Ultimate Guide to Getting Fast and Accurate Freight Quotes

When it comes to international shipping, time and cost control are two of the key KPIs businesses track. Competitive sourcing in logistics requires a conscious effort on the part of the shippers and presenting valid, complete information to logistics providers is an important part of the process. Disclosing full cargo details in your RFQ (request for quotation) can go a long way in saving you the surprise costs and missed deadlines, so make sure you do not hold back any vital information from your freight broker.



1. Specify your forwarder’s work scope


Get specific about what needs to be done. Do you require a point-to-point operation or door-to-door service? Is your cargo stackable? Are you willing to insure your high value cargo against all risks? Include all such details in your request for quotation if you are to avoid playing ping-pong and losing precious time. Being cryptic about basic cargo details works against the very goals you are trying to achieve: accurate quotes, cost predictability and a job executed with speed and precision.


2. Get your basics right in your quote request


Depending on the job scope and your contract with your customer, you may need to provide some or all of the following information to your logistics provider.


Cargo origin

Indicate point of departure, including pick up address if you are requesting EXW services.


Cargo destination

Specify the delivery address if you would like your cargo to be delivered to door or to any point beyond the main hub or terminal.


Commodity name and HS codes

By simply calling your goods "general cargo" you may end up with no quote or create an impression of someone who has no idea what they are about to ship (think about your broker's agent’s cousin flying by the seat of his pants).


Cargo dimensions and weight

Providing the size and weight of each piece or package of your shipment saves time by taking the guesswork out of the process. In air freight, cargo size and weight often determine the carriers and routes to be used.


Stackability

Cargo stackability is another crucial factor as non-stackable cargo is charged at different rates than stackable cargo so be clear about it early on.


Delivery deadlines

Depending on your delivery deadlines, your logistics provider will help you choose the best shipping mode, route and carrier. Remember that carriers apply surge pricing and for "must-go" shipments, you have to pay a premium. It's a common practice among air carriers to offload shipments not labeled "express" or "priority" and prioritize consignments where shippers have paid a premium. So making your delivery deadline known helps your freight broker select a product that matches your schedule.


Information about Dangerous Goods

You may be shipping DGR (dangerous goods) which require special handling. If this is the case, be sure to provide DG Class, UN number and a valid copy of MSDS. Hidden DG is a big problem in logistics and carriers and forwarders may face huge fines for failing to declare dangerous goods as such. It is also about the safety of vessels, crews and passengers, regardless of the shipping mode.


Handling requirements

Shipment can be non-stackable, fragile, dangerous or require temperature control or special storage. Certain perishable items may require delivery within a limited transit time. Such special handling requirements may add to the freight cost.


Value of the goods

In a world where carriers' liability has limits, you want to make known the value of your consignment. Unless you declare a special value for carriage, carriers will treat your shipment of gold bricks the same way as they treat clay bricks. Depending on the value of your cargo, your forwarder may advise you to take on a cargo insurance or declare a value for carriage.


3. Understand your trade contract and Incoterms


It's important to clearly understand the terms of your contract, including the applicable Incoterms. Employing the services of a freight forwarder to get your goods from point A to point B has nothing to do with your Incoterms responsibilities before your trade counterparty. For instance, even if you are shipping under CIF terms, your logistics provider is not responsible for insuring your cargo unless you specifically ask for it and are willing to bear the cost.


4. Be clear about shipping mode


Make it clear which transport mode you are looking at. For instance, air freight can be 10 or 15 times more expensive than sea freight while offering much shorter transit times and high levels of security. Consider your contract terms, value of your goods and delivery deadlines when choosing a shipping mode. As a rule of thumb, freight costs should not exceed 10% of the total value of your goods.


5. Present information in a clear format


Providing information in a standard tabular format or using bullet points to highlight key details will not only save time, but also speaks volumes about your ability to organize and present information in a professional manner. The messier your data is, the more time it takes your freight agent to untangle it or make sense of various bits of data strewn around various documents and pictures.


6. Disclose your shipping budget


Do not hesitate to disclose your shipping budget, especially if you already have competing offers from the market and looking to compare prices. Cutting straight to the target price shows you have done your research and are ready to make a decision. This helps your freight forwarder to shortlist the shipping options available to you and offer you something that matches your specific situation.


7. Ask for a quote close to shipping date


Quotes have validity dates and any price you get is good for a week at best. Carrier schedules change without prior notice and prices cannot be fixed for too long. Logistics is a volatile business - shipping schedules, and ultimately the price you pay for shipping, are dependent on weather conditions, crew availability, fuel price escalation, operating permits, availability of equipment and many other factors.


8. Provide feedback regardless of your decision


Regardless of your ultimate decision, providing honest, constructive feedback to your freight broker is important because it helps them improve their products and do better the next time. Simply walking away with information reduces your chances of receiving a quality offer in the future.


9. Conclusion


Remember that freight forwarders are extremely busy people do not drip feed information to your freight broker or hold back basic details when requesting freight quotes. Providing clear, detailed information about your shipment not only speaks to your professional attitude, but it also guarantees that you will receive a timely, accurate quotation for your shipment.


 

About Delta Global Solutions

At Delta Global Solutions, we connect Central Asia to the rest of the world through our freight forwarding and logistics solutions. We combine our global presence, industry expertise and world-class service to help businesses reach international markets with speed and efficiency. We offer a complete range of services in international shipping, logistics and customs clearance to meet your supply chain needs, regardless of your industry, business size or location. Being the only IATA-accredited freight forwarding company headquartered in Tashkent, Uzbekistan, we also maintain a certified quality management system that conforms to the requirements of ISO 9001:2015. Contact Us if you require assistance with shipping and/or are experiencing any logistical issues that need to be addressed.