A freight RFQ is only as good as the information it contains. If the weight, the loading time or the note on dangerous goods is missing, forwarders either ask follow-up questions or calculate with a safety margin. Both cost you time or money. In this article, you will learn what information belongs in every tender, how to build a rate sheet and which gaps most often lead to follow-up questions.
What belongs in a freight RFQ?
A freight RFQ describes your transport requirement so precisely that every forwarder can name a price without asking questions. The rule is: anything you do not state will be estimated. And estimates rarely turn out in your favour.
Information on the shipment
| Information | Why it matters |
|---|---|
| Type of load | General cargo, part load or full truckload determine vehicle and pricing logic |
| Weight | Basis of almost every price calculation |
| Dimensions, pallets or loading metres | Decide the space in the truck, see loading meter and pallet space |
| Stackability | Non-stackable goods need more floor space |
| Load carriers | Euro pallets, wire mesh boxes, exchange or no exchange |
| Dangerous goods | Class and UN number under ADR, otherwise the forwarder cannot plan |
| Temperature | Refrigerated, temperature-controlled or unrefrigerated |
| Value of the goods | Important for liability and insurance |
Information on the process
| Information | Why it matters |
|---|---|
| Pickup and delivery address | At least postcode and town, preferably the exact address |
| Loading times and time windows | A narrow window can cause waiting time and costs |
| Loading and unloading point | Ramp, tail lift, side loading, access for articulated trucks |
| Additional services | Advance notification, load securing, driver helps with unloading |
| Delivery terms | Who bears which costs, see Incoterms |
| Payment term | Influences the forwarder's calculation |
Spot or tender: what is needed in addition
A spot tender concerns a single shipment. What counts here is the exact data of this one shipment and a clear deadline for the quotes.
In a freight tender, you tender a volume over a longer period. In addition, forwarders need:
- the volumes per lane, for example shipments per week or month
- the distribution by weight or number of pallets
- the period for which the prices apply
- how tolls, fuel surcharge and other ancillary charges are handled
The rate sheet: one structure for everyone
Forwarders enter their prices in the rate sheet. The most important rule: you specify the structure, not the forwarder. Only then are all quotes directly comparable.
A good rate sheet defines:
- Lanes: one row per route, with origin and destination in a uniform format.
- Tiers: the columns for weight, pallets or loading metres.
- Unit: price per shipment, per 100 kg or per pallet, the same for all.
- Surcharges: whether tolls and fuel are included in the price or stated separately.
- Mandatory fields: which information makes a quote complete.
Example with made-up figures: Two forwarders bid for the same lane. Forwarder A quotes €480 including tolls. Forwarder B quotes €430 plus tolls of €60. At first glance, B is cheaper; in fact, B costs more than A at €490. With a specified structure, something like this stands out immediately.
Typical gaps that lead to follow-up questions
Weight without dimensions. Light but bulky goods need more space than the weight suggests. Always state dimensions or loading metres.
Missing loading times. Without a time window, the forwarder cannot plan its tour and calculates with a buffer.
No note on special features. Dangerous goods, temperature or difficult access belong in the tender, not in a follow-up question on the day of pickup.
Open surcharges. If it is not clear what is included in the price, you are comparing quotes that are not comparable.
Unrealistic deadlines. If you leave only a few days for a large tender, you get fewer or less precise quotes.
Checklist for your next freight RFQ
- Are type of load, weight and dimensions or loading metres stated?
- Are dangerous goods and temperature requirements stated?
- Are addresses, loading times and special features of the loading points settled?
- Is it settled what happens to the load carriers?
- Does the rate sheet specify lanes, tiers, unit and surcharges?
- Do the forwarders have a realistic deadline?
- Do only the forwarders you invited see your tender?
Tendering freight with eFrexx
With eFrexx, you define which items and additional services forwarders must state. All quotes are therefore directly comparable. You create spot tenders in a few minutes and see the best price instantly. In a tender, you specify the rate structure, with your own fields for your requirements, and every entry is checked for plausibility immediately. Only invited forwarders see your tender. Read more under spot tendering and tender management.
Frequently asked questions
How do I tender a freight shipment? Describe the shipment and the process completely, invite suitable forwarders and specify a fixed structure for the quotes. Set a deadline and then compare the quotes by price and service, or let software such as eFrexx support you.
What information does a forwarder need for a quote? At least pickup and delivery location, type of load, weight, dimensions or loading metres, loading times and special features such as dangerous goods or temperature. The more complete the information, the more precise the quote.
What is the difference between a freight enquiry and a freight RFQ? A freight enquiry usually goes to a single forwarder. A freight RFQ goes to several forwarders at the same time, with the same structure for all, so that you can compare the quotes.
Can you tender freight online? Yes, through tendering platforms and freight exchanges. The difference lies in who sees your tender: on a freight exchange, it is usually visible to many providers and you have little or no influence on the quality of the forwarders.
With a closed tender through your own portal, as in eFrexx, you have full control over the forwarders you invite and their quotes.