Comparable freight quotes begin with a comparable request
If each forwarder receives different cargo data, routes, assumptions or service scope, the lowest number on the page may not represent the same shipment.
A strong freight forwarder RFQ (request for quotation) gives every bidder the same operational facts and asks them to separate included services, optional items, exclusions and validity. The objective is not to create the longest questionnaire. It is to remove the assumptions that later turn into revised rates, missing services or booking delays.
1. Define the shipment before asking for a rate
Start with one shipment scenario per pricing line. A quote request should identify whether the data is final, estimated or still awaiting supplier confirmation. At minimum, provide:
- origin address or named origin point;
- destination address or named destination point;
- transport mode and preferred service type;
- cargo description and intended use at a practical level;
- package count and packaging type;
- gross weight and dimensions by package, pallet or shipping unit;
- expected cargo-ready date and any delivery deadline;
- special handling facts, including stackability, oversized pieces or controlled conditions;
- the commercial trade term and its named place, as stated in the sales contract.
Major carriers and forwarders use weight, dimensions, route, mode and additional services as core quote inputs. DHL’s current freight-quote guidance lists those variables explicitly. The International Chamber of Commerce explains that Incoterms® rules allocate delivery tasks, costs and risks between seller and buyer, which is why the named rule and place should be stated precisely rather than reduced to “FOB” or “DDP” alone.
2. State the requested transport scope as endpoints
“Ocean freight from China” is not a complete scope. Specify where responsibility should start and end. Examples include supplier door to consolidation warehouse, container yard to container yard, port to final warehouse, or full door-to-door service.
Origin-side questions
- Should the quote include supplier pickup or will cargo be delivered to a warehouse?
- Is export customs clearance required, and who will provide the commercial documents?
- For multiple suppliers, is receiving, storage or consolidation required?
- For FCL, who arranges loading labor and what are the access conditions?
Destination-side questions
- Should the quote include destination handling, customs brokerage, port pickup or final delivery?
- Does the destination warehouse require an appointment, reference number or special equipment?
- Are duties, taxes, inspections and extraordinary storage to be excluded and shown separately?
- Who is the importer of record and who controls customs instructions?
If you are still deciding between transport scopes, review our LCL vs FCL decision guide and, for China pickups, our supplier pickup instruction checklist.
3. Separate confirmed facts from planning assumptions
RFQs are often issued before all suppliers finish production. That is normal, but uncertainty should be visible. Use labels such as:
- Confirmed: supplier address, commodity, packing method and purchase-order quantity.
- Estimated: packed dimensions, final gross weight and cargo-ready week.
- Optional: cargo insurance, inspection, storage or expedited service.
- To be advised: final consignee delivery slot or customs-broker details.
This lets the forwarder price what is known while identifying items that require revalidation before booking. It also prevents an estimate from being copied into later operational documents as if it were final.
4. Ask for a quote structure that supports comparison
Request one consistent table from every forwarder. Useful columns include charge description, calculation basis, quantity, currency, amount, included service, exclusion, validity and remarks. Ask bidders to distinguish:
- origin charges;
- main carriage;
- destination charges;
- pickup and final-delivery charges;
- customs brokerage or documentation services;
- optional insurance, warehousing or inspection;
- charges subject to actual use or third-party assessment.
Do not ask a forwarder to promise unknown government, inspection or storage costs. Instead, request that uncertain items be marked as excluded, estimated, pass-through or subject to actual occurrence. Once an invoice is issued, use our ocean freight invoice checklist to reconcile billed charges against the confirmed scope.
5. Include service and decision criteria beyond price
A useful RFQ asks how the shipment will be managed, not only what it will cost. Depending on the shipment, request:
- estimated routing and whether transshipment is expected;
- estimated transit range and frequency, clearly labeled as estimates;
- booking lead time and cargo handover requirements;
- tracking milestones and exception-notification method;
- document cutoffs and responsible contacts;
- claims or escalation contact;
- free-time information only when the carrier or provider can confirm it for the quoted service;
- quote validity and the conditions that trigger re-rating.
Then score proposals against the needs of the shipment: total comparable scope, schedule fit, cargo-handling capability, communication, documentation support, exception response and commercial terms.
Copy-ready RFQ outline
Subject: RFQ – [mode] – [origin] to [destination] – cargo ready [date]
Shipment reference: [reference]
Origin / pickup: [full address or named point]
Destination / delivery: [full address or named point]
Trade term: [rule + named place]
Cargo: [description; general or dangerous goods status to be confirmed accurately]
Packing: [count, type, dimensions, gross weight, volume, stackability]
Ready date: [confirmed or estimated]
Requested scope: [pickup, export clearance, freight, destination handling, brokerage, delivery]
Options: [insurance, consolidation, storage, inspection]
Quote format: [origin / freight / destination / optional / exclusions / validity]
Service requirements: [routing, estimated transit, milestones, escalation contact]
Response deadline: [date and time zone]
6. Pre-send checklist
- Are origin and destination points precise enough to price the intended scope?
- Are package dimensions and gross weight stated by shipping unit?
- Are estimates labeled instead of presented as final data?
- Is the trade term written with its named place?
- Are pickup, customs, handling and delivery responsibilities explicit?
- Have you requested inclusions, exclusions, validity and re-rating conditions?
- Will every bidder answer the same rate table?
- Is there one owner for clarifications and one final RFQ version?
Frequently asked questions
Should I send the commercial invoice with the first RFQ?
Not always. A forwarder usually needs accurate cargo, route and service facts first. Share only the documents required for pricing and handle commercially sensitive data according to your internal controls. Before booking or customs work, additional documents may be required.
Can I compare quotes using only the total amount?
No. Two totals may cover different endpoints, currencies, validity periods and destination services. Normalize the scope and calculation basis before ranking offers.
What if final packed dimensions change?
Send a controlled update, identify the changed fields and ask whether the quote must be revalidated. Do not silently replace the RFQ attachment while leaving the old email thread unchanged.
Does a quote guarantee space or schedule?
A commercial quote is not, by itself, a confirmed booking. Ask what booking confirmation, space commitment and schedule conditions apply to the selected service.
Reference check (21 October 2026): ICC Incoterms® rules for allocation of delivery tasks, costs and risks; DHL freight quote guidance for core quotation inputs. These references do not constitute a Vastlog rate commitment.
Featured image is illustrative stock photography, not a Vastlog office or customer meeting. Photo: Vlada Karpovich / Pexels, used under the Pexels License; original photo page.
