What is the difference between a binding and a non-binding estimate?

A binding estimate fixes the total price in advance based on the inventory and services listed; the mover cannot charge more even if the shipment weighs more than expected. A non-binding estimate is only an approximation; the final bill is based on the actual weight and services, and federal rules let an interstate mover collect up to 110% of a non-binding estimate at delivery. A "binding not-to-exceed" estimate is the most customer-friendly: you pay the lower of the estimate or the actual weight-based charge.

What does valuation coverage mean on a moving contract?

Valuation is the mover's liability for loss or damage, not insurance. Interstate movers must offer two options: Released Value Protection, which is free but pays only 60 cents per pound per item, and Full Value Protection, which costs extra but requires the mover to repair, replace, or pay the current value of damaged goods. The contract should clearly state which option you selected and the declared value.

Is a deposit required to book a moving company?

Deposits are common but not required. Reputable movers typically ask for nothing or a modest deposit (often 10–25% of the estimate). Be cautious of any company demanding a large cash deposit up front; it is a common red flag for moving scams. The contract should state the deposit amount, how it is applied to the final bill, and the refund terms if you cancel.

What is a bill of lading in a moving contract?

The bill of lading is the actual contract for the transport of your goods and the receipt for your shipment. It lists the parties, the agreed services and charges, the pickup and delivery dates, and the valuation option. The mover must give it to you before loading, and you should never sign it blank. Keep your copy until the shipment is delivered and any claims are resolved.

How long do I have to file a damage claim after a move?

For interstate moves, federal regulations give you a minimum of nine months from the delivery date to file a written claim, and the mover has 30 days to acknowledge it and 120 days to resolve it. Intrastate (in-state) moves follow state rules, which are often shorter, so document any damage at delivery and note it on the inventory or bill of lading before signing.

Moving Company Contract Template

Learn to write a moving company contract: binding vs. non-binding estimates, valuation coverage, deposits, the bill of lading, and damage-claim clauses.

A moving company contract is the document that turns a verbal quote into an enforceable agreement, and it is where most moving disputes are won or lost. Whether you run a moving business or you are a customer about to hand over everything you own to a stranger with a truck, the contract decides what happens when the price climbs, the delivery runs late, or the dresser shows up with a missing leg.

This guide explains how a moving company contract should be structured, the clauses that actually matter, the estimate and valuation rules unique to the moving industry, and the mistakes that lead to surprise charges and denied damage claims.

What Is a Moving Company Contract?

A moving company contract is a service agreement between a moving company (the carrier or mover) and a customer (the shipper) that sets the scope of the move, the price, the dates, and each party's responsibilities. For local moves it is often a single document; for long-distance and interstate moves it is usually a set of linked documents:

The estimate: what the move is projected to cost
The order for service: the customer's authorization to perform the move
The bill of lading: the binding contract and receipt for the shipment
The inventory: a condition report of every item loaded

Together these form the agreement. Interstate movers (crossing state lines) are regulated by the Federal Motor Carrier Safety Administration (FMCSA) and must operate under a USDOT number; intrastate movers follow their own state's rules. The contract should make clear which set of rules applies.

The Three Estimate Types, and Why They Decide the Final Bill

Pricing is the single most disputed part of any move, and it comes down to which kind of estimate the contract uses.

Non-Binding Estimate

The price is an approximation based on the mover's projection of weight and services. The final charge is calculated from the actual weight and services performed. Under federal rules an interstate mover can require payment of up to 110% of a non-binding estimate at delivery, with the balance billed later. Good for flexibility, risky for budgets.

Binding Estimate

The price is locked. The mover charges the agreed amount regardless of actual weight, as long as the inventory and services do not change. If you add boxes or request stairs that were not in the estimate, the mover can issue a revised binding estimate before loading.

Binding Not-to-Exceed Estimate

The most customer-friendly option: you pay the lower of the binding estimate or the actual weight-based charge. If the shipment weighs less than estimated, you pay less; if it weighs more, you are protected by the cap.

The contract should name the estimate type in plain language and show the calculation method. Vague language like "approximately $2,400" with no estimate type is a setup for a dispute.

Key Clauses Every Moving Contract Needs

1. Parties and Authority

Full legal names of the moving company (including DBA and USDOT/MC numbers for interstate movers) and the customer. List the origin and destination addresses, including any stairs, elevators, or long carries that affect price.

2. Scope of Services

Spell out exactly what is included: loading, transport, unloading, and any add-ons such as packing, unpacking, furniture disassembly/reassembly, appliance servicing, storage-in-transit, or hoisting. Anything not listed is an extra charge, so the more specific this clause, the fewer surprises.

3. Pricing and Estimate Type

State the estimate type (binding, non-binding, or not-to-exceed), the hourly rate or flat rate, the minimum charge, and how accessorials are billed. Common accessorial charges include:

Long carry: distance over a set number of feet from truck to door
Stair carry / elevator fee: per flight or per move
Shuttle fee: when a full-size truck cannot reach the residence
Bulky item fees: pianos, safes, gym equipment, hot tubs
Packing materials: boxes, tape, mattress bags, blankets

4. Deposit and Payment Terms

State the deposit amount, when it is due, how it applies to the final bill, the accepted payment methods, and exactly when payment is due (most movers require payment before unloading). Note: a demand for a large cash deposit is a recognized moving-scam red flag. Keep deposits modest and traceable.

5. Valuation / Liability Coverage

This is the moving industry's version of a limitation-of-liability clause, and customers routinely misunderstand it. Valuation is not insurance. It is the dollar amount of the mover's liability. Interstate movers must offer two levels:

Released Value Protection: included at no charge, but pays only $0.60 per pound, per item. A 40-pound, $2,000 TV that breaks pays $24.
Full Value Protection: costs extra; the mover must repair, replace, or pay the current value of any damaged or lost item, subject to the declared value of the shipment.

The contract must record which option the customer chose and the declared value. This single clause is the difference between a $24 check and a replaced television.

6. Pickup and Delivery Dates

Specify the pickup date or window and the delivery date or spread (long-distance moves often use a delivery window, not a fixed day). Add a clause covering what happens for delays. Many movers offer a per-diem reimbursement if delivery exceeds the agreed window.

7. Inventory and Condition Report

Require a written inventory noting the condition of each item at loading. The customer should review it and note any disagreement before signing. This document is the backbone of any later damage claim.

8. Damage Claims Process

State the claim window (interstate moves carry a federal minimum of nine months to file), how to file, and the mover's response timeline (30 days to acknowledge, 120 days to resolve under FMCSA rules). Make clear that visible damage should be noted at delivery.

9. Cancellation and Rescheduling

Define notice periods and any fees. A typical clause: full deposit refund with 7+ days' notice, partial within 7 days, forfeiture for same-day cancellation.

10. Dispute Resolution and Governing Law

Name the governing state and the process. Interstate movers must offer a neutral arbitration program for disputes over loss or damage. Specify it here.

How to Write a Moving Company Contract: Step by Step

Step 1: Identify the parties and the move. Full legal names, addresses, USDOT/MC numbers for interstate, and the origin/destination with access notes (stairs, elevator, parking distance).

Step 2: Define the scope. List every included service and flag what counts as an extra. Attach the inventory.

Step 3: Choose and document the estimate type. Binding, non-binding, or not-to-exceed. Show the rate structure and accessorial charges.

Step 4: Set deposit and payment terms. Amount, timing, method, and when the balance is due.

Step 5: Record the valuation choice. Released Value or Full Value Protection, plus the declared value of the shipment.

Step 6: Lock the dates and delay terms. Pickup window, delivery window, and remedies if the mover misses them.

Step 7: Add the claims process, cancellation terms, and dispute resolution. Then have both parties sign the order for service and the bill of lading before loading begins.

Common Mistakes to Avoid

Accepting a quote with no estimate type. "About $2,000" is not a price. Insist the contract say binding, non-binding, or not-to-exceed.

Confusing valuation with insurance. Released Value Protection is free because it pays almost nothing. If your goods are worth real money, choose Full Value Protection or buy separate moving insurance, and get the choice in writing.

Signing a blank or incomplete bill of lading. Never sign a document with empty fields. Scammers fill them in later. The bill of lading is the contract.

Skipping the inventory walk-through. If you do not note pre-existing condition and damage at delivery, the mover can deny your claim. Photograph high-value items before and after.

Paying a large cash deposit. Reputable movers ask for little or nothing up front. A demand for hundreds in cash before moving day is the classic hostage-load scam setup.

Ignoring accessorial fees. Long carries, shuttle fees, and stair charges add up fast. Get them itemized before loading, not on the bill at delivery.

Local vs. Long-Distance vs. Interstate Moves

The same contract structure applies, but the rules differ:

Local moves are usually billed hourly (crew size × hourly rate, plus a truck/travel fee) and governed by state regulation. Estimates tend to be non-binding by nature, so the contract should cap the hours or set a not-to-exceed.
Long-distance intrastate moves (within one state) are typically priced by weight and distance under that state's tariff rules.
Interstate moves trigger FMCSA rules: USDOT number, the mandatory "Your Rights and Responsibilities When You Move" booklet, valuation options, the 110% rule, and the nine-month claim window.

Make sure the contract identifies the move type, because it determines which protections you can rely on.

A Note for Moving Companies

If you operate the business, a tight contract protects you as much as the customer. Itemize accessorials so you are not eating costs for stairs and long carries. Use a binding or not-to-exceed estimate to reduce price disputes. Document the inventory condition at loading to defend against inflated claims. And include a clear limitation-of-liability/valuation clause and a cancellation schedule. A hold harmless clause and an indemnification provision can further allocate risk for damage caused by customer-packed boxes or undisclosed access problems.

For related service-business agreements, see our guides on the cleaning service contract and the junk removal contract, both share the scope, pricing, and liability structure that moving contracts rely on.

Related guides

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