How to compare freight quotes without getting caught out
Base rate, fuel surcharge, minimum charge, customs, transit time and the add-ons that turn the cheapest quote into the dearest invoice.
5 min read
Compare landed cost, not the headline
A quote is a base charge, a weight charge, a distance charge, a fuel surcharge, and on international lanes a customs fee. Two carriers can quote the same base and differ by a fifth once the surcharge and minimum charge land.
Watch the minimum charge
Small consignments are almost always priced at the minimum charge, so the per-kg rate you negotiated is irrelevant. If most of your loads are light, negotiate the minimum, not the rate.
Volumetric versus actual weight
Air and parcel freight charge on whichever is greater: actual weight or the volumetric equivalent. A light, bulky crate is priced as though it were heavy — measure before you accept a quote.
Price the time as well as the money
Two days cheaper is not cheaper if the line stops or the customer charges you for the delay. Put the transit days next to the total and decide with both in view.
Add-ons that appear later
Tail lift, waiting time, redelivery, out-of-hours delivery, residential surcharge, duty and VAT outlay fees, and storage after free time. Ask which apply on your lane before you compare.
Keep the comparison
Save every quote against the shipment. When a rate rises, the previous comparison is the strongest thing you can put in front of a carrier.
Copy this table
| Date | Carrier | Service | Lane | Weight | Volumetric weight | Base charge | Weight charge | Distance charge | Fuel surcharge | Customs | Add-ons | Total | Transit days | Booked |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| — | — | — | — | — | — | — | — | — | — | — | — | — | — | — |
Keep these records without the paperwork — Unity & Utility logs drills, inspections and incidents, and flags what is overdue on its own.
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