What is an RFQ? How to prepare a freight price request

RFQ, RFP and RFI

• RFI (Request for Information): asks about the market and capabilities.
• RFQ (Request for Quotation): asks for a price against precise requirements. This is what is mostly used in freight.
• RFP (Request for Proposal): asks for a solution and a price, for more complex projects.

Why use an RFQ in freight

• Comparison: all carriers price the same information.
• Transparency: the basis of the decision is documented.
• Time saving: the same question is not answered again and again.
• Market knowledge: you see what a normal price level is.

What a good RFQ contains

• Loading and unloading place (port or airport for sea and air)
• Cargo description, weight, volume or number of pallets
• Transport mode and container type
• Incoterm with a named place
• Dates: loading and delivery
• Special requirements: temperature, dangerous goods, dimensions
• Costs the price should include
• Quote deadline

Example:

Loading: [port or city], [country]
Unloading: [port or city], [country]
Cargo: [cargo name] (HS [code]), [packaging]
Weight / volume: [kg] / [CBM], [number and type of containers]
Incoterm: [rule and named place]
Ready: [date], delivery by [date] at the latest
Price should include: [for example terminal charges, customs, insurance]
Quote deadline: [date, time]

How to compare offers

Beyond the price, look at what the price covers, transit time, offer validity, payment terms, currency and the carrier's reliability. The cheapest offer is not always the best: hidden costs can appear later.

How Arachi makes this easier

Arachi lets you create the RFQ once, send it to your chosen carriers at the same time, follow the replies and compare offers in one panel. See how it works.