What to Include in a Freight Quote
A clear quote wins work and protects your margin. Use this checklist to make sure every freight or import quotation answers the questions your customer will ask.
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1. Who and when
- Your company name, address, VAT and registration numbers, and logo.
- Customer name and contact.
- A unique quote number, the quote date and a validity date.
2. The shipment
- Origin and destination, including the collection and delivery addresses where relevant.
- Mode and service: sea FCL or LCL, air, road; direct or consolidated; transit time.
- Commodity description and commodity code if you are quoting duty.
- Packages, gross weight, dimensions, volume and chargeable weight.
3. The Incoterm
State the Incoterm and the named place, for example FOB Shanghai or DAP Manchester. It decides which charges belong in your quote and which the customer pays elsewhere.
4. Charges in clear groups
- Origin charges: collection, export clearance, terminal handling.
- International freight, with any surcharges such as fuel or peak season.
- Destination charges: terminal handling, delivery order, delivery.
- Customs clearance and any inspections or holds.
- Duties and taxes, shown as estimates with the rate and code used.
5. Currency and exchange rates
Quote in one currency and say which exchange rate you used and whether the quote can change if rates move.
6. Exclusions and assumptions
- Storage, demurrage and detention.
- Inspections, re-deliveries, waiting time.
- Insurance, unless included.
- Anything that depends on the final customs declaration.
7. Terms
Payment terms, the trading conditions you work under, and how to accept the quote.
Chargeable weight quick reference
| Air freight | Greater of actual and volumetric weight (L × W × H cm ÷ 6,000) |
|---|---|
| Sea LCL | Greater of tonnes and cubic metres (revenue tonne) |
| Road groupage | Varies by carrier; often per pallet or loading metre |
Frequently asked questions
How long should a freight quote be valid?
Often 7 to 30 days, depending on how quickly rates change on that lane. Always state the date.
Should I show my margin?
No. Show selling prices only. Keep your costs and margin internal.
Related
Use the free template
Download our free freight quotation template, or build branded quotes with live duty rates in OCTA Cost.