How to Get an Accurate Freight Quote: 10 Details to Have Ready

Every shipper has seen it: the quote looked good, and then the final invoice was higher. In most cases the price did not "change". The shipment turned out to be different from what was quoted. The more precise your information is at the start, the fewer surprises you will have at the end.

The ten details

1. Full pickup and delivery addresses. Include the postal code and whether each location is a warehouse, a business with a loading dock, or a residence. Access matters for the type of vehicle.
2. Pickup date and delivery deadline. If the delivery date is firm, say so. It changes which service makes sense.
3. What the cargo is. A specific description, not just "parts" or "goods". It affects handling, documents and, for cross-border moves, customs.
4. Number of pieces and how they are packed. Pallets, boxes, crates, drums. State whether they are palletized and wrapped.
5. Weight. Total weight and the weight of the heaviest piece. Use the real weight, because a correction at pickup is one of the most common reasons for a price change.
6. Dimensions. Length, width and height of each piece or pallet. Volume decides how much space your cargo uses.
7. Stackable or not. Cargo that cannot be stacked takes more trailer space.
8. Special handling. Fragile, high value, temperature-sensitive or hazardous materials need different equipment and documents. Say so up front.
9. Delivery requirements. Appointment windows, a liftgate, inside delivery, or a site without a dock. Each of these affects the vehicle and the cost.
10. Declared value. Needed to arrange the right cargo insurance coverage.

For cross-border shipments, add three more

• Who is the customs broker on each side of the border, or whether you need us to coordinate one.
• Whether the documents are ready: commercial invoice, packing list and the rest of the documents checklist.
• Whether the cargo needs storage or cross-docking near the border before crossing.

Where unexpected charges come from

Most price changes after pickup fall into a few groups:

• A different weight or dimensions than quoted.
• Extra services that were not requested at the beginning, such as a liftgate or inside delivery.
• Waiting time when the cargo is not ready at pickup or the receiver cannot unload on time.
• Documentation fixes when paperwork does not match the cargo.

Almost all of these are avoidable by sharing the ten details above.

A message you can copy

Send this by email or WhatsApp and fill in what you know:

Origin (city, postal code, type of location):
Destination (city, postal code, type of location):
Pickup date / delivery deadline:
Cargo description:
Pieces, packaging and number of pallets:
Total weight / heaviest piece:
Dimensions of each piece or pallet:
Stackable? Yes / No
Special handling (fragile, hazmat, temperature):
Delivery requirements (appointment, liftgate, etc.):
Declared value:
Customs documents ready? Yes / No

How On Time International helps

Tell us what you are moving and we will recommend the right service, from expedited ground or FTL and LTL to air options. Request a quote or send the message above on WhatsApp.