Commercial Freight Quote Checklist

Start with the shipment, then compare the price

A freight rate is only useful when its scope matches your shipment. Two quotations can include different collection points, destination charges or delivery responsibilities. Confirm the same cargo details and service scope with every provider before comparing totals.

This worksheet is for commercial shipments. It helps your purchasing, sales and logistics teams collect the information in one place.

What to include in your freight enquiry

• Collection and delivery: Country, city, port or airport, and the final delivery address when available. Say whether either location is in a free zone.
• Commodity: Describe the actual goods, material and intended use. Include an HS code if already confirmed, rather than guessing a classification.
• Packing: Number of cartons, pallets or crates; gross weight; external length, width and height of each package; and whether packages can be stacked.
• Service: FCL or LCL sea freight, air cargo, road freight or help selecting a mode. For containers, specify the requested size and equipment type.
• Timing: Cargo-ready date and required arrival date. Separate a preferred deadline from a fixed delivery appointment.
• Commercial terms: The agreed Incoterm and named place, plus which party will arrange export and import clearance.
• Special handling: Flag batteries, liquids, chemicals, temperature requirements, oversized pieces and other handling concerns before booking. Supply available product safety information for review.
• Business contact: Company name, contact person, email or WhatsApp, and whether this is a single shipment or a recurring trade lane.

Check the documents before cargo moves

Have the commercial invoice and packing list ready for review. Depending on the shipment, a transport document, certificate of origin, permits or product-specific approvals may also be needed. Ask the clearance team which documents apply to your commodity, route and importer.

For Dubai requirements, consult the Dubai Customs guidance and confirm your shipment with a customs clearance specialist. This checklist is a planning aid, not a customs approval.

Compare the same charges

• Origin pickup, export handling and export clearance.
• Main freight, fuel or other applicable surcharges, and quotation validity.
• Destination handling, release and clearance charges.
• Duties and taxes: confirm whether these are included or payable separately.
• Final delivery, unloading responsibility and delivery access.
• Free time, storage and demurrage or detention terms where applicable.
• Cargo insurance scope and exclusions, if cover is requested.

Ask for assumptions in writing. Transit time, carrier space and equipment availability should be confirmed for the actual booking. An estimate is not a guaranteed sailing or delivery date.

Copy this enquiry template

Choose the next step for your cargo

Explore FCL and LCL sea freight, air freight or road transport. For country and port coverage, use our Global Network.

Send the completed details to Vortex Shipping for a quotation covering your requested route and scope.

Sales: +971 54 231 0203 | komail@vortexshipping.ae