The anatomy of a written quote
A good freight quote is in writing and follows a consistent structure, so you can read it in a minute and compare it fairly against anyone else's. This is the format we'll use once our registration is active, and it's the format you should expect from anyone. It covers four things:
- What is included. The all-in rate for the lane and equipment, with fuel built in, plus the free time allowed at pickup and delivery.
- Conditional charges. Charges that only apply if something specific happens, such as detention, layover, tarping or truck-ordered-not-used. Each one is listed with its rate and the exact event that triggers it.
- How changes are approved. If anything outside the quote comes up, the broker should contact you, explain it and get your approval before it reaches the invoice.
- Validity. How long the rate holds. Quotes are non-binding until both sides confirm the load in writing.
Illustrative example
This sample shows the format only. The lane, figures and terms are made up for illustration and are not a rate or an offer. Averstone Logistics is not quoting shipments until its registration is active.
| Line | Detail |
|---|---|
| Lane | Charlotte, NC 28202 → Atlanta, GA 30318 (inside the seven dry van states) |
| Equipment & freight | 53' dry van · 22 pallets · 38,000 lbs · not stackable |
| All-in rate | $X,XXX, fuel included |
| Free time | 2 hours at pickup, 2 hours at delivery |
| Detention (conditional) | Hourly rate stated here, after free time, billed only with documented in/out times |
| Layover (conditional) | Daily rate stated here, if the receiver pushes delivery to the next day |
| TONU (conditional) | Flat rate stated here, if the load cancels after the truck is dispatched |
| Appointments | Pickup: shipper sets the time. Delivery: broker books through the receiver's portal. |
| Changes | Any charge not listed above requires your written approval before invoicing |
| Valid until | A stated date, typically a few days out |
Who owns the appointments
Missed appointments cause more refused loads and surprise charges than anything that happens on the highway, and the usual reason is that everyone assumed someone else booked them. Some receivers want the shipper or vendor to schedule; others require the carrier to book through a portal. The owner of each appointment, pickup and delivery, should be confirmed on the quote and again at booking. When we open, that's how our confirmations will read, and if we own an appointment you'll get the confirmation number once it's set.
One point of contact
The standard we're building to: once we're open, from the moment you book until the paperwork is closed, one person handles your load, with their name, phone and email on the load confirmation. You shouldn't be passed between departments or asked to re-explain the shipment to someone new halfway through.
When you'll hear from us
Updates will be manual, by phone or email, at set points in the move. We do not plan to promise real-time position tracking, and we'd rather tell you that now than imply something we won't provide.
Booked
Load confirmation with rate, appointments and your contact's details.
Picked up
Confirmation the freight is loaded, with piece count and any notes from the shipper.
In transit
A check-in while the load is on the road, confirming it's on plan for delivery.
Delivered
Delivery confirmation, followed by the signed proof of delivery.
When something goes wrong
Trucks break down, weather closes roads and receivers run behind. What matters is how fast you know and what happens next. When a load is off plan, you should get an exception notice that says:
- What happened, in plain words
- What it means for the delivery time
- What's being done about it, and any decision needed from you
- When you will get the next update
Then the next update arrives when it was promised, even if the answer is "no change yet." If the problem could create a charge, such as detention or a re-delivery, it gets raised before it's billed, not after. That's the standard we're holding ourselves to.
Paperwork after delivery
Once a load delivers, you should receive a copy of the signed proof of delivery and an invoice that matches the confirmed quote plus any changes you approved. If the receiver noted shortages, damage or exceptions on the POD, they should be flagged to you immediately so you can act while the details are fresh.
Want to be ready the day we open? Tell us about your freight, or check the Quote-Ready Checklist.