Freight Forwarder Quote Checklist
Import/export, logistics, procurement, and finance teams comparing freight quotes · Before accepting a forwarder quote or booking cargo
Risk warnings
- Do not choose a forwarder quote by headline freight price until scope, local charges, free time, surcharges, documentation cutoffs, insurance, and exception ownership are confirmed in writing.
Lane, scope, and equipment basis
- Confirm lane, mode, Incoterm, origin, destination, pickup point, port, airport, terminal, and final named delivery place are written into the quote.
- State the equipment and cargo basis: FCL or LCL, 20ft or 40ft, reefer set point, pallets, gross weight, CBM, stackability, hazardous status, and food or temperature-control requirements.
- Itemize whether the quote includes origin pickup, export handling, terminal charges, main freight, insurance, destination handling, customs brokerage, duties, taxes, inland delivery, and warehouse delivery.
- Separate carrier, forwarder, broker, terminal, port, warehouse, and trucking charges so the headline freight rate cannot hide local fees.
Timing, reliability, and exposure
- Record quote validity date, rate basis, charge currency, FX exposure, and whether fuel, security, war-risk, congestion, peak-season, or emergency surcharges can be added later.
- Compare transit time, routing, transshipment points, carrier or airline, service level, sailing or flight frequency, and reliability history before choosing the cheapest option.
- Confirm free time, demurrage, detention, port storage, quay rent, warehouse storage, and delay risk assumptions at both origin and destination.
- Check documentation responsibilities and cutoff dates for booking confirmation, shipping instructions, VGM, packing list, commercial invoice, certificates, customs data, and bill of lading or air waybill release.
Booking controls and escalation
- Decide who owns cargo insurance, insured value, claims filing, notice deadlines, survey arrangements, and evidence collection if cargo is delayed, damaged, or short-landed.
- Get written confirmation of all exclusions, pass-through charges, local tariffs, customs brokerage limits, duty/tax treatment, and delivery appointment or warehouse receiving requirements before booking.
- Match the freight quote to the landed-cost model using the same shipment size, Incoterm, lane, currency, validity date, and charge inclusions.
- Escalate before accepting the quote if named places are vague, charges are listed as "at cost" or "as per tariff," free time is missing, special-cargo requirements are unconfirmed, or the forwarder will not own a clear exception path.