Apply binding vs. non-binding estimate rules correctly under 49 CFR Part 375

Steps

1. Decide whether to offer a binding estimate (a guaranteed total cost based on the physical or virtual survey and listed services) or a non-binding estimate (your good-faith projection, with final charges based on actual weight and tariff)
2. For a binding estimate, follow 49 CFR 375.403: base it on a physical survey (an FMCSA-permitted 'virtual' video survey can substitute if it clearly identifies all goods), and you may charge a fee for providing it
3. For a non-binding estimate, follow 49 CFR 375.405: it must also be based on a survey, but you may not charge for providing it, and final billing is based on actual weight and your published tariff
4. Clearly label the estimate as 'binding' or 'non-binding' on the document itself so the shipper is not misled about which type of pricing protection applies
5. If you don't provide a binding estimate, you must provide a non-binding one — silence or an ambiguous document is not compliant
6. Retain the estimate, survey notes, and any related correspondence in the shipment file for recordkeeping and claims purposes