How to compare two freight quotes on equal terms
Summary: Compare freight quotes by adding the charges for the same shipment and service scope. Match the route, billing units, dates and exclusions before choosing the lower total. In the synthetic worked example below, Quote B costs US$659, against US$727 for Quote A. B is US$68 cheaper despite its higher ocean rate. If a charge you need has no price, you cannot compare the totals yet.
Give both quotes the same starting point
Use one shipment brief for both offers. Record the goods, final packed dimensions, gross weight, handling units and any special handling needs. Include the origin and destination addresses, cargo-ready date and required delivery window. DHL's freight quote guidance identifies weight, dimensions, route, mode and extra services as pricing inputs.
Keep the sales contract and freight scope in separate fields. ICC explains that Incoterms rules allocate tasks, costs and risks between sellers and buyers. The purchase Incoterm does not tell you everything included in a forwarder's price. Record its version and named place, then ask each provider to state where its service begins and ends.
Use the size of the packed goods when you check their volume with the CBM calculator. If one offer uses loose cartons and the other uses pallets, have both priced again before comparing totals.
Put scope and costs in one table
Worked example: every amount below is invented to explain the method. These are not market rates, a customer shipment or a Suaid Global quote.
Both offers cover 2.4 m³ and 480 kg by LCL, from the same origin container freight station (CFS) to the same destination CFS. The brief names both sites and gives their addresses. For this exercise, all required charges within that scope appear below.
| Comparison field | Quote A | Quote B |
|---|---|---|
| Cargo and route | Same 2.4 m³, 480 kg; origin CFS A to destination CFS B | Same cargo and facilities |
| Purchase terms | Same Incoterm, version and named place | Same purchase terms |
| Service scope | CFS to CFS, with handling and documents listed below | Same scope |
| Routing and timing | Same service, routing and transit estimate assumed | Same; no delivery guarantee assumed |
| Quote date and validity | Matching dates; valid for the planned shipment | Same |
| Cargo-ready date and cutoffs | Same shipment date; cutoffs checked | Same |
| Currency and payment | USD; same payment terms assumed | USD; no currency conversion needed |
| Contractual billing basis | Greater of m³ or gross metric tonnes; minimum 1 unit | Same assumption |
| Billable quantity | 2.4 weight/measure units | 2.4 weight/measure units |
| Ocean rate per unit | US$80 | US$110 |
| Ocean freight | 2.4 × US$80 = US$192 | 2.4 × US$110 = US$264 |
| Origin handling | US$120 per shipment | US$120 per shipment |
| Destination handling | US$360 per shipment | US$230 per shipment |
| Documents | US$55 per shipment | US$45 per shipment |
| Pickup and final delivery | Excluded from this comparison | Same exclusions |
| Customs clearance and duties/taxes | Excluded from this comparison | Same exclusions |
| Insurance and extraordinary storage | Excluded from this comparison | Same exclusions |
| Total for the defined scope | US$727 | US$659 |
The billable quantity is max(2.4, 480 ÷ 1,000, 1) = 2.4 units. A totals 192 + 120 + 360 + 55 = 727. B totals 264 + 120 + 230 + 45 = 659.
B adds US$72 to ocean freight but removes US$130 from destination handling and US$10 from documents. The net saving is US$68. This compares the stated CFS service; it does not give you the full cost to your warehouse.
This example assumes the quotes both set a one-unit minimum. The Danmar rules tariff shows why you must check how each quote bills the load. Those rules apply to that tariff. Ask for the minimum, rounding method and treatment of non-stackable cargo in each actual offer.
Resolve blank and bundled lines before deciding
A missing line can change the result. Suppose B lists its US$264 ocean freight, US$120 origin handling and US$45 documents, but says “destination charges to follow.” Its known subtotal is US$429. The destination line stays pending, and you cannot compare the totals yet. Once the US$230 destination charge is confirmed, the total becomes US$659.
This distinction occurs in published offers too. Maersk's pricing page states that its displayed LCL ocean prices are subject to local charges at both ends.
Mark each line: priced on its own, included, excluded, applies if triggered, or pending. For an included charge, name the bundle that covers it and count the money once. If an excluded service is required for your comparison, obtain its price and add it to that offer. For charges that apply only in some cases, note the trigger and rate in their own rows.
When quotes use different currencies, show the quoted amounts beside the sums you convert. Record the exchange rate, source and date, plus any quoted conversion fee. Ask whether the invoice exchange rate can change. The rate you use to plan does not fix the final bill.
Use the freight forwarding cost guide to check what each charge means. For checks on the firm itself, use the forwarder selection guide.
Copy this message to request the missing details
Please revise the attached quote against our shipment brief and confirm:
- The same packed dimensions, gross weight, handling units and cargo details.
- The exact origin and destination facilities, routing and services included.
- Each charge's currency, billing unit, quantity, minimum and rounding rule.
- Which charges are bundled, separately priced, excluded, conditional or still pending.
- Any required service missing a price, including destination charges.
- The quote date, expiry, cargo-ready date, cutoffs and estimated transit window.
- Payment terms, exchange-rate terms and charges that may change before invoicing.
Please return the revised total for this scope, with exclusions and conditional charges shown separately.
Keep the updated quotes beside your table so you can trace each amount to its source. To request a freight quote, send the same brief and scope you used for the comparison.
Sources
- DHL: freight quote inputs
- ICC: Incoterms rules
- Maersk: prices and quotes — LCL local-charge note.
- DHL Global Forwarding/Danmar: governing rules tariff — Rules 2.2 and 6.
