Transport quotation template
Transport quoting is arithmetic plus risk. The arithmetic is distance, weight and volume; the risk is everything that happens between collection and delivery — waiting, detours, damage, and who carries the loss.
A quote that prices only the arithmetic loses money on the risk.
The pricing basis
State which basis you are quoting on, because they produce very different figures:
- Per trip — a defined route, fixed price. Simplest for the customer.
- Per tonne or per kg — for bulk or heavy freight.
- Per volume or per pallet — for light, bulky goods where the vehicle fills before it is heavy.
- Per kilometre — plus a minimum charge.
- Vehicle hire — day or half-day rate with a driver, and a distance allowance.
For light bulky freight, always quote on volume. Pricing by weight fills the vehicle and earns nothing.
Waiting time and demurrage
This is the clause that separates a profitable haulage business from a busy one. Quote a free loading and unloading allowance — commonly one to two hours each end — and a chargeable rate per hour beyond it.
Without it, a driver sitting five hours at a warehouse is unpaid time you cannot recover. With it, the customer has an incentive to be ready, which frequently solves the problem before it costs anyone anything.
What is included and what is not
- Loading and unloading — by whom. Driver-assisted or customer's responsibility.
- Securing the load — straps, dunnage.
- Tail lift or forklift — required and available, or not.
- Multiple drops — how additional stops are charged.
- Return of empties or pallets.
- Tolls, permits and escort for abnormal loads.
- Overnight or driver accommodation on long routes.
Liability and insurance
State the basis and limit of your liability for loss or damage, and whether goods-in-transit cover is included and to what value.
Where the declared value of the consignment exceeds your cover, say so and offer additional insurance rather than carrying an uninsured risk. High-value goods moved under standard cover is how a single incident ends a haulage business.
Also state that the customer is responsible for the accuracy of declared weight and contents — misdeclared loads create both safety and legal exposure for the carrier.
Fuel, delays and validity
Fuel moves, and transport quotes are often held for weeks. Set a short validity and, for contract work, state how fuel adjustments apply.
Note also that delays outside your control — road closures, border processes, customer site restrictions — may affect the schedule and, where they cause additional standing time, may be chargeable.
How to use this template
- Open the free quotation generator.
- Add your business and customer details.
- Enter your items, prices, tax and branding.
- Preview, then download the PDF or share it directly.
Frequently asked questions
What should a transport quotation include?
The pricing basis, route or scope, what loading and unloading is included, waiting time allowance and demurrage rate, liability and insurance limits, tolls and permits, fuel terms, and validity.
Should I price by weight or volume?
By volume for light bulky freight, by weight for dense goods. Pricing bulky freight by weight fills the vehicle and earns almost nothing.
What is demurrage and why quote it?
A charge for waiting time beyond a free loading and unloading allowance. Without it, a driver waiting five hours is unpaid time you cannot recover — and quoting it usually improves the customer's readiness.
How should liability for damage be stated?
State the basis and limit of your liability and whether goods-in-transit cover is included and to what value. Where declared value exceeds your cover, offer additional insurance rather than carrying uninsured risk.
Who is responsible for declared weight and contents?
The customer. State it in the quotation, because a misdeclared load creates safety and legal exposure for the carrier rather than the shipper.