Last updated: April 25, 2026
TL;DR
- A binding estimate locks the price based on a written inventory. You pay that exact number even if the move takes longer than expected.
- A non-binding estimate gives you a good-faith projection with a not-to-exceed cap. You pay for actual hours up to the cap.
- Binding-not-to-exceed is the best of both: locked ceiling, lower if the move runs short.
- California requires every Cal-T licensed mover to give a written estimate before any move, under CPUC General Order 100.
- Federal interstate rules under FMCSA require the same plus the “Your Rights and Responsibilities” pamphlet on every long-distance booking.
A binding estimate locks your moving price at a fixed dollar figure based on the inventory the mover surveyed in advance. A non-binding estimate is a good-faith projection where you pay for the actual hours and weight, with a not-to-exceed cap protecting you on the high side.
Swift Move SD is Cal-T licensed and USDOT registered, issuing written binding or non-binding estimates on every job per CPUC General Order 100. Two data points to anchor this guide: California has required written household goods estimates since 1997, and the federal FMCSA “Your Rights and Responsibilities When You Move” pamphlet has been mandatory on interstate moves since 2003.
What is a binding estimate?
A binding estimate is a contract that fixes the total price of your move at a specific number. The mover surveys your home in person or by detailed video, builds a written inventory of every item, and assigns a weight or volume to that inventory. The estimate is then locked at that price.
If the actual move takes longer than projected, you still pay the estimate. If it takes less time, you also pay the estimate. The risk on time and labor sits with the mover, not you.
Binding estimates are most common on long-distance moves where weight matters more than hours, and on jobs where the customer needs absolute price certainty (military relocations on personally procured moves, corporate relocations with a fixed budget line, closing day moves with no flexibility).
What is a non-binding estimate?
A non-binding estimate is a good-faith projection of what the move will cost based on the mover’s experience with similar jobs. You pay the actual hours times the published hourly rate, plus any agreed add-ons. There is a not-to-exceed cap that protects you if the job runs longer than expected.
Non-binding estimates are the standard for local moves in California because Cal-T tariffs are hourly by law. The mover must publish hourly rates with the CPUC and bill in 15-minute increments after the 2-hour minimum. The estimate gives you the projected hours, and the cap is typically 110 percent of the projection.
If your local move finishes in 4 hours when the estimate said 5, you pay 4 hours. If a freak elevator outage stretches the job to 7 hours when the estimate cap was 5.5, you still only pay the cap.
What is binding not-to-exceed?
Binding not-to-exceed is the customer-favorable hybrid. The mover commits to a maximum price based on the inventory survey. If the actual weight or hours come in lower, the customer pays the lower number. If they come in higher, the cap holds.
This is the right structure for most long-distance moves out of San Diego. It protects the customer on the high side, rewards them if the move runs efficient, and gives the mover incentive to estimate honestly rather than padding.
The Federal Motor Carrier Safety Administration’s “Your Rights and Responsibilities When You Move” pamphlet at fmcsa.dot.gov/protect-your-move explains the binding versus non-binding distinction in detail and is required reading on every interstate move.
How does the law require estimates to be written?
In California, CPUC General Order 100 requires every household goods mover to provide a written estimate before performing any move. The estimate must include the hourly rate or the binding total, the not-to-exceed cap if applicable, the crew size, the truck size, and the published Cal-T tariff number.
For interstate moves, the FMCSA requires the same written estimate plus the “Your Rights and Responsibilities” pamphlet, the “Ready to Move” brochure, and a written bill of lading at delivery.
A mover who quotes you over the phone with no written follow-up before the truck arrives is operating outside California and federal law. That is the single fastest red flag for a hostage-load scam, where the truck arrives, the driver demands cash above the verbal quote, and refuses to unload until paid.
When should I pick binding over non-binding?
Pick a binding-not-to-exceed estimate when:
- You are moving long-distance and want certainty on a fixed budget
- You are doing a military PCS personally procured move (PPM) and need a paper number for reimbursement
- You have a hard closing day with no schedule flexibility
- You have unusual access or a long carry that makes hourly hard to predict
Pick a non-binding estimate when:
- You are moving locally and your home is well organized
- You want flexibility to add or drop items the morning of
- Your access is straightforward and the move is small
- You trust the hourly rate to land within the projected window
What about local versus long-distance?
In California, local moves under 100 miles are billed hourly by law under the published Cal-T tariff. The CPUC defines this as intrastate household goods transportation, and the tariff filing requirement comes from CPUC General Order 100. There is no binding-by-the-mile option on local jobs.
Long-distance moves crossing state lines fall under federal FMCSA jurisdiction. These can be billed by weight (binding or non-binding), by linear feet of trailer space, or as a binding-not-to-exceed by inventory. The standard for long-distance relocations from San Diego to Phoenix, Las Vegas, the Bay Area, or anywhere else interstate is binding-not-to-exceed by inventory weight.
For city-specific routing, see our San Diego moving page.
What red flags should I watch for?
Three things tell you an estimate is not real.
A verbal quote with no written follow-up. Real movers send written estimates by email within 24 hours of the survey, often the same day. If you cannot get the number in writing, walk away.
A binding flat rate from a phone-only inventory. Phone-only inventories miss 15 to 30 percent of items on average. A flat rate built on a phone inventory will either be padded high (you overpay) or the mover will add charges at delivery (hostage load).
An estimate that does not list the Cal-T number or USDOT number. California requires the Cal-T number on every intrastate estimate. The FMCSA requires the USDOT number on every interstate estimate. No number, no real mover.
Frequently asked questions
Can a binding estimate go up at delivery?
Only if you add inventory not on the survey, change the destination, or request services not on the contract. The original inventory and address cannot be repriced.
Is a Released Value moving estimate the same as a binding one?
No. Released Value is the default $0.60 per pound liability coverage on every move. It is separate from whether the estimate is binding. We cover this in detail in our Released Value vs Full Value guide.
Do I have to sign the estimate before the truck arrives?
You have to sign it before the move begins. Many movers send it for e-signature in advance. Either way, the truck does not start loading until the estimate is signed.
What if I add boxes the morning of?
On a non-binding hourly estimate, no problem. The clock just runs longer. On a binding estimate, the mover writes a change order at the same per-pound or per-hour rate the original was built on.
About the author
The Swift Move SD team — Cal-T licensed San Diego movers serving all 47 cities in San Diego County. Combined 50+ years of moving experience across local, long-distance, and military PCS relocations. (858) 808-6055.