Freight Quote Template: Fields, Rates and a Sample
A freight quote template for LTL, FTL, air and ocean shipments: required fields, chargeable weight math, accessorials, validity terms and a filled sample quote.
A freight quote template is a standard layout for pricing a shipment before it moves. It captures the lane, the freight details, the base rate, fuel surcharge, accessorial charges, the total, and the terms the price depends on. For freight brokers, forwarders and carriers, a clear quote wins the load; a vague one leads to arguments when the final bill does not match.
This guide lists the fields a freight quote needs, shows how chargeable weight and density work with real numbers, gives a filled-in LTL sample, and covers the terms that protect you when the freight turns out different from what the shipper described.
Freight quote template: required fields
Quote header
- Your company name, contact details and authority numbers where relevant (for example, MC and USDOT numbers for US brokers and carriers)
- Quote number and date
- Valid until date
- Customer name, contact, reference number
Shipment details
- Origin and destination: city, postal code, location type (business dock, residential, construction site)
- Ready date and required delivery date
- Mode and service: LTL, FTL (dry van, reefer, flatbed), air, ocean FCL or LCL, expedited
- Commodity description
- Number and type of handling units (pallets, crates, cartons)
- Dimensions per unit and total weight
- Freight class (US LTL) or chargeable weight (air) or cbm (ocean LCL)
- Stackable or not, hazmat class and UN number if applicable, temperature range
- Incoterm for international shipments; our guide to Incoterms on invoices explains each term
Charges
- Base linehaul or freight rate
- Fuel surcharge (percentage or per mile)
- Accessorials expected (liftgate, residential, inside delivery, appointment)
- Origin and destination charges for international (pickup, terminal handling, documentation, customs clearance)
- Insurance, if offered, with coverage limit
- Total quoted price and currency
Terms
- Quote validity and what can change the price
- Free time and detention rates
- Payment terms
- Liability limits and claims process
Chargeable weight: the math behind the quote
Air freight
Airlines bill on the greater of actual weight and volumetric weight. A common divisor is 6,000 cubic centimetres per kilogram. Example: one crate measuring 120 x 100 x 110 cm weighing 180 kg.
- Volume: 120 x 100 x 110 = 1,320,000 cm3
- Volumetric weight: 1,320,000 / 6,000 = 220 kg
- Chargeable weight: 220 kg (greater than 180 kg actual)
- At a rate of $4.10 per kg: 220 x $4.10 = $902.00 before surcharges
Ocean LCL
LCL is usually priced per "revenue ton", the greater of cubic metres or metric tons. Three pallets totalling 2.8 cbm and 1,100 kg are billed on 2.8 revenue tons, because 2.8 cbm is greater than 1.1 tons.
US LTL and freight class
US LTL rates depend on freight class under the National Motor Freight Classification. NMFC Docket 2025-1, effective July 19, 2025, moved many commodities to a density-based system with 13 density subclasses, according to the National Motor Freight Traffic Association. That makes accurate dimensions more important than ever. Density example: two pallets, each 48 x 40 x 60 inches, total weight 900 lb.
- Volume per pallet: 48 x 40 x 60 = 115,200 in3 = 66.67 ft3 (divide by 1,728)
- Total volume: 133.33 ft3
- Density: 900 / 133.33 = 6.75 lb per ft3
That density then maps to a class using the NMFC tables or the carrier's tariff. Always quote the class you used, so a later reclass is easy to check.
Sample freight quote (LTL)
| Item | Detail | Amount |
|---|---|---|
| Quote | FQ-26-0931, issued 12 Nov 2026, valid to 19 Nov 2026 | |
| Lane | Columbus, OH 43215 (business dock) to Nashville, TN 37209 (business, no dock) | |
| Freight | 2 pallets, office chairs (boxed), 48x40x60 in each, 900 lb total, non-stackable, density 6.75 pcf | |
| Linehaul (LTL, 2 to 3 transit days) | $412.00 | |
| Fuel surcharge (28% of linehaul) | $412.00 x 28% | $115.36 |
| Liftgate at delivery | $85.00 | |
| Delivery appointment | $25.00 | |
| Total quoted | $637.36 |
The math: $412 + $115.36 + $85 + $25 = $637.36. Fuel surcharge percentages change weekly with diesel prices, so state the percentage used and the date. Terms printed below the table: "Rate based on the dimensions and weight provided. Carrier reweigh, reclassification, redelivery, detention or additional services will be billed at cost plus our standard fee."
FTL and ocean variations
FTL quotes are usually an all-in rate per load or per mile, plus fuel if not included, plus stops and detention terms. Example: 540 miles at $2.45 per mile = $1,323 all-in, with 2 hours free loading and unloading time and detention at $75 per hour after that.
Ocean quotes are split into origin charges, ocean freight, and destination charges, and the Incoterm decides which of those the customer pays. List each surcharge separately so the customer can compare forwarders fairly. For land shipments within a country, our transport quotation format shows a simpler layout.
Common accessorial charges to list
Accessorials are where quoted and billed freight costs most often drift apart. Even if you do not expect them, list the ones that could apply with your rate, so the customer has agreed to them in advance:
| Accessorial | When it applies |
|---|---|
| Liftgate | No loading dock or forklift at pickup or delivery |
| Residential | Pickup or delivery at a home or home-based business |
| Limited access | Schools, farms, construction sites, military bases, storage units |
| Inside delivery | Freight moved beyond the dock or door |
| Appointment or notify | Consignee requires a call or time slot |
| Detention | Truck held beyond the free loading or unloading time |
| Redelivery | First delivery attempt fails |
| Reweigh or reclass | Carrier finds different weight, dimensions or class |
| Hazmat | Regulated dangerous goods |
Information to collect before quoting
A short intake checklist saves back-and-forth and makes your quotes more accurate. Ask the shipper for:
- Full pickup and delivery addresses, with the type of location and opening hours.
- Whether each end has a dock or forklift.
- What the goods are, how they are packed and whether they can be stacked.
- Measured dimensions and weight of each handling unit, including the pallet.
- Value of the goods, if insurance is wanted.
- Any hazardous, fragile or temperature-sensitive items.
- Ready date and latest acceptable delivery date.
Broker margin on a quote
Freight brokers build quotes on top of the carrier's rate. If a carrier quotes $520 all-in for the LTL shipment above and your target margin is 18% of the selling price, the selling price is $520 / (1 - 0.18) = $634.15. Note the difference between margin and markup here: an 18% markup on $520 would only give $613.60. Keep the carrier cost and your price on separate internal records; the customer sees only your quoted lines.
Quote terms that protect you
- Validity: keep it short and print the date. Our article on the quotation validity period explains how to word it.
- Subject to inspection: final charges depend on the carrier's weight and dimension check.
- Accessorial schedule: list rates for liftgate, residential, redelivery, storage and detention, even if not expected.
- Liability: state the carrier's liability limit and whether cargo insurance is offered.
- Payment: terms such as Net 15 for approved accounts, prepayment for new customers.
How to build a freight quote step by step
- Collect the shipment details using the intake checklist above.
- Work out the billing basis: density and class for LTL, chargeable weight for air, revenue tons for LCL, or a load rate for FTL.
- Get carrier or partner rates for the lane and service level, and note their validity.
- Add fuel surcharge at the current published percentage, with the date.
- Add expected accessorials based on the pickup and delivery location types.
- Apply your margin and round the total sensibly.
- Write the terms: validity, subject to inspection, accessorial schedule, liability and payment.
- Number the quote and send it as a PDF, then reference that number on the booking and the invoice.
From quote to invoice
When the shipment delivers, invoice using the same lines, replacing quoted figures with actual ones and adding any approved extras with supporting documents (reweigh certificate, detention log). Brokers can follow the structure in our freight broker invoice template, and logistics companies that bundle warehousing and transport can use a logistics invoice template. Shippers checking bills should read our guide to auditing a freight invoice.
Common freight quote mistakes
- Quoting from estimated dimensions instead of measured ones.
- Leaving out the delivery location type, then getting hit with residential or limited access fees.
- No validity date, so customers book weeks later at an old rate.
- Fuel surcharge not shown separately, hiding why the price changed.
- Hazmat or non-stackable freight not declared.
After the load delivers, you can turn the quote into the final freight bill in our free invoice generator: enter the same line items with actual charges, then download it as a PDF. It is free and there is nothing to sign up for.
Frequently asked questions
What information do I need to give a freight quote?
You need the pickup and delivery locations with postal codes, the shipping date, the mode (LTL, FTL, air, ocean), the commodity description, number and type of packages, dimensions, weight, whether the freight is stackable or hazardous, any special handling such as liftgate or temperature control, and the Incoterm or who is paying. Missing or wrong dimensions are the main reason final freight bills differ from quotes.
What is chargeable weight in a freight quote?
Chargeable weight is the weight the carrier bills on, which is the greater of the actual weight and the dimensional (volumetric) weight. For air freight, dimensional weight is commonly calculated as length x width x height in centimetres divided by 6,000. A light but bulky shipment is billed on its volume. Ocean LCL is usually billed per cubic metre or per 1,000 kg, whichever is greater.
What are accessorial charges on a freight quote?
Accessorials are charges for services beyond standard dock-to-dock transport. Common ones include liftgate pickup or delivery, residential delivery, inside delivery, limited access locations, appointment or notification fees, detention, redelivery, hazardous materials and reweigh or reclass fees. List any expected accessorials on the quote so the customer knows the full cost, and state the rates for those that may arise.
How long is a freight quote valid?
Freight quotes are usually valid for a short time because fuel, capacity and carrier rates move quickly. Spot quotes for trucking are often valid for a few days, while ocean and air quotes may be valid for one to four weeks, often subject to surcharge changes. State the validity date clearly and note that the quote is subject to the actual weight, dimensions and class at pickup.
Why did my freight bill come in higher than the quote?
The most common reasons are a reweigh or re-measure by the carrier, a freight class change, accessorial services not included in the quote such as liftgate or redelivery, detention time, or changes in fuel surcharge. To prevent this, quote from accurate measurements, include likely accessorials, and add a line on the quote explaining that final charges depend on the carrier's inspection.
What is the difference between a freight quote and a freight invoice?
A freight quote is an offer given before the shipment, estimating the cost based on the information provided. A freight invoice is the bill issued after the shipment moves, based on the actual weight, class, services and any extra charges. Good practice is to quote the same line structure you will invoice, so the customer can compare the two line by line.
Invoice Creator Editorial Team
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