Freight RFQ (Request for Quotation): Structured request for quotation in which a shipper asks several forwarders for quotes for its shipments at the same time and then awards the job in a targeted way.
A freight RFQ (request for quotation), also called freight tendering, is how shippers buy transport services without having to rely on a single quote. Instead of booking one forwarder directly, the shipper describes its requirements, asks several providers at the same time and compares the bids before awarding the job.
What does a freight RFQ include?
There are always two sides involved. The shipper, the company whose goods are transported, issues the request. The forwarders submit their bids. To make these bids comparable, every RFQ needs three components:
- A clear description of the shipment: origin and destination, time window, type and quantity of cargo, special requirements such as refrigeration or dangerous goods.
- A fixed bid structure: It defines how forwarders state their prices, for example base freight, fuel surcharge and tolls separately or as a total price.
- A deadline: All bids must be in by this time. Only then are they compared.
How does a freight RFQ work?
- Define the requirement: You describe the shipment so precisely that all forwarders quote for the same thing.
- Set the bid structure: You determine which price components forwarders must state.
- Invite forwarders: your existing partners and, if needed, new providers.
- Compare quotes: by price and by further criteria such as quality or on-time performance.
- Award the job and document the decision so that it remains traceable later.
Spot and tender: the two forms
Freight RFQs differ mainly in the period for which you buy.
| Spot tendering | Freight tender | |
|---|---|---|
| Subject | a single shipment | volume across many lanes |
| Period | short-term | usually one year |
| Price | current market price | fixed price for the period |
Most shippers use both: the tender for plannable shipments, spot tendering for everything that comes up at short notice.
Practical example: why the bid structure matters
Example with made-up figures: A shipper requests quotes for a full truckload by email from three forwarders without specifying a structure. The answers:
- Forwarder A quotes €1,150 including tolls; according to the small print, the fuel surcharge comes on top.
- Forwarder B quotes €1,090 base freight; tolls and fuel are charged separately.
- Forwarder C quotes €1,240 all-inclusive.
At first glance, B looks cheapest. Only when all components are side by side does the real picture emerge:
| Forwarder | Base freight | Fuel | Tolls | Total |
|---|---|---|---|---|
| A | €1,010 | €96 | €140 | €1,246 |
| B | €1,090 | €104 | €140 | €1,334 |
| C | €1,240 | incl. | incl. | €1,240 |
The supposedly cheapest provider turns out to be the most expensive. Had the shipper specified the structure, this would have been visible immediately.
What should shippers keep in mind?
- Specify a uniform format. Only when all forwarders quote in the same structure can the quotes be compared without rework.
- Ensure confidentiality. Volumes and lanes are business data. They should only be visible to the invited bidders, and bidders should not see each other.
- Set criteria in advance. The cheapest quote is not always the best. If you decide beforehand how quality and reliability count, your decision is traceable.
- Document every award. Who quoted what and when, and why a forwarder won the award, should still be easy to find months later.
By email or through a platform?
Many shippers still request freight quotes by email and collect the answers in Excel. This works as long as only a few shipments are involved.
With every further RFQ, however, the effort grows: quotes arrive in different formats, surcharges have to be added by hand, and who quoted what and when is scattered across inboxes.
| Email and Excel | Tendering platform | |
|---|---|---|
| Format of quotes | different for every forwarder | uniform, predefined |
| Comparison | by hand | instant, automatic |
| Confidentiality | depends on the mailing list | invited bidders only |
| Documentation | scattered | complete, in one place |
Freight exchanges are not a real alternative: there, the request is visible to the open market, and often the cheapest bidder wins.
Freight RFQs with eFrexx
With eFrexx, shippers tender their shipments in their own portal. They make the bid structure mandatory.
Forwarders bid in exactly this structure, and eFrexx instantly shows all bids side by side. Only invited forwarders see the tender, and bidders cannot see each other. During the tender, forwarders can submit as many bids as they like.
When the tender closes, every shipper can decide based on their own criteria which forwarder wins the award. eFrexx automatically handles communication with everyone involved. Every tender is fully documented.
Frequently asked questions
How many forwarders should I invite to a freight RFQ?
There is no fixed number. Invite enough forwarders to create real competition in your favour, but only those you would actually book. Inviting providers who are out of the question anyway only increases the time needed for a comparison.
Is a freight RFQ worthwhile for small volumes too?
Yes, the effort remains low. Especially for single shipments, only a comparison of several quotes shows where the market price lies. What matters is that tendering and comparing are quick and do not have to be merged in spreadsheets by hand every time.
What is the difference between a freight RFQ and a freight exchange?
On a freight exchange, your request is visible to the entire market, and often the cheapest bidder wins without taking on-time performance and quality into account. In a freight RFQ, you invite selected forwarders, define the structure of the quotes and decide based on your own criteria.