How to Quote Transport and Logistics Services

A transport price looks simple until the truck waits six hours, the road is closed or the load is bigger than stated. A good quotation sets out assumptions, so extra costs don't come out of your margin.

Get the shipment details

Ask for and record:

• Pickup and delivery addresses
• Weight, volume and number of pieces
• Type of goods, including fragile or hazardous items
• Required dates and times
• Who loads and unloads

Quote based on those details, and say the price changes if they do.

Choose a price basis

Common options are per trip, per kilometre, per tonne, per pallet, or a monthly contract. Include fuel, driver costs, tolls, maintenance and the empty return journey, which is easily forgotten.

State additional charges

Be specific about common extras:

• Waiting time beyond a free period, such as 2 hours
• Loading and unloading labour
• Tolls and permits
• Extra stops
• Night or holiday deliveries

Handle fuel changes

For regular contracts, consider a fuel adjustment clause: "Rates will be reviewed if diesel prices change by more than 5%."

Set liability clearly

Say who insures the goods and what your responsibility is. Clients often assume you cover everything. If goods are not insured by you, state: "Goods travel at the owner's risk unless transit insurance is purchased." Local law may affect how much you can limit liability, so seek advice for high-value loads.

Delays beyond your control

Mention road closures, weather, strikes and customs. Make any delivery date an estimate, unless you're confident in guaranteeing it.

Keep proof of delivery, as signed delivery notes support your invoice.

Keep reading