What Information Does a Freight Forwarder Need for a Quote?
Freight forwarders can respond faster when the first inquiry contains clear cargo and service information.
Information checklist
- Commodity description and HS code if known
- Origin, destination and shipment mode
- Number and type of packages
- Dimensions, gross weight and CBM
- Ready date, Incoterm and service requirements
- Pickup, delivery, customs clearance and dangerous goods status
Poor inquiry example
Please quote shipping for boxes to Dubai.
This is hard to quote because it does not say what the goods are, where pickup is, how many cartons there are, total weight, CBM, ready date or required service.
Professional inquiry example
Subject: Freight Quote Request - USA to UAE - Air Freight
Dear Forwarder Team, please quote 25 cartons of cotton T-shirts from New York, USA to Dubai, UAE by air freight. Total gross weight is 450 kg and total CBM is 2.40. Cargo is expected ready on 10 June. Please include freight, transit time, local charges, pickup options and required documents.
Short WhatsApp quote request example
Hi, please quote air freight for a sample shipment: 25 cartons cotton T-shirts, New York to Dubai, 450 kg gross, 2.40 CBM, ready 10 June, FOB terms. Please share rate, transit time, local charges and required documents.
Common omissions that slow quotations
- No pickup city or delivery city
- No carton count, dimensions, gross weight or CBM
- No ready date
- Unclear Incoterm or pickup requirement
- Missing dangerous goods or regulated goods status
- No request for local charges or required documents
Questions to ask in the same message
- What is the estimated transit time and what can affect it?
- Which local origin and destination charges are included or excluded?
- What documents are required before pickup, booking or customs clearance?
- Will the carrier charge by gross weight, volumetric weight, CBM, container rate or minimum charge?
- Are there cut-off times, warehouse receiving rules or packaging requirements?
FAQ
Do I need exact HS codes for a quote?
Provide them if known, but state that classification must be confirmed if you are unsure.
Should I ask for local charges?
Yes. Ask for freight, transit time, local charges and required documents so the quote is easier to compare.
Can I request a quote before goods are packed?
You can request a planning quote, but tell the forwarder dimensions and weights are estimates and update them before booking.
Should I mention pickup and delivery service?
Yes. State whether you need port-to-port, airport-to-airport, pickup, delivery, customs clearance or warehouse handling.
Can ShipReady write the message for me?
Yes. The Freight Quote Message Generator creates email and WhatsApp drafts from your shipment details.