Freight Quote Request Template: Air & Ocean Shipping Quote Details (2026)
Most freight quotes go wrong because the request is missing the data a forwarder actually prices: packed carton dimensions, gross weight, CBM, cargo value, pickup address, destination ZIP code, and quote scope. In our experience, a quote requested with only a product name and a rough weight comes back 20–40% off the final booking price, and the back-and-forth adds days. A freight quote request template fixes that. Below are copyable air and ocean quote templates, the exact fields forwarders need, and the mistakes that make quotes unreliable.
If you are preparing a quote request before shipping from China to USA or shipping from China to Canada, use the templates below to send complete cargo, pickup, destination, and delivery details to your freight forwarder.
Quick Answer: What Should a Freight Quote Request Include?
| Information | Why forwarders need it | Example |
|---|---|---|
| Cargo details | Identifies product and restrictions | Stainless steel bottles |
| Carton dimensions and weight | Calculates CBM and chargeable weight | 50 cartons, 60 × 40 × 35 cm, 800 kg |
| Pickup address | Affects origin pickup cost | Ningbo factory address |
| Destination ZIP code | Affects final delivery cost | 75001 |
| Quote scope | Defines included services | Door-to-door / DDP / port-to-port |
| Cargo ready date | Affects booking and rate validity | June 15 |
If you do not know total CBM, calculate carton volume first with the CBM calculator. If your shipment may move by air or express, check whether dimensional weight applies with the volumetric weight calculator.
Air Freight Quote Template
Use the air freight quote template image below as a visual example of the information forwarders usually need for air cargo pricing. Use this format when the shipment is urgent, lightweight, high-value, or needs airport / door-to-door air freight comparison.
Copyable Air Freight Quote Information List
Use this list when requesting an air freight quote:
- Pickup city / supplier address:
- Cargo ready date:
- Product name:
- Product material:
- Cargo value:
- Number of cartons:
- Carton dimensions:
- Gross weight:
- Airport-to-airport or door-to-door?
- Destination airport or final ZIP code:
Need an Air Freight Quote?
Send your cargo details, carton dimensions, gross weight, CBM, pickup address, destination ZIP code, and delivery scope. We’ll help review the quote details.
*Fast response. No obligation.
Ocean Freight Quote Template
Use the ocean freight quote template image below as a visual example of the information forwarders usually need for LCL or FCL sea freight pricing. Use this format when the shipment is larger, less urgent, or needs LCL, FCL, port-to-port, or door-to-door sea freight comparison.
Copyable Ocean Freight Quote Information List
Use this list when requesting an ocean freight quote:
- Pickup city / supplier address:
- Cargo ready date:
- Product name:
- Product material:
- Cargo value:
- Carton count:
- Carton dimensions:
- Gross weight:
- Port-to-port or door-to-door?
- Destination port or final ZIP code:
Need a Sea Freight Quote?
Send your cargo details, carton dimensions, gross weight, CBM, pickup address, destination ZIP code, and delivery scope. We’ll help review the quote details.
*Fast response. No obligation.
Common Mistakes in Freight Quote Requests
| Mistake | Why it causes quote problems | Better approach |
|---|---|---|
| Sending only product name | Product name is not enough for pricing | Send cargo data and scope |
| No carton dimensions | CBM and chargeable weight cannot be checked | Use packed carton dimensions |
| No destination ZIP code | Final delivery cannot be priced accurately | Send ZIP and address type |
| Unclear quote scope | Included costs become confusing | State port, airport, door, DDP, or DAP |
| No cargo ready date | Rate and booking plan may be wrong | Confirm supplier ready date |
| Not mentioning FBA / residential / liftgate | Delivery cost may change later | Share receiving requirements |
| Hiding restricted cargo | Carrier acceptance may fail | Disclose battery, liquid, powder, branded, or regulated cargo |
In our experience reviewing hundreds of quote requests, the three fields importers forget most are carton dimensions (which drive CBM and chargeable weight), the destination ZIP code (which drives final delivery cost), and the quote scope (port-to-port vs door-to-door vs DDP). A request missing any of these produces a placeholder number, not a quote. We always ask for final packed carton data before pricing.
For a broader explanation of quote details, see shipping quote from China to USA or shipping quote from China to Canada.
Check Quote Scope?
Share your supplier quote, forwarder quote, cargo data, and delivery requirements. We’ll help check what is included, excluded, or unclear.
*Fast response. No obligation.
FAQ
What is a freight quote request template?
A freight quote request template is a copyable format for sending shipment information to a forwarder. It helps importers include cargo details, pickup address, carton data, destination, delivery requirements, and quote scope in one message.
What information is needed for a freight quote?
A forwarder usually needs product name, material, cargo value, carton count, packed dimensions, gross weight, CBM, pickup address, cargo ready date, destination ZIP code, delivery address type, and quote scope.
Can I request a quote without carton dimensions?
You can ask for a rough estimate, but the final quote may change. Carton dimensions are needed to calculate CBM, chargeable weight, warehouse space, truck planning, and method comparison.
What should I include in an air freight quote template?
Include pickup address, cargo ready date, product details, carton count, dimensions, gross weight, chargeable weight if known, destination airport or ZIP code, delivery deadline, and cargo restrictions.
What should I include in an ocean freight quote template?
Include pickup address, cargo ready date, product details, carton count, dimensions, gross weight, total CBM, LCL or FCL preference, destination port or ZIP code, delivery address type, and customs or DDP needs.
Conclusion
A freight quote request template helps importers send complete cargo, pickup, destination, and delivery details. Air freight and ocean freight quote requests need different details, but both require accurate packed cargo information.
Final freight cost still depends on carrier rates, cargo measurement, chargeable weight, customs, destination charges, and delivery requirements. Before booking, importers should confirm inclusions, exclusions, validity, transit time, and delivery scope.
Use this format when the shipment is urgent, lightweight, high-value, or needs airport / door-to-door air freight comparison.
