Ask three forwarders for a quote on the same shipment and you will get three documents that cannot be compared without rewriting them. One is port to port, one is door to door, one quotes an all-in rate that excludes destination charges. Here is how to normalise them before deciding.
Put every quote on the same scope
Write down the four segments and mark which are included in each quote.
| Segment | Question to ask |
|---|---|
| Origin inland | Is pickup at my supplier included, and how many free loading hours? |
| Origin port | Terminal handling, documentation, export filings, seal |
| Ocean | Base rate plus which surcharges, and for how long is it valid? |
| Destination | Terminal handling, release, deconsolidation, delivery, free days |
A quote missing any of these is not cheaper, it is shorter.
Check what is guaranteed and for how long
Rate validity, whether the rate is subject to a general rate increase during the validity, and whether space is allocated or simply "subject to availability". A rate that expires before your cargo is ready is a quotation exercise, not a price.
Ask for the free time
Free days at destination before demurrage and detention start, and whether they are calendar or working days. On lanes where clearance is slow, three extra free days are worth more than a lower ocean rate. The mechanics are in demurrage and detention.
Normalise the units
FCL quotes are per container, LCL on weight or measure. Convert an LCL quote to a total for your actual shipment before comparing, using your real chargeable figure rather than the gross weight. If you are unsure which applies, chargeable weight covers it.
The four omissions that cost the most
- Destination charges. The largest single source of unexpected cost, especially on consolidated cargo.
- Customs work. Entry filing is a broker service and is often excluded. Freight quotes do not include duty.
- Delivery conditions. Tail lift, inside delivery, waiting time and residential access are all chargeable extras when they appear on arrival.
- Currency and payment terms. A rate quoted in a different currency shifts risk to you if the invoice settles later.
Compare service, not just structure
Transit time and the number of transshipments, which on air freight comparisons changes the calculation entirely. Whether the forwarder controls the origin or is buying through another agent. Whether there is an owned destination operation or a partner. Whether they run their own consolidations on your lane, which decides how often you sail and who fixes it when a box is rolled.
For Caribbean and Latin American cargo out of Florida, the frequency question decides more than the rate. We run our own Miami consolidations and ocean services, so cut-offs and rollovers are ours to manage.
A quick scoring method
Rebuild each quote as a single landed number for your shipment, add an allowance for the omissions you identified, then rank by that total. Keep transit time and free days as a second column. The cheapest total with acceptable transit wins, and it is frequently not the quote with the lowest headline rate.
FAQ
Why do freight quotes differ so much?
Because they cover different scopes, use different validity periods, and treat surcharges differently. Once normalised the spread narrows sharply.
Does a freight quote include customs duty?
No. Duty and taxes are assessed by the destination authority and are separate from freight.
What is an all-in rate?
A rate bundling the base freight and the carrier surcharges. It usually excludes inland transport and destination release charges unless stated.
How long is a quote valid?
Often two to four weeks on contract lanes and as little as a single sailing on the spot market. Check the expiry and the GRI exposure.
Should I always take the cheapest quote?
Only after normalising scope. A cheap port to port rate with slow clearance and few free days routinely costs more than a complete door to door price.
Want your quotes put on the same basis? Send us what you have and we will benchmark them against the lane.