What Information Does a Freight Forwarder Need for an Accurate Shipping Quote?
An accurate China freight quote needs specifics, not 'ship some boxes'. At minimum give the forwarder: a clear product description and HS code, the number of cartons with length, width, height and weight per carton (from which CBM and chargeable weight are derived), the supplier's full pickup address, the destination address with postal or zip code, the cargo ready date, the Incoterm you want, and any special attributes (battery, liquid, brand, hazardous, oversize). Incomplete data forces the forwarder to assume, and assumptions are where quotes drift from reality — a missing carton dimension understates CBM, an unknown address hides a remote-area fee, an unstated ready date misses a rate window. Use a fixed RFQ template so nothing is omitted, and attach the commercial invoice draft where possible. The more exact the inputs, the more the quote is a commitment rather than a guess.
- Give exact carton count, dimensions and weight — these drive CBM and chargeable weight.
- Provide supplier pickup address and destination zip/postal code up front.
- State the cargo ready date and the Incoterm you want quoted.
- Flag special attributes: battery, liquid, brand, hazardous, oversize.
- Use a fixed RFQ template so nothing is assumed and the quote stays real.
On this page
Why vague requests produce vague quotes
A quote is only as real as the data behind it. When a request says 'about 10 boxes of goods to the US', the forwarder must assume dimensions, weight, address and date — and each assumption is a place the final invoice can diverge from the quote. The cure is to supply the actual shipment data, not a summary. The few minutes it takes to compile the details saves a dispute later and turns the quote from an estimate into a commitment.
The core data a forwarder needs
- Product description and HS code (drives duty and admissibility).
- Number of cartons, and per-carton length, width, height and weight.
- Supplier full pickup address, contact and any appointment rule.
- Destination address with postal/zip code and access (dock, residential, liftgate).
- Cargo ready date, so the rate and space match your window.
- Incoterm requested (EXW, FOB, CIF, DAP, DDP).
- Special attributes: battery, liquid, branded, hazardous, oversize, cold-chain.
How missing data distorts the quote
Each omission pushes the quote off your real cost in a predictable direction.
| Missing item | What the quote gets wrong |
|---|---|
| Carton dimensions | Underestimated CBM and chargeable weight |
| Destination zip | Missed remote-area or residential fee |
| Ready date | Quoted outside the real rate/space window |
| Incoterm | Scope mismatch vs other quotes |
| Special attribute | Rejected or surcharged at origin |
A copyable RFQ template
Use this template for every request. Fill every field; write 'unknown' only if truly unavailable, and say so.
SHIPPING QUOTE REQUEST Product description: HS code (if known): Cartons: ___ | Per carton LxWxH (cm): ___x___x___ | Per carton weight (kg): ___ Total CBM (if known): ___ | Total gross weight (kg): ___ Supplier pickup address: Destination address + postal/zip: Access: [dock / residential / liftgate needed] Cargo ready date: Incoterm requested: Mode preferred: [LCL / FCL / air / express / rail / let forwarder advise] Special attributes: [none / battery / liquid / branded / hazardous / oversize] Target delivery deadline:
A filled example
Here is the same template completed for a realistic shipment, showing the level of detail that produces a real quote.
SHIPPING QUOTE REQUEST Product description: stainless steel water bottles, retail packed HS code (if known): 9617.00 Cartons: 40 | Per carton LxWxH (cm): 60x40x30 | Per carton weight (kg): 12 Total CBM (if known): 2.88 | Total gross weight (kg): 480 Supplier pickup address: No. 18 Xingye Rd, Dongguan, Guangdong Destination address + postal/zip: 1450 Industrial Pkwy, Columbus OH 43016 Access: dock, forklift available Cargo ready date: 2026-12-05 Incoterm requested: FOB Mode preferred: LCL (forwarder to advise if FCL better) Special attributes: none Target delivery deadline: before 2027-01-10
Tips to make the quote stick
- Attach the draft commercial invoice so values and HS can be confirmed.
- State the real ready date; a guessed date invites a wrong rate window.
- Flag branded goods — some lanes need trademark authorization.
- Mention if cartons are palletized; it changes handling and dimensions.
- Ask the forwarder to confirm the BAF/PSS validity with the quote.
Next steps
Fill the template with your real shipment and send it to us. We will return an itemized quote matched to your exact data, not an assumption, and flag any field that would change the price if it differs.