Freight quotation
Quotation template for hauliers and forwarders: freight collection, line-haul transport and unloading labor. Fill it in online or download Excel or Word.
Templates by industry
- Freight collection
- Line-haul transport
- Unloading labor
Preparation guide
Example workflow
Confirm scope and quantities
Example: start with "Freight collection", confirm the required quantity and client inputs, then agree completion criteria for each item.
Review and approve the quotation
Confirm acceptance evidence for "Unloading labor", all line quantities, exclusions and quote validity with the customer, and retain the approved version.
Deliver and prepare billing
Deliver dispatch details, delivery or storage records and the quantities confirmed by the customer. When the agreed milestone is complete, prepare an invoice using actual quantities and approved changes.
Hauliers and freight forwarders use this quotation for a shipment that is collected, carried over a main route and unloaded at the other end. The three steps are priced apart because they depend on different things: collection on the pickup site, line-haul on distance and weight or volume, unloading on the labor and equipment at the receiving site. Quote against the weight, dimensions and pallet count the customer gives you, and state that the price is recalculated if the shipment differs.
Fields to prepare
- Deliverables and line items
- Freight collection, Line-haul transport, Unloading labor: specify the planned quantity and delivery scope for each item.
- Freight collection
- Give the pickup address and time window, and whether loading is done by the shipper or by your driver.
- Line-haul transport
- State the route, the weight or volume charged and the vehicle type; the chargeable weight is the figure the customer will check.
- Unloading labor
- Say how many people and how long unloading should take, and whether a forklift or tail lift is provided.
- Goods and volume
- Record item codes, counts, weight or volume, packing units and handling conditions.
- Route and period
- Define origin and destination, storage or transport period, loading responsibilities and proof of delivery.
- Scope to agree
- Specify pickup locations, weight and volume, line-haul routes, unloading labor and waiting-time terms.
Before sending
- Does “Freight collection” say what is included and what quantity the price assumes?
- Would the customer read “Line-haul transport” the way you do, including what it leaves out?
- Can you still honour the price of “Unloading labor” on the last day the quotation is valid?
Show 3 more
- Check extra-charge conditions for waiting, redelivery, returns and special handling.
- Reconcile dispatch, arrival and received quantities and explain discrepancies.
- Check quote validity, the customer approval method and payment milestones.
Worked example with sample figures
The figures below are invented to show how the template adds up: 3 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Freight collection | 5 × $95.00 | $475.00 |
| Line-haul transport | 1 × $750.00 | $750.00 |
| Unloading labor | 6 × $1,200.00 | $7,200.00 |
| Subtotal | $8,425.00 | |
| Sales tax (8%) | $674.00 | |
| Total | $9,099.00 | |
Quoted net amount $8,425.00, sales tax $674.00, quoted total $9,099.00.
What the document must show
The details a quotation has to show, and why each one matters, are set out in the guide below.
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Full requirements: How to write a quotation: format, example and checklist
Frequently asked questions
How do I quote when the customer gives volume but no weight?
Quote on the volume and write the weight you assumed, or the volume-to-weight conversion you use, in the notes. The price can then be adjusted fairly if the real weight turns out higher, and the customer knows that before booking.
Should tolls and ferry fares be included?
Include them in the line-haul price or list them as separate lines, but write which. A customer comparing quotations from several carriers needs to know whether two prices cover the same costs.
What if the receiving site cannot unload when the truck arrives?
State the free waiting time at delivery and the rate per hour after it. Waiting at the receiving site is a frequent source of extra charges in road freight, and the quotation is where both sides should agree it.
How is the sales tax worked out on this quotation?
The worked example above uses an example rate of 8%: $674.00 on a net amount of $8,425.00, for a total of $9,099.00. The editor recalculates all three when you change a quantity, a price or the country.
Can I add my logo and signature?
Yes. The From section of the editor has a place for your company logo and for a signature or seal image. Uploading a picture needs a free account, and a member can keep both in settings so that every new document starts with them.
Read next
Reading for the Freight quotation: How to write a quotation: format, example and checklist and Estimate vs quote: what binds you, with a remodeling example. The VAT and GST calculator adds tax to your quoted prices.