A request stating only “two tonnes from China to Vietnam” is not enough to determine the correct mode, equipment, pickup and delivery points, or charge items. When cargo data is incomplete or the commodity is described too broadly, providers must price on assumptions that may not match the actual job. The initial number may look competitive, while pickup, terminal handling, customs, final delivery or special-cargo charges appear later. A useful RFQ does not need to be long, but it must lock six information layers: cargo, packing, route and addresses, timing, service scope and commercial terms. This article sets out the minimum data for standard commercial cargo packed in cartons, pallets or containers, and the additional modules required for dangerous, temperature-controlled and out-of-gauge cargo.

B2B operational reference · Sources reviewed: 20 July 2026

QUICK FACTS

WEIGHT ALONE IS NOT ENOUGH

Provide package count, dimensions per package or total volume, packaging type and stackability.

LOCK ORIGIN AND DESTINATION

State full addresses or exact ports, airports and terminals—not only countries or cities.

DEFINE THE SERVICE SCOPE

Specify port-to-port, door-to-port, port-to-door or door-to-door, plus customs, insurance and final delivery.

TIME AFFECTS THE RATE

Cargo Ready Date, delivery deadline and schedule flexibility directly affect routing and validity.

SPECIAL CARGO NEEDS A MODULE

DG, reefer, OOG and lithium-battery cargo require technical data; a commercial name is not enough.

SCOPE OF APPLICATION

This article applies to B2B importers and exporters requesting quotations for standard commercial cargo packed in cartons, crates, pallets, FCL or LCL by ocean, air, road or multimodal transport. Typical parties include buyer, supplier, shipper, consignee, forwarder, carrier, customs broker and domestic haulier.

Dangerous goods, temperature-controlled cargo, oversized/overweight cargo, project breakbulk, live animals and security-sensitive cargo require additional technical documents and carrier acceptance.

Limit: An RFQ supports pricing and solution design. It does not replace a booking, shipping instruction, customs declaration, VGM, DGD or regulatory permit.

TERMINOLOGY

Term	Meaning	RFQ role
RFQ – Request for Quotation	A request for a provider to price a defined requirement.	Creates the basis for price, validity, transit time and exclusions.
Scope of Service	The work from the agreed starting point to the agreed end point.	Determines which legs, formalities and charges are included.
Cargo Ready Date – CRD	The date cargo is available for pickup or carrier handover.	Used to select schedules, equipment and rate validity.
Chargeable Weight	The billing weight, often determined from actual and volumetric weight.	Critical for air, express and some road/LCL services.
POL/POD	Port of Loading / Port of Discharge.	Defines the ocean port pair, not the warehouse pickup/delivery addresses.
Incoterms®	ICC rules allocating tasks, costs and risks between seller and buyer.	Helps identify who buys which transport leg, but does not fully define a forwarder scope.
Validity	The period during which the quotation applies.	Expired rates require reconfirmation before booking.
Exclusion	An item or event outside the quoted price.	Prevents “all-in” from being interpreted as unlimited coverage.

WHY INCOMPLETE RFQ DATA CREATES A SCOPE ERROR

A logistics quotation is the result of operational assumptions. Every blank field forces the quoting party to assume whether pickup is at the warehouse or terminal, whether cargo is stackable, whether a truck can access the site, whether customs is included, which destination charges apply and whether special approval is required.

Two quotations can therefore differ materially without either provider being “wrong”: one may be CY–CY ocean freight only, while another includes trucking, export clearance, local charges at both ends and final delivery. The correct control is to standardise the data and require each provider to identify included – excluded – conditional items.

Key point: Incoterms® allocate seller/buyer responsibilities. The logistics service contract must separately define pickup, handover, work scope, payer and contingent charges.

MINIMUM RFQ DATA MATRIX

Data group	Fields to provide	Minimum acceptable detail	Typical error if missing
1. Parties & direction	Import/export; shipper; consignee; requesting party; payer.	Legal names and roles.	Wrong payer, customs party or local-charge allocation.
2. Commodity	Commercial name plus material, use, model or key specification.	Avoid generic labels such as “parts”, “machines” or “chemicals”.	Wrong mode, policy, DG status or permits.
3. Quantity & packing	Packages/pallets/containers; packaging type; stackability.	Actual transport units.	Wrong equipment, truck capacity or space use.
4. Weight & dimensions	Gross weight; net weight if needed; L×W×H per package; total CBM.	Include packaging and pallets.	Wrong chargeable weight, LCL W/M or vehicle.
5. Route & addresses	Pickup/delivery addresses; POL/POD or airport; postal codes; access limits.	District/terminal-level precision.	Missing trucking, remote-area, toll, waiting or handling charges.
6. Timing	CRD; preferred ETD/ETA; delivery deadline; flexibility.	A realistic date window.	Wrong schedule, expired rate or inadequate service.
7. Mode & equipment	Air/sea/road/rail; FCL/LCL; container/truck; speed vs economy priority.	Allow the forwarder to propose options where not fixed.	Comparing different service levels.
8. Trade term	Incoterms® rule + named place + version.	Example: FCA supplier warehouse, Incoterms® 2020.	Duplicated or missing transport legs.
9. Service scope	Trucking, origin, main freight, destination, customs, insurance, delivery, unpacking.	Yes/no for each item.	Low headline rate but later additions.
10. Value & compliance	Invoice value, currency, provisional HS if available, permits/certificates, insurance request.	Mark estimates versus confirmed data.	Wrong insurance estimate, tax budget or compliance route.

DATA ANALYSIS BY MODE AND CARGO GROUP

MODE-SPECIFIC DATA

Mode	Additional data	Quotation control
Ocean FCL	Container type/quantity; cargo gross weight; stuffing location; CY/CFS; SOC/COC; requested free time.	RFQ weight is an estimate. VGM is a separate obligation: the shipper must provide it early enough for the stowage plan, and a packed container without VGM is not eligible for loading.
Ocean LCL	Package count, L×W×H, gross weight, total CBM, stackability, preferred CFS.	Confirm W/M, minimum charge, CFS charges and long/heavy cargo conditions.
Air freight	Weight/dimensions per piece, stackability, airports, commodity, batteries/magnets/liquids, service level.	Carrier may apply chargeable weight and restricted-cargo/security checks.
Road freight	Addresses/postcodes, vehicle type, pallets, loading metres if used, warehouse hours, lifting needs, border point.	Waiting, access restrictions, lifting, time-slot and document-return costs must be stated.
Multimodal	Transfer points, handover responsibilities, document requirements and SLA.	Lock responsibility and costs at each handover point.

SPECIAL-CARGO DATA

Cargo group	Data/documents	Why required
Dangerous Goods – DG	Current SDS; UN/ID number; Proper Shipping Name; class/division; packing group; flash point where applicable; package details; net quantity; Shipper’s Declaration/DGD or Multimodal Dangerous Goods Form where required by the mode and carrier.	The carrier must assess acceptance, packing, marks/labels, routing and surcharges under the rules applicable to the mode, such as IATA DGR for air or the IMDG Code for sea.
Lithium batteries	UN number; battery alone/packed with/contained in equipment; Wh rating or lithium content; test summary; prototype/damaged status.	The configuration changes acceptance and packing conditions.
Reefer	Set temperature; allowable range; ventilation; humidity; controlled atmosphere; plug-in/pre-trip; commodity and shelf life.	Pricing depends on reefer equipment, power, monitoring and handling.
OOG/overweight/project	Drawing/photos; maximum dimensions; weight; centre of gravity; lifting points; over-dimensions; securing plan.	Needed for equipment, slots, roads, cranes, permits and engineering approval.
Food/pharma/cosmetics	Ingredients, storage conditions, shelf life, expected permits/certificates, GDP/GSP or cold-chain requirement.	Affects routing, warehousing, inspections and lead-time buffer.
High-value cargo	Value, product type, packing, security, GPS/escort, route limits and insurance request.	Carrier/insurer must assess security and liability limits.

HOW TO LOCK THE SERVICE SCOPE AND HANDOVER POINTS

Scope layer	Question to answer	Recommended RFQ wording
Origin point	Who picks up, where exactly, and who loads the vehicle?	Full pickup address; shipper-load or carrier-load; hours and access conditions.
Origin services	Export clearance, weighing, fumigation, CFS, THC and documents included?	List each item and identify document provider and payer.
Main carriage	Route, service, direct/transshipment, target transit and equipment?	Request carrier/service identification if needed and state priority.
Destination services	D/O, THC, handling, customs, inspections and storage included?	Separate fixed charges from actual/tariff-based charges.
Final delivery	Curbside, dock or inside delivery; lifting, unpacking or empty return?	State address, dock/floor, equipment, time slot and free waiting time.
Taxes & government charges	Estimate required or service fee only?	Separate duty/tax from freight and disclose assumptions.
Insurance	Cargo insurance requested, for what value and scope?	Quote premium, deductible, exclusions and required documents separately.
Commercial conditions	Currency, VAT, exchange rate, validity, payment, cancellation/no-show?	Require explicit validity dates and repricing conditions.

DOCUMENTS AND DATA TO ATTACH

Commercial or Proforma Invoice: commodity, value, trade term and parties.
Draft Packing List: packages, weight, dimensions, CBM and packing method.
Catalogue/datasheet/photos: when the product name does not describe construction, function or handling.
SDS, Shipper’s Declaration/DGD or Multimodal Dangerous Goods Form, and test summary: as applicable to the mode and DG classification of chemicals, batteries or potentially dangerous cargo.
Warehouse access map/instructions: for restricted sites, industrial parks, projects or timed delivery.
Version-controlled RFQ sheet: issuer, update date and fields marked TBC.

Data principle: Do not send an old packing list from another shipment as a substitute. Where estimates are unavoidable, state the tolerance and repricing trigger.

RFQ STANDARDISATION WORKFLOW

Step	Input	Control action	Output
1. Define requirement	Contract/PO and delivery plan.	Lock direction, timing objective, service level and freight buyer.	One-sentence transport brief aligned with Incoterms.
2. Standardise cargo data	Invoice, packing and catalogue.	Reconcile commodity, pieces, weight, dimensions and stackability.	Versioned cargo profile with an owner.
3. Lock the route	Addresses, ports/airports and site access.	Define door/port/terminal and pre-/on-carriage legs.	End-to-end scope map.
4. Check special handling	SDS, temperature, drawings and permits.	Identify DG/reefer/OOG/regulated cargo and data gaps.	Technical RFQ module.
5. Require a quote structure	RFQ form and commercial requirements.	Request included/excluded/conditional, validity, transit, free time and surcharges.	Comparable quotations.
6. Reconcile before booking	Selected quote and updated cargo data.	Compare RFQ against actual packing and revalidate changed assumptions.	Approved booking with audit trail.

RISKS AND COMMON ERRORS

Error	Cause	Impact	Control
Only total kg provided	No package dimensions/count.	Wrong chargeable weight, truck or LCL W/M.	Provide dimensions and gross weight per piece.
Only ports stated	Warehouse addresses omitted.	Missing pre-/on-carriage, tolls and remote area.	Lock addresses, terminals and access conditions.
Generic commodity name	Material, function or model missing.	DG/restriction/equipment not identified.	Attach catalogue, photos and SDS.
Incoterms used as scope	Assuming CIF/DDP describes every service.	Duplicated/missing work and payer disputes.	Keep Incoterms and logistics scope as separate fields.
No CRD	Cargo readiness unknown.	Rate/space invalid when booking.	Provide a CRD window and delivery deadline.
No split between fixed and actual	“All-in” without exclusions.	Storage, inspections, waiting or tax additions.	Require included–excluded–conditional tables.
Cargo data changes	Actual packing differs from RFQ.	Repricing, rejection or equipment change.	Set tolerances and revalidation before booking.
Different RFQ versions sent	Each bidder receives different data.	No fair comparison.	Use one master file, version number and response deadline.

OPERATIONAL REFERENCES

Source	Reference point	Use
Maersk – How to get a rate/quote	Origin, destination, commodity, equipment, quantity, weight and readiness date.	Baseline ocean RFQ fields.
Maersk – Ground freight quote requirements	Weight, packaged dimensions, commodity and postal codes.	Road-freight inputs.
Maersk – Special cargo quote	Shipment type, equipment, weight, dimensions, commodity and photos.	OOG/breakbulk data.
DHL – Freight quote	Weight, dimensions, distance, mode and additional services.	Freight-price variables.
ICC – Incoterms® 2020	Allocation of tasks, costs and risks.	Identifies which party procures each leg.
IATA – Dangerous Goods Regulations	Classification, packing, marking, labelling and documentation for dangerous goods by air.	Air-freight DG data reference; the DGR is updated annually.
IMO – IMDG Code	Requirements for packaged dangerous goods by sea, including classification, packing, marking, labelling, documentation and segregation.	Sea-freight DG data reference; carriers may impose additional acceptance conditions.
IMO – Verified Gross Mass	Shipper responsibility and VGM as a loading condition.	Separates RFQ estimate from pre-loading VGM.

FAQ

Is there one legally mandatory RFQ template?

No. Carriers and forwarders use different forms. The material requirement is enough data to define cargo, route, timing, scope and commercial conditions.

Can I request a budget rate without a final packing list?

Yes, using estimated data marked TBC, with a stated tolerance and a repricing condition.

Is an HS code enough to describe the cargo?

No. A provisional HS code helps with policy checks, but the provider still needs commodity, material, function, packing and DG data.

Does Incoterms® determine the provider’s whole quote scope?

No. It allocates seller/buyer obligations; the RFQ must still specify the logistics tasks requested.

Should I ask for an all-in quote?

You may request a total estimate, but also require included, excluded and conditional items.

Why provide dimensions per piece instead of only total CBM?

Individual dimensions affect aircraft doors, pallets, trucks, stowage and stackability.

Should the RFQ request a long validity?

State the intended booking date and CRD. The provider should confirm achievable validity; long validity does not guarantee unchanged space or market rates.

APPLICATION NOTE

No single RFQ checklist fits every trade lane and cargo group. Minimum data must be expanded for the selected mode, carrier, country, warehouse conditions, dangerous-goods rules and product regulations at the time of shipment.

Rates, transit times, free time, duties/taxes and surcharges are meaningful only when linked to a defined route, validity period, cargo profile and service scope. Reconcile the RFQ with the actual packing list before booking and revalidate changed assumptions.

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