The lowest freight quote is not always the lowest delivered cost. Packaging volume, destination charges, customs paperwork and unclear handoffs can change both cost and arrival time. Use this checklist to prepare comparable quotes; ask the carrier and importer to confirm requirements for the actual goods and destination.
Collect final packed cargo facts
For each SKU, record description, quantity, carton count, carton length, width and height, gross and net weight, pallet count, stackability, pickup address, ready date and delivery postcode. Use final packed dimensions rather than estimates of the unpacked product. Disclose batteries, liquids, magnetic parts or other special cargo for carrier review.
Compare transport modes on total cost and timing
Ask for feasible courier, air, ocean LCL or FCL options, their chargeable basis, milestones and cost range. Compare origin and destination handling, storage, customs support, final delivery and possible extras. Separate factory readiness, pickup, transit, clearance and final-mile delivery when discussing lead time.
Name the Incoterm and handoff location
State the chosen Incoterms® 2020 rule and named place in the contract and quote. Separately record who handles export clearance, booking, insurance, import clearance, duties and final delivery. Who pays a charge and when cargo risk transfers are different questions; vague phrases such as “free shipping” do not settle either. Check that transport arrangements match the sale contract.
Match documents to the goods before departure
Compare the contract, commercial invoice, packing list and transport document for description, quantity, currency, value, shipping marks, parties and addresses. Confirm whether origin certificates, licences, tests or other documents are required for the specific product and destination. When consolidating cargo from several factories, track carton numbers and weights by source.
Prepare evidence for delays or damage
Keep loading and handoff photos, seal numbers, waybills, insurance terms and tracking milestones. At arrival, check carton condition, count and labels, photograph exceptions and notify the relevant party under the transport contract. For time-sensitive orders, assign an owner for rebooking, missing clearance documents and delivery appointments.
One-page quote brief
SKU | cartons and packed dimensions/weight | pickup and ready date | destination postcode | special cargo | target arrival | Incoterm and place | insurance | included/excluded charges | document owner. Give the same brief to each forwarder.
Sources: US International Trade Administration: common export documents; ICC: Incoterms® 2020 Q&A.