How to prepare a useful freight RFQ

Give the enquiry a clear purpose

Start with the decision you need help making. Are you comparing sea and air freight, pricing an agreed route, seeking destination support, or checking whether specialist cargo can be accepted? A short purpose statement helps the recipient respond to the actual question.

For example: “We are comparing sea and air options for commercial spare parts from Shanghai to Karachi. Please price the same pickup and delivery scope and identify the assumptions.” That is more useful than “send your best rate” because it defines a comparison.

Published carrier quotation workflows request shipment details such as origin, destination, commodity, equipment, weight and cargo readiness. See Maersk’s quotation guidance. Catalyst’s enquiry form likewise asks for a route, service, cargo details and ready date.

Prepare the core details

1. Direction and route: import, export, cross-trade or domestic; origin and destination cities/countries; exact pickup and delivery scope if known.
2. Commodity: a plain description of the goods and their intended use where useful. Include the HS/PCT code if known, without presenting an unverified code as confirmed.
3. Packing: number and type of packages, external dimensions, units, gross weight and whether the figures are final. For containers, state the proposed size/type and quantity.
4. Timing: cargo-ready date, preferred dispatch window and required delivery deadline. Identify any hard operational constraint.
5. Commercial scope: the agreed Incoterm and named place if known; pickup, delivery, customs coordination or other support requested.
6. Contact: name, company, business email and a suitable phone number, plus the person able to clarify cargo details.

Use the printable shipment worksheet to collect these details from purchasing, the supplier and the warehouse. It is a preparation aid, not a booking form.

Flag specialist requirements early

State what you know about batteries, chemicals, liquids, temperature requirements, unusual dimensions, heavy pieces, fragile goods or restrictions on stacking. “General cargo” should not replace a useful description.

If classification or handling information is unknown, say so and ask what needs checking before an offer can be confirmed. Do not choose “non-hazardous” merely to complete a field. Initial enquiry acceptance is not confirmation that a particular carrier or service will accept the cargo.

Keep the first message proportionate. An initial description and measurements may be enough to start the conversation. Ask the team which supporting documents it needs and how to share them; avoid distributing sensitive commercial documents widely just to obtain preliminary interest.

Example of a clear shipment brief

This brief is useful because it makes the unknowns visible. It does not pretend that a ready date or handling classification has already been agreed. The team can respond with targeted questions rather than reconstructing the shipment from several messages.

Keep one current version

Give the brief a reference and revision date. If the supplier changes crate sizes or the destination changes, issue a revised version and ask whether the previous quotation still applies. Keep final measurements and preliminary estimates clearly separated.

Before booking, resolve the open questions with the commercial team. Ask for the final scope, quotation validity and next required step. Sending an RFQ starts a discussion; it does not by itself reserve space or confirm a shipment.

Can I enquire before packing is complete?

Yes—label the information as preliminary and explain when final figures will be available. Ask whether the response is an estimate or a quotation based on stated assumptions.

What if I need help choosing a service?

Describe your cargo and delivery need first. Review available service categories, industry considerations and trade-lane planning, then ask which options merit a shipment-specific review.