A freight request for quotation (RFQ) asks carriers, agents or other transport suppliers to price a defined movement or group of lanes. To compare responses fairly, each supplier needs the same requested scope, charge basis, dates and instructions for stating exceptions.
Download the freight RFQ supplier request and response workbook to prepare the request, collect offers and record clarifications. It includes separate tabs for the buyer’s brief, requested lots, supplier responses, internal comparison and unresolved questions.
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What Is A Freight RFQ?
A freight RFQ is a structured request for supplier pricing against a stated transport requirement. A forwarder might issue one for a spot movement, recurring lane, group of trade lanes or an upcoming procurement period.
The request should say what the supplier is pricing. The response should identify the service offered, charges, currency, unit, validity, inclusions, exclusions and any conditions. An unanswered charge or unconfirmed service should remain open for clarification; it should not be treated as free or included.
This template requests transport and agent rates. If you are evaluating software vendors, use a separate software selection questionnaire. If an offer is selected, the agreed terms then move into approval and contract management; the supplier’s RFQ response alone is not an executed agreement.
What Is Included In The Download?
| Workbook tab | Who uses it | Purpose |
|---|---|---|
| Read Me | Buyer and supplier | Explains how to complete and review the file |
| RFQ Brief | Buyer | Sets the contact, deadlines, scope and response rules |
| Requested Lots | Buyer | Gives each requested movement or service a stable Lot ID |
| Supplier Responses | Supplier | Captures the offer, price basis, dates and exceptions |
| Comparison | Buyer | Reviews offers on an explicitly confirmed common basis |
| Clarifications | Buyer and supplier | Tracks missing answers and changed assumptions |
The workbook is a working template. Adjust its fields to match the mode, market, service scope and procurement rules of your business before sending it.
How To Complete The Freight RFQ Brief
Begin with an RFQ reference, buyer contact, issue date, response deadline and time zone. State how suppliers should return the file and where they should send questions.
Then define the commercial request:
- The transport modes and services being sourced.
- The origin and destination scope, including whether collection or delivery is required.
- The cargo, equipment and handling requirements known at the time of issue.
- The requested rate validity and the event to which that validity applies.
- The charge categories that every supplier must answer.
- The requested currency and charge unit, or instructions for identifying a different basis.
- Whether alternative routings or service levels are permitted.
- Whether forecast volumes are estimates or binding commitments.
Describe estimated volume as an estimate unless a commitment has actually been agreed. Do not let the supplier infer door-to-door scope from a port-to-port lane description.
Define Each Requested Movement As A Lot
Use a separate Lot ID for each materially different movement or service requirement. Suppliers should repeat that ID in their response so procurement can match every offer to the original request.
| Lot field | Example of the decision to specify |
|---|---|
| Mode | Ocean FCL, ocean LCL, air or inland |
| Origin and destination | Named points and whether each is a port, airport, facility or address |
| Service scope | Port-to-port, door-to-port, door-to-door or another defined scope |
| Equipment or basis | Container type, chargeable weight or another relevant unit |
| Cargo | Commodity and known restrictions |
| Volume | Estimated movements or volume for the requested period |
| Timing | Target shipment window and required rate validity |
| Included services | Handling, pickup, delivery or other required components |
An offer for a different routing or service can still be useful. Ask the supplier to present it as a separate alternative rather than silently changing the requested lot.
What Should A Carrier Or Agent Response Include?
Ask suppliers to complete one response row per lot and offer alternative. Each response should identify:
- The matching RFQ reference and Lot ID.
- The supplier and the service or routing offered.
- The base rate, currency and charge unit.
- Origin and destination charges.
- Surcharges, minimums and other mandatory costs.
- Validity start and end dates, including the event that determines applicability.
- Indicative transit or service frequency, where relevant.
- Inclusions, exclusions, restrictions and assumptions.
- Capacity or availability status and the supplier contact.
A base rate by itself is not a comparable total. For example, an offer that omits destination charges should remain incomplete until the supplier confirms whether those charges are included, separately payable or unavailable.
How Do You Compare Supplier Rates Fairly?
First, check whether the offers describe the same service. Confirm the mode, origin and destination points, equipment, routing requirements, collection or delivery scope, and any mandatory handling.
Next, check the price basis. Compare charges only when their currencies, units and applicable quantities have been brought onto a documented common basis. Ask for clarification if one offer uses a per-container amount and another uses a per-shipment or weight-based amount that has not been normalized.
Finally, review non-price conditions: validity, availability, exclusions, transit, service reliability requirements and dependencies. The lowest visible number is not necessarily the lowest usable cost when an offer excludes required work.
The workbook’s Comparison tab asks reviewers to confirm both a common basis and complete mandatory charges. Its total appears only after those checks are marked “Yes” and all four cost fields contain numbers. Enter 0 only where the supplier explicitly confirms that no charge applies. The workbook does not automatically convert currencies or normalize different units.
What Should You Clarify Before Selecting An Offer?
Log questions against the relevant Lot ID and supplier response. Common clarifications include:
- A missing origin or destination charge.
- A surcharge mentioned without an amount or calculation rule.
- A different service scope from the one requested.
- An unclear minimum or charge unit.
- Validity that does not cover the expected movement.
- Cargo, equipment or routing restrictions.
- Capacity described as indicative rather than confirmed.
- A change to the forecast volume or service assumptions.
Keep the supplier’s answer and the review decision with the response. If an offer changes materially, preserve the earlier version so the team can see what was compared.
What Happens After The RFQ?
Procurement and pricing can shortlist an offer once its scope, charges and conditions are understood. An authorized owner should then confirm the award, agreement and any required approval before rates are published for customer quoting.
For the wider process of collecting and governing buy rates, read freight rate procurement software for forwarders. For controlling agreed terms, amendments, expiry and commitments after selection, read the freight contract management guide.
Frequently Asked Questions
An RFQ asks suppliers to price a sufficiently defined scope. An RFP may ask for a broader service approach, operating model or solution proposal alongside pricing. The terms are sometimes used together in procurement, but this workbook is designed for comparable carrier and agent rate responses.
Yes, after adapting the brief. For spot sourcing, define the specific movement and short validity needed. For recurring lanes, state the expected period, estimated volume, service requirements and any proposed commitments clearly. A returned rate still needs review and approval before use.
No. Check the service scope and all mandatory origin, main carriage, destination and other charges. Record exclusions, minimums and validity so an incomplete response does not appear cheaper.
No. It is an offer for review. Keep the award decision, executed terms, amendments and rate publication approval separate from the supplier’s original response.