The phrase is common in the moving trade, but 49 CFR Part 375 does not define it. It describes an estimate that caps your cost, and what it means for you depends on how the mover words it in the tariff and on the estimate.
What the term describes
In everyday use, a not-to-exceed figure is the top amount a customer will be asked to pay for the work listed. If the work or weight comes out lower under a weight-based tariff, the charge follows the lower result in many tariffs, while the ceiling stays put.
Because the wording varies, treat the sentence on your estimate as the final authority and ask how the ceiling interacts with weight.
Where it sits among federal estimate types
The federal rules sort every estimate into two groups. A binding estimate fixes the cost of the listed goods and services. A non-binding estimate is an expectation, capped at 110 percent at delivery. A not-to-exceed number is a way of presenting a ceiling inside those rules, so the page should still say plainly which type it is.
That is why the estimate must be in writing and signed by both of you, with a dated copy handed to you.
Questions to ask when you see one
Get the answers in writing on the estimate rather than in conversation.
- Does the ceiling cover every service listed or only the transportation?
- What happens if the shipment weighs less than expected?
- What happens if I add items before loading?
- Which charges, if any, sit outside the ceiling?
How O'Brien's writes it
O'Brien's estimates are itemized, with each service on its own line, so you can see what each figure is built from. Long-distance moves are priced by weight, and the estimator will go through how the estimate and the weight work together.
An itemized inventory and condition report is made before packing, which keeps the list behind the number accurate. The in-home estimate is free and comes with 10 free heavy-duty boxes. Call 775-359-6683 to arrange it.