A freight quote should tell the customer what movement is being offered, which services and charges the price covers, when the offer expires, and what could change before booking. A total without its scope or charge basis is difficult to compare and easy to misunderstand.
Download the air, FCL and LCL freight quote workbook. It includes blank customer quote templates and fictional filled examples for each mode. Replace every example detail, amount and condition with checked information before issuing an offer.
What Should A Freight Quote Include?
A customer-facing freight quotation needs enough information for the buyer to understand and act on the offer.
| Quote element | What to show |
|---|---|
| Identification | Customer, quote reference, version, contact and issue date |
| Movement | Origin, destination, transport mode and relevant cargo details |
| Service scope | Whether the offer covers airport, port, pickup, delivery or other services |
| Billing basis | The quantity and unit used for each charge |
| Price | Customer-facing charge lines, currency and total |
| Timing | Indicative service timing, quote expiry and any relevant rate validity |
| Conditions | Inclusions, exclusions, assumptions and circumstances requiring revalidation |
| Next step | How the customer can ask a question or proceed, subject to required checks |
A quote is a commercial offer for a stated scope. Customer acceptance may still require confirmation of current rates, capacity, shipment details and booking conditions.
Download The Air, FCL And LCL Quote Workbook
The workbook contains seven tabs:
- Read Me: Instructions and checks before sending a quote.
- Air Blank, FCL Blank and LCL Blank: Customer quote layouts to adapt.
- Air Example, FCL Example and LCL Example: Fictional USD figures showing how charge lines can appear.
Each template has fields for the quote reference and version, customer, route, service scope, cargo basis, validity, charge lines, inclusions, exclusions and next step. Line amounts calculate quantity × unit price. The total remains blank when priced lines do not use the stated quote currency.
The file does not calculate air volumetric weight, LCL W/M, supplier minimums or currency conversions automatically. Confirm the applicable tariff and enter the reviewed billable quantity for each line.
Download the freight quote workbook
Air Freight Quote Example
An air quote should identify the airport or door service being offered and the chargeable quantity used for each weight-based line. Show gross and volumetric weight information where it helps explain the basis, then check the actual divisor, rounding and minimum against the applicable tariff.
The following amounts are fictional examples of presentation, not current air freight rates.
| Example charge | Quantity and basis | Fictional USD amount |
|---|---|---|
| Air freight | 360 chargeable kg × $3.20 | $1,152 |
| Origin handling | 1 shipment × $85 | $85 |
| Security surcharge | 360 chargeable kg × $0.30 | $108 |
| Destination handling | 1 shipment × $95 | $95 |
| Documentation | 1 shipment × $40 | $40 |
| Illustrative total | Airport-to-airport scope | $1,480 |
In this example, gross weight is 300 kg and the illustrative volumetric weight is 360 kg. A real quotation must verify the measured dimensions, applicable chargeable weight, tariff rules, service availability, dates and charges. Pickup, delivery, customs services, duties and taxes are excluded unless added to the stated scope.
For the calculation method rather than the customer document layout, see how air and ocean freight charges are calculated.
FCL Freight Quote Example
An FCL quotation should name the container type and count, origin and destination points, service scope and charges that apply per container or shipment. FCL means dedicated container use; it does not require the customer to fill every available space.
The following figures are fictional, based on one 40HC container and a stated port-to-port scope.
| Example charge | Quantity and basis | Fictional USD amount |
|---|---|---|
| Ocean freight | 1 × 40HC container | $1,200 |
| Origin terminal | 1 × 40HC container | $250 |
| Destination terminal | 1 × 40HC container | $310 |
| Fuel surcharge | 1 × 40HC container | $180 |
| Documentation | 1 shipment | $45 |
| Illustrative total | Stated port-to-port scope | $1,985 |
A real offer should also state applicable equipment and routing conditions, rate and quote validity, and any free-time terms relevant to the service. Identify pickup, delivery, customs services, duties, taxes, storage and time-related charges as included, excluded or subject to confirmation.
LCL Freight Quote Example
An LCL quotation should show the cargo volume and gross weight, then state the chargeable unit applied to each line. Ocean freight may use weight or measure (W/M), while CFS and other charges may have different units or minimums. Check the supplier tariff rather than applying one unit to every charge.
The following fictional example assumes 4 CBM, 2,500 kg gross weight and an ocean freight quantity of 4 revenue tons. That quantity must be verified for a real shipment.
| Example charge | Quantity and basis | Fictional USD amount |
|---|---|---|
| Ocean freight | 4 revenue tons × $60 | $240 |
| Origin CFS | 4 CBM × $25 | $100 |
| Destination CFS | 4 CBM × $35 | $140 |
| Documentation | 1 shipment × $40 | $40 |
| Illustrative total | Stated port-to-port scope | $520 |
Identify any minimum charges, deconsolidation or release costs, and services outside the port or CFS scope. A real LCL quote may change when the final packed volume, weight or handling requirements differ from the original information.
How Do You Use The Template Without Creating An Incomplete Offer?
Define The Scope First
Write down where your responsibility begins and ends. “Ocean freight to the destination” is less useful to a buyer than named points and an explicit port-to-port or door-to-door service scope.
Verify Each Billing Unit
Check whether a charge is per kg, revenue ton, CBM, container or shipment. Keep that unit beside the customer-facing amount. Do not combine different currencies or units into a total until they have been converted and reviewed under a documented rule.
Separate Confirmed Prices From Open Items
If a required charge is unknown, obtain it or explain how it will be determined. A blank charge is not a confirmed zero. Make optional services and charges that may arise under specified conditions visible.
Check Dates And Versions
Show the customer quote expiry. Check that underlying supplier rates remain applicable to the expected movement. If cargo details, dates, route or services change, issue a clearly identified revised version after reviewing the affected charges.
Give The Customer A Next Step
Provide a named contact and explain how to request clarification or proceed. State any checks needed before a booking is confirmed.
How Is This Template Different From VelocityOS Quote Templates?
This download is a vendor-neutral spreadsheet structure that a forwarder can adapt to its own customer quotation. It does not represent a VelocityOS-generated quote or a product screenshot.
To configure layouts, terms and branding inside VelocityOS, use the Quote Templates & Customization help article. To assess rate sources, quote revisions, sharing and the product workflow, see VelocityOS Quote Management.
Frequently Asked Questions
You can keep a consistent summary, terms and next-step structure. The cargo fields and billing units should change by mode. The download provides a separate tab for each so these distinctions stay visible.
No. First compare the same origin and destination points, service scope, units, dates and included charges. A lower total may exclude work covered by another offer.
State clearly whether they are included, excluded or cannot yet be determined. Their treatment depends on the shipment, destination and agreed service scope; do not silently include or exclude them.
Not necessarily. The forwarder may still need to confirm current rates, space or equipment, cargo details, documents and operational conditions before booking.