How to compare freight forwarder quotes

Send every forwarder the same shipment brief

Provide the goods description, packed carton or pallet count, external dimensions, gross weight, collection address, delivery postcode and cargo-ready date. State whether pallets can be stacked and disclose batteries, liquids or unusual handling needs. Mark estimated packing details clearly and request a revised quotation when the factory confirms them.

Use the same transport mode, trade term and named place. Ask each forwarder to identify its route, transfers and collection arrangements, and define where its transit estimate starts and ends. Our guide to forwarders and customs brokers explains the roles; this checklist compares the transport offers. When buying through a sourcing company, see our guide to using your own forwarder.

Check the chargeable weight or volume

For air or courier quotations, ask whether the price uses gross weight or volumetric weight. Request the dimensional calculation, conversion factor, units, rounding method and minimum charge. Have the forwarder show the resulting chargeable weight using your packed dimensions, rather than comparing headline rates alone.

For shared-container sea freight, ask how weight and volume are compared, which charging basis applies and whether minimum charges apply separately to different services. For a full container, confirm equipment type and any weight or loading assumptions. Ask who measures the cargo, what measurement evidence you receive and how remeasurement changes the bill.

Compare the complete service scope

Build a comparison sheet with a column for each forwarder. Record each charge as included, separately priced, excluded or awaiting confirmation. Ask who invoices each item and whether another agent can add charges. The CIF destination-charges guide explains why the UK end deserves a separate check.

Make exclusions and conditional charges visible

Ask for the triggers and charging basis for storage, container detention, port delay charges, examination handling, redelivery and cancellation. Confirm any included free period, when its clock starts and who notifies you before it expires. Where an amount cannot be fixed, request the applicable tariff and approval process; keep the total marked incomplete.

Request the trading conditions and any cargo insurance proposal before booking. A forwarder's liability insurance does not insure the goods themselves. Compare the proposed cargo cover, exclusions, excess and claims arrangements separately from freight. Use the landed-price guide to place transport alongside the other order costs.

Confirm validity before accepting the quote

Ask for the expiry date and time, currency, exchange-rate basis and which charges are fixed or adjustable. Confirm whether validity depends on booking, collection or departure, and whether space and equipment are confirmed. Ask what happens if the factory misses the cargo-ready date or the packed shipment changes. For quotes in different currencies, see comparing China port quotes.

Send a written clarification: 'Please confirm the attached shipment details, chargeable calculation, included services, exclusions, conditional charges and validity trigger. List any changes that would require a revised quote.' Retain the reply and accepted quotation together. Cambridge China Bridge's own staff in China can help obtain packing details from the factory before the comparison.