Freight quotes only compare fairly when the assumptions match. This guide shows how to put forwarders on the same basis and read quotes for the whole journey.
Quote on the same shipment
Two forwarders can quote the same lane and land on wildly different numbers, and most of the time they are not quoting the same shipment. Send every candidate the identical brief: the same product, the same carton dimensions and count, the same gross weight, the same origin city and the same delivery ZIP. Add the same Incoterm and the same delivery scope.
When the inputs match, the gaps in the numbers are gaps in service, not gaps in information. That is the comparison you actually want to make — not who typed the smallest headline rate first, but who covers the journey you actually need.
Peak season is worth a line of its own. In the busier months of the year, carriers announce peak-season surcharges and general rate increases that can move a quote by a few hundred dollars per container even when the base rate looks identical. Ask whether the quote you are holding reflects the sailing week you actually plan to book, and whether any surcharges are baked in now or billed later. Confirm the current surcharges with your forwarder for the week you ship.
Break down the cost groups
A fair quote is not one number; it is a stack of groups. Origin handling covers pickup, cartage and export paperwork on the China side. Ocean freight is the carrier rate itself. Destination handling covers the charges at the US port, and delivery covers the move to your door. On top of those sit surcharges — fuel, port security, peak-season adjustments — that each behave differently through the year.
Ask for the groups to be itemised. A quote that collapses everything into a single line hides exactly the detail you need to compare. Below is the checklist to walk through with each forwarder.
| Cost group | What it covers | What to check in the quote |
|---|---|---|
| Origin handling | Pickup, cartage, export docs, origin terminal charges | Is it included in the headline rate, or listed separately? |
| Ocean freight | Carrier base rate and bill of lading fee | Chargeable basis: FCL container, or LCL on CBM/weight. |
| Destination handling | Destination terminal charges, D/O fee, LCL deconsolidation | LCL destination charges can add up — compare them closely. |
| Clearance and entry | Broker entry filing and processing fees | Included, or conditional on the broker used? |
| Delivery | Drayage, liftgate, appointment, last mile | Does the scope reach your door, or stop at the port? |
| Surcharges | Fuel, ISPS, peak season (PSS), general rate increase | Ask for them itemised; they move with the sailing week. |
Check included vs conditional
Read the small print twice. The headline rate is only the start; what matters is what is excluded and what turns up later if circumstances change. Conditional charges appear when a delivery ZIP is remote, when the warehouse needs a liftgate, when the port is congested or when the booking falls in a peak week.
For LCL shipments, remember the chargeable basis: ocean groupage bills on the greater of volume (CBM) or weight, at roughly 1 CBM to 1,000 kg, and a minimum billable volume (commonly 1 CBM) usually applies. Ask each forwarder to state the chargeable volume they used. Two forwarders measuring the same pallets differently is a classic reason quotes diverge — and above roughly 15 CBM, asking for both an LCL and an FCL rate is worth the time.
Delivery scope
Port-to-port and door-to-door are not the same service. Port-to-port gets the container to the US terminal and stops; door-to-door adds customs clearance, drayage and warehouse delivery. If one quote is port-to-port and the other is door-to-door, you are comparing two different products. Match the delivery scope first, then compare the delivered cost that lands at your warehouse.
Door-to-door often looks more expensive on paper, but it bundles the pieces you would otherwise chase separately: broker entry, terminal handling, drayage and the final delivery appointment. When you add those back onto a port-to-port quote, the gap usually narrows — and sometimes flips, because the port-to-port “saving” was only ever deferred to destination.
Frequently asked questions
Why do quotes differ so much?
Because forwarders rarely quote the identical thing. Different measurement assumptions, different chargeable volume, different included charges and different delivery scope all pull the number apart. Put every candidate on the same shipment brief and ask for itemised charges; the comparison then becomes meaningful rather than just noisy.
What should I never ignore in a quote?
The excluded and conditional charges, and the delivery scope. A cheap headline rate often carries a long list of “pay later” fees on the destination side, especially for LCL, where destination handling can add up quickly. Always compare the door-to-door delivered cost, not the front-page number.
Related reading
- Shipping resources
- Costs and quote
- Request a quote
- LCL CBM and chargeable weight
- How to choose a China-to-USA freight forwarder
Plan your shipment
Start with your product details and delivery ZIP code. Request a freight quote.