Three quotes, three totals, and no obvious way to tell which one is cheapest. That is the usual state of a freight comparison, because quotes rarely cover the same things. One may stop at the port and leave out destination charges. Another may be all-in but assume a different container size. A third may look low because it assumes a short validity or excludes lines the others include. To compare freight forwarding quotes effectively, you first have to make them comparable. This guide shows how: normalise the scope, find what is missing, price the gaps and use a comparison sheet.
For the lines that appear on a quote, see our explainer on how freight forwarding rates are calculated. To request quotes, see how to get an instant freight forwarding quote.
Why Headline Prices Mislead
Headline totals mislead because of five common differences:
- Start and end points: door, port or airport, and which ones.
- Charges included: origin, destination, surcharges, customs and delivery.
- Cargo basis: container size and type, or the cubic metres and weight used for LCL, or chargeable weight for air.
- Validity and conditions: how long the rate holds and what changes it.
- Terms of service: free time, liability and payment conditions.
A forwarder that quotes only ocean freight is not wrong. It is quoting a smaller scope. The mistake is to compare its total with one that includes everything.
Step 1: Give Every Forwarder the Same Brief
The quickest way to get comparable quotes is to send the same brief to each forwarder. Include the goods description and HS code, quantity, weights and dimensions, packaging, origin and destination, cargo-ready date, Incoterm, delivery address and whether you need customs clearance. If one forwarder gets more information than another, you are comparing answers to different questions. The Incoterm matters in particular, because under the ICC's Incoterms 2020 it decides which tasks and costs belong to you.
Step 2: Put Every Quote Into the Same Frame
Fill one column per quote, and use "not included" where a line is missing. A comparison sheet like this one keeps you honest.
| Line | Quote 1 | Quote 2 | Quote 3 |
|---|---|---|---|
| Scope: from and to | |||
| Container or cargo basis | |||
| Ocean or air freight | |||
| Surcharges | |||
| Origin charges | |||
| Destination charges | |||
| Customs clearance fees | |||
| Delivery | |||
| Insurance | |||
| Free time included | |||
| Validity | |||
| Exclusions listed | |||
| Payment terms |
Step 3: Price the Gaps
Where a quote leaves out a line, ask the forwarder for it or estimate it from the other quotes, and add it. The total you compare is the all-in figure for the same scope.
A worked example
The numbers below are made up to show the method. They do not describe a real shipment. Assume three quotes for the same container, all in the same currency.
| Line | Quote 1 | Quote 2 | Quote 3 |
|---|---|---|---|
| Headline price | 1,300 | 1,600 | 1,450 |
| Ocean freight included? | Yes | Yes | Yes |
| Origin charges | Not included, 180 | Included | Included |
| Destination charges | Not included, 320 | Included | Not included, 320 |
| All-in on the same scope | 1,800 | 1,600 | 1,770 |
Quote 1 looks cheapest by 300 on the headline, but once the missing lines are added it is the most expensive. Quote 2, with the highest headline price, is the lowest all-in. In real life you would get the missing figures from the forwarders themselves, and you would also compare free time, validity and terms.
Step 4: Check What Is Excluded
Exclusions are where surprises hide. Look for:
- duty and taxes, which are normally outside a freight quote;
- examination, inspection and re-weighing fees;
- storage, demurrage and detention after free time;
- inland delivery beyond a stated area;
- charges for changes or corrections after booking;
- surcharges that may be added later.
On duty, Section 14 of the Customs Act, 1962 includes in the transaction value, as the rules specify, the cost of transportation to the place of importation and insurance. So the freight figure in your quote can change the assessable value, and it is worth including in any landed-cost calculation.
Step 5: Compare More Than Price
Once the scope is equal, look beyond the total.
- Validity: a low rate that lapses before your cargo is ready is not a rate you can use.
- Free time: more free time can be worth more than a small saving on the rate.
- Routing and schedule: direct or transshipment, and how often it sails.
- Customs arrangements: who clears your cargo, and whether they are licensed.
- Communication and responsiveness: how clear and quick the quote process was.
- Terms: liability limits, payment terms and how disputes are handled.
Our guide to choosing a freight forwarding company offers a weighted scorecard for this wider comparison.
Red Flags in Quotes
- A total with no breakdown, and no willingness to provide one.
- A price far below the others, with no explanation.
- A missing validity date.
- Vague wording such as "subject to carrier surcharges" without detail.
- Pressure to accept immediately.
- No named person to answer questions.
Comparing Online Quotes and Platforms
Online platforms can speed up the first round, but the same rules apply. Check what the instant price includes, whether it is based on your actual cargo details, and what happens if the real cargo differs. See our guide to online freight booking platforms for what to look for.
A Short Checklist
- Send the same brief to every forwarder.
- Put each quote in the same sheet.
- Price the missing lines to reach an all-in total.
- Check exclusions, validity and free time.
- Compare service, customs arrangements and terms, not just price.
- Confirm the winning quote in writing before you book.
Normalising Different Bases
Quotes use different bases, and each needs converting before you can compare it.
- FCL: a price per container, so confirm the size and type and the weight limit assumed.
- LCL: a price per cubic metre or per tonne, usually with a minimum charge, so calculate your cargo's volume and weight and see which basis applies.
- Air: a price per kilogram of chargeable weight, so use your packed dimensions. IATA gives the general volumetric rule as volume in cubic centimetres divided by 6,000, and the higher of actual and volumetric weight is used for pricing.
- Courier: weight bands, so check which band your parcel falls in.
A Second Worked Example: LCL
These numbers are also made up. Assume your cargo is 8 cubic metres.
| Line | Quote A | Quote B |
|---|---|---|
| Rate per cubic metre | 55 | 48 |
| Freight for 8 cubic metres | 440 | 384 |
| Origin and destination handling | 120 | 220 |
| Total | 560 | 604 |
Quote B has the lower rate per cubic metre, but its higher handling charges make it more expensive for this cargo. With these made-up rates, Quote B becomes the cheaper option only above about 14.3 cubic metres, which is why you compare using your own volume, not the rate alone.
Currency, Payment Terms and Validity
Quotes may come in different currencies, so convert every figure into one currency on one date and note the rate you used. Check payment terms too: when the invoice is due, whether a deposit is needed and what happens if you dispute a charge. And check validity, because a quote that lapses before your cargo is ready has to be repriced. If the sailing is likely to change, ask what happens to the rate.
A Simple Request Template
The easiest way to get comparable quotes is to send the same message to every forwarder. You can adapt this outline:
- Cargo: description, HS code, number of packages, weight and dimensions, and whether it is regulated or dangerous.
- Route: where it starts, where it must arrive and the full delivery address.
- Dates: the cargo-ready date and the date you need it delivered.
- Terms: the Incoterm agreed with your supplier or customer.
- Services needed: export clearance, import clearance, insurance, inland delivery.
- Quote format: itemised, with each charge listed, the validity date and a list of exclusions.
Ask for replies by a set date, and tell each forwarder that you are comparing like for like.
Keep a Record
Save every quote, the comparison sheet and the written confirmation of the one you choose. If a final invoice differs from the quote, you can then see which line moved and ask why. Over time, the record also shows which forwarders quote accurately and which ones add charges later.
Get a Quote You Can Compare From RR Brothers and Logistics
RR Brothers and Logistics gives itemised quotes with origin and destination charges shown separately, so you can set them beside others. See our sea freight and air freight services, or send us your cargo details.
Frequently Asked Questions
Send the same brief to each forwarder, put every quote into the same sheet, price any missing lines to reach an all-in total on the same scope, check exclusions, and then compare validity, free time, routing and terms.
Often because they cover less. A cheaper quote may stop at the port, omit origin or destination charges, assume different container sizes or exclude surcharges. Normalise the scope before judging.
A price that bundles several charges into one figure. It is simple but can hide what is excluded, so ask for the list of included and excluded items.
Duty and taxes, examination and inspection fees, storage, demurrage and detention after free time, inland delivery beyond a stated area and charges for changes after booking.
Yes. Section 14 of the Customs Act includes the cost of transport to the place of importation and insurance in the transaction value, as the rules specify, so freight can raise the assessable value.
Not automatically. Consider validity, free time, routing, customs arrangements, communication and terms. The lowest price on a weak service can cost more if something goes wrong.
Sources
- ICC: Incoterms 2020 rules
- CBIC: Customs Act, 1962 (Section 14)
- IATA: Air cargo tariffs and rules (volumetric weight)
This article is general information, not legal, tax or customs advice. Rules, rates and procedures change; confirm current requirements with the relevant authority or a licensed customs professional before you ship. Regulatory references were checked against the official sources listed above on 25 October 2026.
Image credits: header photo by Jakub Żerdzicki on Unsplash. Used under the Unsplash License.
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