How to Ask a China Freight Forwarder for a Quote

What a freight forwarder needs before quoting

A forwarder cannot price a shipment accurately from the product name and destination country alone. Freight charges depend on origin, destination, chargeable weight, volume, cargo type, service scope and timing. A vague request often produces a rough number that changes after booking.

Prepare one consistent brief and send it to several forwarders. This makes quotes easier to compare and exposes missing charges. The Freight Quote Brief Generator organizes the details into a copy-ready message.

Product details

State the ordinary product name and enough detail to identify shipping restrictions. “Electronics” is too broad; “Bluetooth speaker with built-in lithium battery” is useful. Mention material, brand status and whether the goods contain batteries, liquid, powder, magnets, chemicals, wood or other controlled components.

Do not hide sensitive cargo to obtain a cheaper quote. Incorrect cargo declarations can cause rejection, delay, extra charges, loss of insurance protection or customs problems.

Pickup city in China

Provide the supplier city and, when available, the full pickup address. Shenzhen, Yiwu, Ningbo and Shanghai may use different ports, airports, trucking routes and consolidation warehouses. If the order is EXW, ask whether pickup from the supplier is included and whether there is a minimum pickup fee.

If goods come from several suppliers, explain that consolidation is required. Ask about receiving fees, storage days, carton checks and the cost of combining shipments.

Destination country, city and ZIP code

Give the destination country, city, state or province and postal code. For door delivery, the postal code can materially change local trucking and residential surcharges. State whether delivery is to a business, residence, port, airport, warehouse or Amazon FBA facility.

If the final address is not confirmed, say so clearly and request an estimate only. Do not compare an airport-only quote with another forwarder's door-delivery quote.

Carton quantity, dimensions, weight and CBM

Provide the number of cartons, each carton size in centimetres, total gross weight in kilograms and total volume in cubic metres. Ask the supplier for a packing list, but calculate the volume independently with the CBM Calculator.

Air freight and express services may charge by volumetric weight when the cargo is light but bulky. Sea LCL shipments may also have minimum charges and destination handling fees. If the packing is not final, mark the figures as estimated and request a revised quote after final packing.

Sea freight, air freight, express and DDP

“DDP” is a service scope, not a transport mode. A DDP quote may move by sea, rail, air or truck. Ask what route is used and who is responsible for lawful import clearance.

EXW, FOB, CIF and DDP responsibilities

The Incoterm changes where the supplier's delivery responsibility ends. Under EXW, the buyer may need pickup and China export handling. Under FOB, the supplier normally handles delivery and export clearance to the named port before the main freight responsibility transfers. CIF includes named-port freight and insurance but usually not destination clearance or final delivery. DDP is intended to include import clearance, duties and delivery, but service details must be confirmed.

Use the Incoterms Responsibility Checker and read the EXW vs FOB vs DDP guide before comparing quotes.

Sensitive goods

Tell the forwarder about shipping-sensitive features before quoting:

• Batteries: type, watt-hours, whether installed in equipment and available test documents.
• Liquids: composition, volume per unit and safety documentation.
• Powders: product identity, intended use and material safety information.
• Magnets: magnetic strength or available testing information.
• Branded products: brand ownership or authorization and destination-market restrictions.

Ask what documents and packaging are required. A forwarder accepting the cargo does not prove that the product is legally compliant in the destination market.

Amazon FBA information

For Amazon FBA, provide the warehouse code or full delivery address, shipment ID when available, carton labels, carton count and pallet requirements. Ask whether the quote includes the delivery appointment, waiting time, palletizing, label checks and rejected-delivery handling.

Confirm whether the forwarder can deliver to the specific FBA warehouse and whether the quote is DDP. Amazon requirements and customs responsibilities are separate: a shipment can meet carton-label rules and still have import-compliance problems.

Copy-ready freight quote example

Replace the example figures with the final packing list and exact delivery address.

Subject: Freight Quote Request from China to the United States

Hi,

I need a freight quote for shipping stainless steel bottles from Yiwu, China, to a business address in Los Angeles, California 90021, United States.

Cargo details:
- Product: Empty stainless steel insulated bottles, no battery or liquid
- Pickup terms: EXW supplier pickup required
- Cartons: 20
- Carton size: 55 x 42 x 38 cm each
- Total gross weight: 360 kg
- Total CBM: approximately 1.76 m3
- Preferred method: Sea freight; please also advise a DDP option

Please confirm the itemized total cost, pickup fee, export clearance, transit time, destination clearance, duties and taxes, final delivery, insurance options, required documents and any excluded destination charges.

Thank you.

Questions buyers should ask the forwarder

1. What is the total cost and exactly what is included?
2. What route and service level will be used?
3. Is pickup from the supplier included?
4. Are China export clearance and origin charges included?
5. Are destination import clearance, duty and tax included?
6. Is final delivery included, and are residential or appointment fees extra?
7. What is the estimated transit time and when does it start?
8. What insurance is available and how are claims handled?
9. What documents must the supplier and buyer provide?
10. Are there any cargo restrictions or special packaging requirements?

Keep the answers in writing. A short chat message saying “all included” is weaker than an itemized quotation with named origin, destination and service scope.

Common hidden or excluded charges

• Supplier pickup or truck waiting time
• Origin warehouse receiving and consolidation
• Export customs declaration and document fees
• Port, terminal or airport handling
• Destination documentation and customs brokerage
• Duty, VAT, GST or other import taxes
• Residential, remote-area, liftgate or appointment delivery
• Amazon FBA appointment, palletizing or relabeling
• Storage, demurrage, detention or customs-examination charges
• Insurance and claim deductibles

Some charges cannot be predicted, especially customs examination or delay costs. The quote should distinguish fixed included charges from possible third-party charges. Continue with Hidden Charges in China Freight Quotes, Sea Freight Destination Charges from China and the DDP importer-of-record guide for the narrower review workflows.

Freight quote red flags

• A very low total with no itemized scope.
• DDP offered without questions about product, value or destination.
• Refusal to identify the carrier, route or service type.
• No explanation of who handles import clearance or acts as importer.
• Pressure to misdeclare product description or customs value.
• No written terms for insurance, loss, damage or delays.
• Changing bank account details without independent confirmation.

Compare the business identity, communication and terms of the forwarder, not only the price. Browse the Freight Forwarders category when you need service support.