What to Include in a Freight Quote Request: The Shipper's Checklist
The details brokers need to quote your truckload fast and accurately, with a copy-paste template and examples for dry van, reefer and flatbed loads.
Hopelight Labs · · 2 min read
The fastest way to get an accurate freight quote is a complete request. Every missing detail costs a round of emails, and every hidden requirement becomes an extra charge after the load is booked.
Use this checklist, or copy the template at the end.
The minimum
| Detail | Example |
|---|---|
| Pick-up city, state (ZIP if known) | Dallas, TX 75201 |
| Delivery city, state (ZIP if known) | Atlanta, GA 30303 |
| Equipment | 53' dry van |
| Pick-up date and window | Monday, 8 am to noon |
| Weight | 42,000 lbs |
| Commodity | Canned goods, palletized, 22 pallets |
By equipment
- Reefer: temperature setting (for example 34°F), continuous or cycle mode, and whether pre-cooling is needed.
- Flatbed and step deck: dimensions, tarps (and tarp size), straps or chains, and whether the load is oversize.
- Power only: who provides the trailer and where it is.
Equipment changes the price a lot; see how equipment type affects freight pricing.
Extras that change the price
- Delivery or pick-up appointments, and whether they are firm.
- Liftgate, inside delivery, residential delivery.
- Driver assist, lumper at the receiver.
- Hazmat class and UN number.
- Multiple stops, in order.
- Team service or a hard delivery deadline.
Each of these is an accessorial with its own cost; see the accessorial charges checklist.
A template you can copy
Hi, please quote the following load all-in (linehaul, fuel and accessorials):
- From: Dallas, TX 75201, pick-up Monday 8 am to noon
- To: Atlanta, GA 30303, delivery appointment Wednesday 7 am
- Equipment: 53' dry van
- Freight: 22 pallets of canned goods, 42,000 lbs, no hazmat
- Extras: none
Thank you.
You can paste the same text into the Hopelight Network "Describe it" box: the AI fills in the request, you check it, and it goes to several brokers who run the lane. It is free for shippers.
Frequently asked questions
Do I need ZIP codes for a freight quote?
City and state are enough for a first quote. ZIP codes make it more precise, especially for rural pick-ups or deliveries where a few miles change the price.
Should I ask for an all-in rate?
Yes. An all-in rate includes linehaul, fuel and the accessorials you described, which makes quotes easy to compare.
What if I don't know the exact weight?
Give your best estimate and say it is an estimate. Weight matters most near the legal limit (about 44,000 to 45,000 lbs of freight in a standard dry van) or for heavy flatbed loads.
