Free freight quotation template for forwarders
A freight quotation tells the customer what a shipment will cost and on what terms: the route and equipment, the carrier and transit time, each charge at origin, in the freight and at destination, and how long the price is valid. Clear lines with their basis make the quote easy to compare and to check later against the invoice.
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What the template covers
- Forwarder and customer, quotation number and date, validity date and your contact
- Mode and service: FCL, LCL or air, port or place of receipt, loading, discharge and delivery
- Commodity, HS code if known, cargo details (containers, packages, weight, volume) and Incoterms rule
- Carrier, routing, transit time, sailing frequency and free time at destination
- Origin charges, freight and destination charges, each with basis, quantity, rate and currency
- Subtotals per section and a total by formula, with the exchange rate used
- Included and excluded items, such as duties and taxes, insurance, inspections and demurrage
- Conditions: subject to space and equipment, surcharge changes, payment terms and acceptance
Sources
Guides on this topic
What a good freight quote shows
State the route from place of receipt to place of delivery, the equipment or the chargeable weight and volume, the carrier or service, the transit time and the free time at destination. Split the charges into origin, freight and destination, and give each its basis, for example per container, per bill of lading, per revenue ton (W/M) or per kilogram. The customer can then see which costs fall on the seller and which on the buyer under the Incoterms rule of the sale.
Validity, surcharges and exclusions
Freight rates and surcharges such as bunker (BAF) and peak season charges change often, so give a validity date and say whether surcharges are fixed or subject to change at the time of shipment. List what is not included: duties and taxes, cargo insurance, inspections, storage, demurrage and detention beyond free time, and special handling. Most disputes over freight invoices start with a charge that the quote did not mention.
Comparing quotes
Quotes from different forwarders often use different names and groupings for the same costs. Before choosing, put them side by side line by line, check that the routing, transit time and free time are comparable, and ask about any line that appears in one quote and not in another. The freight quote comparison tool on this site does this from three quotes.
Common questions
What should a freight quotation include?
The route, equipment or cargo details, carrier and transit time, free time, each charge at origin, in the freight and at destination with its basis and currency, the validity date and what is excluded.
How long is a freight quote valid?
Only as long as the quote says. Ocean and air rates change often, so forwarders usually give a short validity date and may make surcharges subject to the rate in force at shipment.
What does 'subject to space and equipment' mean?
That the price applies only if the carrier has space on the vessel or flight and suitable containers when you book; it is not a guarantee of capacity.
Which charges does the buyer pay under FOB?
Under FOB the seller bears the costs until the goods are on board the vessel at the port of shipment, and the buyer bears the freight and the costs after that. Split the quote into origin, freight and destination so each party sees its part.
How do I compare quotes from several forwarders?
Align the charges line by line, check that routing, transit time and free time are comparable, and question any line that only one quote contains. The freight quote comparison tool on this site can help.
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