Documents and information needed for an international road freight quote

A question such as “how much does it cost to ship equipment from China?” is a starting point, but a useful quotation needs more detail: what is being collected, where it is going and the conditions at both sites. Combine the confirmed information in one request so that everyone works from the same details. The checklist below applies to road freight from China, Europe, Turkey or Dubai to CIS destinations, and between CIS countries.

Start with a route and task

Indicate the exact pick-up and delivery addresses, the names of the sender and recipient, and the planned readiness of the cargo. If the final address is not yet known, name the city and directly note that the acceptance point is to be clarified. This will help distinguish provisional details from confirmed information.

Describe the task in simple words: new equipment from the factory, equipment after repair, a separate unit or installation kit. Add the desired delivery window and important dependencies: facility readiness, supplier release, need for multiple cargo items to arrive together. The date request is considered when preparing the offer and does not replace the agreed transportation period.

The invoice identifies the goods

A commercial invoice contains information about the goods being sold, the parties to the transaction and the cost. For delivery discussions, it helps match the commercial description with the actual shipment. If the delivery is still at the order stage, you can attach the existing proforma and indicate that the final document is still being prepared.

Check the readability of names and models. Writing “equipment” without detail makes it difficult to understand the task. The terms of delivery from the contract should also be transferred to the forwarder: it is important to determine which actions are organised by the seller and which by the buyer. There is no need to change the wording of the invoice yourself for the sake of convenience of quotation; discrepancies are clarified with the party that issued it.

The packing list identifies the packages

A packing list describes the physical contents of a shipment. For transport planning, you need the number of pieces, type of packaging, weight and dimensions of each piece. Length, width and height are indicated separately, with units of measurement. Total volume does not replace dimensions, especially if the batch contains long or tall equipment.

Make sure that the data relates to the cargo in transport condition, including packaging and provided accessories. It is helpful to include photographs and link them to package numbers. If the parameters are preliminary, please note this: changes in dimensions after packaging may require reconsideration of transport and costs.

Add loading, unloading and access arrangements

Inform who is loading and unloading, how entry is processed, and when the sites are open. For oversized items, please attach shipping drawings and manufacturer's requirements. For equipment with special handling conditions, please provide appropriate documentation and information about its condition.

Please indicate separately who is responsible for export and import clearance. An invoice and packing list are a useful starting point, but are not a universal complete set of documents for any country or product. Additional requirements are checked for a specific delivery with those responsible for customs clearance. Indicate known limitations in advance so that they are taken into account when choosing a route and preparing a proposal.

Frequently asked questions

Is it possible to get a quote without a final packing list? You can start with a table of preliminary parameters. The proposal must make clear the assumptions used. Before confirming transportation, you will need to verify the actual packaging, dimensions, weight and contents of the shipment.

Do I need to send the entire contract? To begin with, the conditions related to the transportation are important: participants, handover point, distribution of work and characteristics of the cargo. Agree with the manager on the required volume of documents and method of transmission. Excessive information not needed for quotation should not be sent.

Send a request for quotation

Submit to Inlogistics the route, description of the cargo, list of cargo items and available invoice with packing list. Add readiness, photos and loading and receiving arrangements. If some information is missing, list the gaps - we will help you determine what data to request from the supplier to prepare the quotation.