Asking for a shipping quote can seem tricky, but it’s actually pretty straightforward. This guide will break down everything you need to know about creating a professional and effective Freight Quote Request Email Sample, ensuring you get the best possible rates and service for your shipping needs.
Why a Well-Crafted Email Matters
Getting accurate freight quotes is crucial for any business involved in moving goods. A poorly written email can lead to misunderstandings, delays, and ultimately, higher shipping costs.
- It helps you get accurate pricing: Properly informing the carriers lets them provide the most precise quote.
- It ensures smooth logistics: Clear instructions mean fewer problems during the shipping process.
- It saves time and money: A well-written email reduces back-and-forth communication and potential errors.
Ultimately, the clarity and completeness of your request determine the quality of the quotes you receive. This guide provides examples to help you learn how to do this.
Standard Freight Quote Request
Subject: Freight Quote Request - [Your Company Name] - [Description of Goods]
Dear [Carrier Name/Contact Person],
My name is [Your Name], and I am the [Your Job Title] at [Your Company Name]. We are looking for a freight quote for the following shipment:
- Description of Goods: [Detailed description - e.g., 10 pallets of widgets, model #XYZ]
- Origin: [Full Address - City, State, Zip Code]
- Destination: [Full Address - City, State, Zip Code]
- Weight: [Total weight in pounds or kilograms]
- Dimensions: [Length x Width x Height of each pallet or package in inches or centimeters]
- Special Requirements: [e.g., liftgate, inside delivery, temperature control]
- Desired Delivery Date: [Optional: If there’s a target delivery date.]
Could you please provide a quote for the following services:
- [Choose one or multiple services]
- LTL (Less-Than-Truckload)
- FTL (Full-Truckload)
- Air Freight
- Other Specific Services (mention them)
Please also let us know your estimated transit time. Our contact information is [Your Phone Number] and [Your Email Address].
Thank you for your time and assistance.
Sincerely,
[Your Name]
[Your Company Name]
Freight Quote Request for a Specific Date
Subject: Urgent Freight Quote Request - [Your Company Name] - [Description of Goods] - Delivery by [Date]
Dear [Carrier Name/Contact Person],
We require a freight quote for a shipment that must arrive by [Date]. Details are as follows:
- Description of Goods: [Detailed description]
- Origin: [Full Address]
- Destination: [Full Address]
- Weight: [Weight]
- Dimensions: [Dimensions]
- Special Requirements: [Requirements]
Could you please confirm if you can meet the delivery date of [Date]? If so, please provide a quote, and let me know the estimated transit time.
Contact us at [Your Phone Number] or [Your Email Address].
Thank you,
[Your Name]
[Your Company Name]
Freight Quote Request with Multiple Destinations
Subject: Freight Quote Request - Multiple Destinations - [Your Company Name] - [Description of Goods]
Dear [Carrier Name/Contact Person],
We need a quote for a shipment with multiple delivery locations. Here are the details:
Goods Description: [Description]
Origin: [Origin Address]
Destinations & Quantities:
| Destination | Quantity | Weight | Special Instructions |
|---|---|---|---|
| [Destination 1 Address] | [Quantity] | [Weight] | [Instructions] |
| [Destination 2 Address] | [Quantity] | [Weight] | [Instructions] |
| [Destination 3 Address] | [Quantity] | [Weight] | [Instructions] |
Please provide a quote for each destination.
Contact Information: [Your Phone Number] and [Your Email Address].
Best Regards,
[Your Name]
[Your Company Name]
Freight Quote Request for Hazardous Materials
Subject: Freight Quote Request - Hazardous Materials - [UN Number] - [Your Company Name]
Dear [Carrier Name/Contact Person],
We are requesting a quote for shipping hazardous materials. Please see the information below:
- Description of Goods: [Detailed Description, including the proper shipping name]
- UN Number: [UN Number]
- Class: [Hazard Class]
- Packing Group: [Packing Group]
- Origin: [Origin Address]
- Destination: [Destination Address]
- Weight: [Weight]
- Dimensions: [Dimensions]
- Special Requirements: [e.g., temperature control, specific handling instructions]
Please confirm that you are licensed and equipped to transport these materials.
Contact [Your Name] at [Your Phone Number] or [Your Email Address].
Thank you.
[Your Name]
[Your Company Name]
Freight Quote Request with Specific Delivery Requirements (e.g., liftgate, inside delivery)
Subject: Freight Quote Request - Special Requirements - [Your Company Name] - [Description of Goods]
Dear [Carrier Name/Contact Person],
We require a quote for a shipment with specific delivery requirements:
Goods Description: [Detailed description]
Origin: [Origin Address]
Destination: [Destination Address]
Weight: [Weight]
Dimensions: [Dimensions]
Special Requirements:
- Liftgate required at [Origin or Destination]
- Inside delivery required at [Origin or Destination]
- Appointment required before delivery
- Other Instructions: [e.g. “Must be delivered between 9am-12pm”]
Please include any associated fees for these services in your quote.
Contact: [Your Phone Number] and [Your Email Address].
Thank you.
[Your Name]
[Your Company Name]
Freight Quote Request for a Regular Shipment
Subject: Recurring Freight Quote Request - [Your Company Name] - [Description of Goods]
Dear [Carrier Name/Contact Person],
We have a regular shipping need and would like to get a quote for ongoing transport of the following:
- Goods: [Describe the type of goods, and quantity or frequency, ex: “5 pallets of widgets, weekly”]
- Origin: [Full Address - regularly originating address]
- Destination: [Full Address - Regularly destination address]
- Weight/Dimensions: [Average weight and dimensions, or a range]
- Frequency: [e.g., Weekly, Bi-weekly, Monthly]
- Special Instructions: [Any recurring requirements]
We are looking for a quote that includes the expected transit time and potential discounts for repeat business.
Please contact [Your Name] at [Your Phone Number] or [Your Email Address].
Regards,
[Your Name]
[Your Company Name]
Follow-up Email for Freight Quote
Subject: Following Up: Freight Quote Request - [Your Company Name] - [Description of Goods]
Dear [Carrier Name/Contact Person],
I am following up on my freight quote request from [Date of Original Email] regarding [brief description of goods].
Have you had a chance to review the details and provide a quote? Please let me know if you need any additional information.
My contact information is: [Your Phone Number] and [Your Email Address].
Thank you,
[Your Name]
[Your Company Name]
In conclusion, a well-structured **Freight Quote Request Email Sample** is the foundation of successful shipping. By providing clear, complete information, you’ll receive accurate quotes, build strong relationships with carriers, and streamline your shipping processes. Remember to always be as detailed as possible, and don’t be afraid to follow up!