Moving estimates: the survey rule and the papers you should get with a quote

A quick price over the phone, with nobody ever looking at your stuff, is one of the easiest ways for an interstate move to go wrong. Federal rules say an interstate mover has to actually see what you're moving before it gives you a written estimate, and they list the paperwork that has to come with that estimate. Here's what to expect, in plain terms, and what it means if you don't get it.

The mover has to survey your goods first

An interstate household goods mover must do a physical survey of the goods you're shipping and base its written estimate on that survey. "Physical" doesn't have to mean someone walks through your home. Under the federal definition, the survey can be on-site or virtual. A virtual survey counts only if the mover can see your belongings through live or pre-recorded video clearly enough to identify what it will be moving.

In practice, that means a quote built from a checklist you filled out online, or from a two-minute phone call, isn't a survey. If a company won't look at your things, in person or on video, treat its number as a guess.

You can waive the survey, but only in writing

You're allowed to skip the survey. If you do, the waiver must be in writing, you must sign it before your goods are loaded, and the mover has to keep a copy with your bill of lading. A verbal "we don't need to come out" doesn't meet the rule. Before you sign a waiver, think about why you'd give up the one step that makes the estimate meaningful.

What the written estimate has to include

Before you sign a bill of lading, the mover must give you a written estimate of the total charges. It has to:

• Say whether it's a binding or non-binding estimate. (See binding vs non-binding estimates for how they differ.)
• Say what forms of payment the mover will accept at delivery, such as cash, a certified check, or a specific credit card.
• Include the charges for extra services like elevators or long carries. The mover is supposed to ask you about these before the bill of lading is prepared. If it didn't ask and didn't figure them in, it must still deliver your goods and can only bill you for those extra charges after 30 days.
• If it's based on volume (cubic feet) that will later be converted to weight, include a written explanation of the conversion formula, and say that final charges will be based on actual weight and services, subject to the 110 percent rule at delivery.
• Include the liability election notice, which is where you choose your valuation coverage.
• Be signed by both you and the mover, with a dated copy given to you when you sign.

A mover may charge for a binding estimate. It may not charge you for a non-binding estimate. For non-binding estimates, the rules also require the mover's number to be a reasonably accurate estimate of what you should expect to pay. A lowball estimate can limit what the mover is allowed to collect at delivery.

Estimates can't be changed after loading

You and the mover can agree to amend an estimate before your goods are loaded. Once the truck is loaded, the estimate can't be amended. If a crew shows up, loads everything, and then hands you a new, higher number to sign, that's a serious red flag.

The booklets and notices that come with an estimate

When a mover gives you a written estimate, it must also give you two federal publications, either as copies or as links to the FMCSA website:

• "Ready to Move? Tips for a Successful Interstate Move."
• "Your Rights and Responsibilities When You Move."

If you get them by link, the mover has to get a signed, dated receipt from you showing you received them. Any mover with a website also has to prominently link to "Ready to Move?" on FMCSA's site, or post a true copy.

Before you sign a bill of lading, the mover must also give you:

1. A clear, accurate estimate of its charges.
2. A notice that you can look at the parts of its tariff (its published rates) that apply to your estimate, or have copies sent to you.
3. A summary of its arbitration program for disputes.
4. A summary of how it handles complaints and questions, including its main phone number and who pays for those calls.

If the estimate comes from a broker

Many companies that quote interstate moves are brokers, not carriers. A broker can give you an estimate only under a written agreement with the actual moving company. That agreement must state that the broker's estimate is made only on behalf of that carrier, is based on the carrier's published tariff, and serves as the carrier's own estimate under the federal rules. That includes the carrier's duty to release your goods once you pay no more than 110 percent of a non-binding estimate at delivery.

The agreement must name both companies with their physical addresses, USDOT numbers, and MC numbers, and be signed and dated by both. It's public information, and the broker has to show it to you on reasonable request. If a broker can't tell you which carrier its estimate is for, or won't show the agreement, you don't really know who's going to move your things. You can look up both companies' registrations in the FMCSA mover search, and our guide on reading a mover's FMCSA record explains what to look for.

A quick checklist before you accept a quote

1. Did the mover see your goods, in person or on video? If not, why not?
2. Is the estimate in writing, and does it say binding or non-binding?
3. Does it list accepted payment forms and any extra services you'll need?
4. If it's priced by volume, did you get the written conversion formula?
5. Did you get "Ready to Move?" and "Your Rights and Responsibilities When You Move," or links to them?
6. Did you get the arbitration and complaint-handling summaries?
7. Did both of you sign the estimate, and do you have a dated copy?
8. If a broker quoted you, which carrier is it for, and will the broker show you the written agreement?