Your RFQ Sets the Foundation
Before requesting a freight quote, provide the right cargo information. Learn how weight, dimensions, HS code, packing list, supplier details and delivery requirements affect your shipping cost and logistics planning.
In international logistics, one of the most common causes of inaccurate quotations, delays and unexpected charges is surprisingly simple: incomplete cargo information at the quotation stage.
A Request for Quotation (RFQ) is more than a request for a freight price. It is the foundation upon which your logistics partner determines the appropriate shipping method, routing, handling requirements, documentation, regulatory considerations and estimated landed cost.
For importers and businesses shipping internationally—particularly in Nigeria’s increasingly complex trade environment—the quality of information supplied at the RFQ stage can significantly influence the quality of the logistics outcome.
At Valuehandlers International Limited, we believe that informed customers make better logistics decisions. This is why we encourage importers to provide complete and accurate shipment information before requesting a freight quotation.
1. Your RFQ Sets the Foundation
Every shipment begins with information.
When important details are missing, the initial quotation may only be an estimate rather than a firm logistics assessment. This can result in repeated revisions, delayed bookings, incorrect assumptions about cargo handling and unexpected costs later in the shipment cycle.
A properly prepared RFQ enables your freight forwarder to:
- Assess the shipment accurately
- Recommend the appropriate mode of transport
- Determine applicable freight and handling costs
- Identify potential regulatory considerations
- Plan the shipment before cargo movement begins
- Provide a more reliable quotation
Better information at the beginning creates better decisions throughout the shipment.
2. Key Information You Should Provide When Requesting a Freight Quote
A. Pickup Location
For shipments purchased under Ex Works (EXW) or similar arrangements, the exact supplier location is important.
Provide the complete pickup address, including the city and country.
This helps determine:
- Inland transportation costs
- Pickup requirements
- Appropriate routing
- Nearest port or airport
- Potential consolidation opportunities
B. Supplier Contact Details
Your supplier is an important participant in the logistics chain.
Providing accurate supplier contact information allows your freight forwarder to coordinate:
- Cargo readiness
- Pickup arrangements
- Export documentation
- Packaging requirements
- Collection timelines
- Shipment handover
Where necessary, early communication with the supplier can prevent avoidable delays.
C. Packing List
A packing list provides a clearer picture of what is physically being shipped.
It should, where applicable, show:
- Description of goods
- Quantity
- Number of packages
- Package type
- Gross and net weight
- Dimensions
This information helps the freight forwarder determine cargo space, handling requirements and freight parameters.
D. Commercial Invoice Value
The commercial invoice value is important for both logistics planning and customs-related assessment.
It helps establish:
- Cargo value
- Customs documentation requirements
- Potential import duty exposure
- Insurance considerations
- Regulatory and financial documentation
For shipments entering Nigeria, accurate commercial documentation is particularly important because customs assessment involves several variables.
E. Nature and Description of Goods
Never simply describe cargo as “goods,” “items,” or “materials” when requesting a professional quotation.
Your freight forwarder needs to understand what is actually being shipped.
For example, machinery, pharmaceuticals, food products, chemicals, lithium-battery equipment, spare parts and general merchandise may have very different transportation, documentation and regulatory requirements.
A precise description allows your logistics partner to identify potential issues before the shipment moves.
F. HS Code
The Harmonized System (HS) Code is an important element of international trade and customs classification.
It can influence:
- Customs duty assessment
- Applicable levies and taxes
- Import restrictions
- Regulatory requirements
- Documentation
- Customs clearance procedures
An incorrect classification can create avoidable customs complications, including delays, reassessment or additional costs.
Where the correct classification is uncertain, professional advice should be obtained rather than relying on assumptions.
G. Cargo Weight
Weight is fundamental to freight pricing.
For air freight, the charge may be based on actual weight or volumetric weight, depending on which produces the higher chargeable weight.
For sea freight, weight and volume can both influence the appropriate shipping solution and handling requirements.
Providing accurate weight information therefore helps your freight forwarder produce a more reliable quotation.
H. Package Type
Tell your logistics partner how the cargo is packaged.
Examples include:
- Cartons
- Pallets
- Wooden crates
- Drums
- Bags
- Cases
- Skids
Packaging affects cargo handling, storage, loading, carrier acceptance and protection during transit.
I. Package Dimensions
Dimensions are particularly important for air freight and consolidated shipments.
For each package, provide the length, width and height where possible.
Accurate dimensions help determine:
- Volumetric weight
- Chargeable weight
- Required cargo space
- Consolidation feasibility
- Handling requirements
This is one reason why a quotation based solely on weight may change when the actual package dimensions become available.
J. Delivery Requirement
Clearly state whether you require:
- Port-to-port service
- Airport-to-airport service
- Port pickup
- Door delivery
- Door-to-door logistics
This defines the scope of the quotation and prevents assumptions about which services are included.
K. Final Delivery Address
For door delivery, the complete delivery address is essential.
It enables your logistics partner to assess:
- Inland transportation cost
- Distance from the port or airport
- Accessibility
- Vehicle requirements
- Delivery scheduling
L. Consignee Contact Details
Provide a valid telephone number, email address and other relevant contact information.
Good communication becomes particularly important when there are customs queries, delivery changes, documentation requirements or operational developments.
3. What Happens When Information Is Incomplete?
Incomplete information can affect the shipment long before the cargo leaves the supplier.
It may result in:
- Delayed quotations
- Repeated requests for information
- Inaccurate freight estimates
- Incorrect routing assumptions
- Unexpected additional charges
- Poor shipment planning
- Customs and regulatory complications
In international logistics, what appears to be a small information gap at the beginning can become a significant operational issue later.
4. What Experienced Importers Do Differently
Experienced importers understand that freight cost is only one part of the logistics decision.
They ask:
What am I shipping?
Where is it coming from?
How is it packaged?
How quickly do I need it?
What regulations apply?
What will it cost to move?
What will it cost to clear?
Where is it ultimately going?
This broader approach allows the freight forwarder to provide a logistics solution rather than simply a freight price.
For businesses importing regularly, maintaining a standard RFQ template containing these details can significantly improve the speed and quality of logistics planning.
5. Your Pre-Quotation Checklist
Before sending your next shipping request, have the following information ready:
- Supplier/pickup address
- Supplier contact details
- Commercial invoice
- Packing list
- Nature and description of goods
- HS Code, where known
- Cargo weight
- Package quantity
- Package type
- Package dimensions
- Preferred shipping mode
- Delivery requirement
- Final delivery address
- Consignee contact details
Better Information. Better Decisions. Better Logistics.
International shipping should not begin with “How much will it cost?”
It should begin with “What exactly are we shipping, where is it coming from, where is it going, and what does it take to move it correctly?”
At Valuehandlers International Limited, our approach goes beyond quoting freight. We believe in understanding the shipment before recommending the logistics solution.
The more complete your shipment information, the more accurately we can assess your requirements, identify potential challenges, recommend suitable shipping options and develop a logistics solution designed around your business objectives.
Send us your cargo details before shipping, and let our team help you assess the appropriate logistics solution.
Valuehandlers International Limited
Facilitating Commerce & Individuals Logistics Through Innovative Ideas and Solutions.
