Build a comparable shipment brief
Give every quoting party the same origin, delivery address, cargo description, final packed measurements and requested handover scope. State whether supplier collection, warehouse work and final delivery are needed. An airport-only offer and a delivery-to-address offer describe different work even when both are labelled air freight.
Separate the cost groups
Request separate lines for purchasing coordination where applicable, China domestic transport, agreed warehouse work, international freight, destination handling and final delivery. Ask how insurance or customs-related payments are treated rather than assuming they are included. Record the currency, quantity basis, minimum charge and validity of each quoted item.
Ask how changes affect the total
Clarify whether charges use gross weight, a carrier’s volumetric basis, shipment volume, container equipment or another agreed unit. A repack can alter both weight and dimensions. Ask which figures are estimates, when measurements will be confirmed, and who approves extra handling, storage or a changed route. A preliminary price based on incomplete data is not a final invoice.
Document responsibilities before payment
Identify who pays each charge, when it becomes due and what supporting record will be provided. Ask which items are excluded or still awaiting confirmation. Keep the accepted quote version with the cargo brief and approvals. When comparing two offers, resolve unmatched inclusions first rather than ranking totals that cover different parts of the journey.
Your preparation checklist
- Same origin, destination and cargo version for each offer
- Charge description, unit, quantity and currency
- Included work, exclusions and unresolved items
- Validity, payment stage and responsible payer
- Approval process for additional charges
Compare quotations using the same scope
Keep the cargo list, packed measurements, destination and requested services identical when comparing offers. Separate collection, preparation, transport, destination handling and final delivery. Mark each line as included, excluded, estimated or awaiting confirmation. A blank field does not establish that the work is free.
Example: two totals with different delivery points
Illustrative example: one offer ends at an arrival terminal and another includes delivery to a business address. The headline totals are not directly comparable. Ask for the remaining terminal-to-address work and its charging basis on the first offer, then check that both use the same unloading and access assumptions. Keep any unconfirmed amount visible instead of entering zero.
Record the assumptions behind the accepted version
Save the quotation date, currency, validity, package details and the party responsible for each excluded item. Ask what changes would require a revised quote, such as new dimensions or a different delivery address. Use the quote comparison template to record the scope before deciding; the worksheet itself does not confirm a booking.
