Ask suppliers to state shipping assumptions in a quote

Shipping cost depends on more than distance. Packaging size, weight, transport mode, route and receiving conditions can all change the answer. An RFQ should ask suppliers to expose the inputs they used, especially when the product dimensions are still evolving.

Define the requirement

Provide a destination and the best available packed dimensions and weight. If these are unknown, ask the supplier for estimates labelled as estimates. State whether air, sea or another mode is preferred, or ask for separate options. Keep the required arrival date distinct from the mode choice.

Questions to send with the RFQ

Request the quoted mode, origin, destination, packaging assumptions, included charges and validity of freight prices. Ask whether the supplier is using its own logistics service or a third party. Where estimates could move, ask what information will firm up the figure.

Review the answer

Compare total route coverage and service levels, not only a freight line. A lower number may stop at a terminal or exclude handling the buyer expected. Leave uncertain charges marked as unresolved rather than assigning them zero.

An example to adapt

For a hypothetical bulky chair, a quoted product price may be stable while packed dimensions are still changing. A buyer should request a freight estimate based on a stated carton size and update it after the final packaging sample is approved.

Decision before sending

Ask logistics colleagues to review the packed product data before accepting a freight estimate. A product dimension on a drawing is not necessarily a carton dimension, and an assembled sample may pack very differently from a flat-packed unit. If the supplier provides estimated weight or volume, record that status. When the final pack is approved, request a refresh. A freight figure is useful for planning only if the assumptions behind it remain visible.

Source context

The ICC Incoterms Q&A explains how a named place affects carriage, risk and cost under a chosen rule. Ask suppliers to state the rule, version and place they priced, then list freight assumptions that sit outside that term.