding estimate. FMCSA gives stairs, elevators, and required parking permits as examples of circumstances that can add work. FMCSA guidance on unexpected moving costs

A non-binding estimate describes expected charges but does not guarantee the final total. FMCSA says the final charge may depend on actual shipment weight, services performed, and the mover's tariff. For an interstate shipment under a non-binding estimate, the mover cannot require more than 110 percent of the estimate at delivery, though remaining lawful charges may be billed later. Confirm the current rule and your documents with FMCSA or the mover before the move.

Do not compare a binding total with a non-binding total as if the two numbers carry the same price commitment. Write the estimate type beside each amount and ask what event allows the company to revise it.

Itemize transportation, access and added service charges

FMCSA says an interstate written estimate should include transportation, accessorial, and advance charges. FMCSA guidance on unexpected moving costs

Transportation covers the core movement of the shipment. Accessorial charges cover requested or necessary work outside that base service. Advance charges can cover services arranged with another provider. The labels and pricing methods vary, so compare the written description and price basis rather than the category name alone.

Ask each estimator to address:

• packing and unpacking labor;
• cartons, tape, pads, crates, and other materials;
• stairs, elevators, long carries, narrow access, and parking permits;
• shuttle vehicles when a large truck cannot reach an address;
• appliance preparation, disassembly, and reassembly;
• bulky, fragile, high-value, or unusually heavy items;
• storage, warehouse handling, redelivery, and waiting time; and
• cancellation, rescheduling, and payment-processing terms.

Write “included,” “excluded,” or the stated unit price beside each service. A blank cell does not mean the service is free.

Match weight, volume, minimums, and access assumptions

Non-binding interstate estimates may use the actual weight of the shipment to calculate lawful tariff charges. A mover may also have a minimum shipment charge. Ask how the company will determine weight, what records you receive, and whether the estimate includes any minimum weight or volume assumption.

Access can change labor and equipment. Give every estimator the same details about floors, stair flights, elevator reservations, loading docks, street width, driveway limits, walking distance, parking restrictions, building hours, and certificate-of-insurance requirements. Include the destination, not only the pickup address.

If the company may use a shuttle, hoisting service, extra crew, or storage because of access, ask for the trigger and rate in writing. Update the estimate before loading when you add items or services.

Compare valuation choices and claim responsibility

The price of a move and the mover's responsibility for loss or damage are separate comparison fields. FMCSA tells interstate movers to explain liability options and provide required consumer information. Its successful-move guidance identifies the estimate, bill of lading, inventory, and liability choice as core documents. FMCSA tips for a successful move

Ask each company to show:

• the valuation or liability option selected;
• the charge for that option;
• the declared value or shipment value used;
• exclusions or limits for high-value items;
• packing conditions that affect claims;
• the claim filing method and deadline; and
• whether a broker, carrier, or separate insurer handles the claim.

Do not rely on the word “insured” without reading the document that states who owes what after loss or damage. Keep photographs, receipts, inventory notes, and copies of signed documents with your move records.

Read the estimate, order, bill of lading, and inventory together

FMCSA describes the bill of lading as the contract between the customer and mover and a receipt for the belongings. The mover also prepares an inventory that records the shipment and visible damage or wear. FMCSA tips for a successful move

Compare names, addresses, dates, shipment identifiers, services, payment method, estimate type, valuation choice, and contact information across the documents. Resolve conflicts before signing. Do not sign blank forms.

The order for service and bill of lading may contain terms not shown in the estimate. Read cancellation terms, pickup and delivery windows, storage rights, arbitration or dispute provisions, payment timing, and the process for additional charges. Keep the final signed versions rather than screenshots of an earlier quote screen.

Verify the interstate mover or broker

FMCSA advises consumers to check that interstate movers and brokers are registered. Movers authorized for interstate household-goods transportation should have a U.S. DOT number, and the federal search tool provides registration and complaint information. Intrastate requirements vary by state or locality. FMCSA steps to select a mover

Match the legal name and numbers in the database to the estimate, website, contract, and payment recipient. Confirm whether the business is a carrier or broker. Registration does not replace your review of the estimate, complaint history, references, service terms, or insurance information.

FMCSA also tells interstate customers to obtain the booklet Your Rights and Responsibilities When You Move. Read it before signing documents or loading begins.

Use this moving estimate comparison sheet

Use the last column as a request for a revised estimate. Replace each prompt with the answer from the signed document.

Limitations of a moving estimate

An estimate cannot prevent changes when the shipment, requested services, access, dates, or circumstances differ from what the company priced. A non-binding estimate does not promise a final total. A binding estimate covers the listed shipment and services, not undisclosed additions.

Federal household-goods rules discussed here apply to interstate moves. State or local agencies may regulate moves that stay within one state. Your signed documents and applicable rules control the transaction.

This guide cannot choose a mover, interpret a contract, value household goods, or decide a claim. Ask FMCSA, the relevant state authority, the mover, broker, insurer, or a qualified adviser about a specific dispute or legal question.