How to write an RFQ that attracts the best offers

A poorly written Request for Quotation (RFQ) gets few replies, or non-comparable ones that slow your decision. Here are the five elements that make the difference.

1. State volume precisely

"A few pallets" is not enough. Give the number of packages, total gross weight, and ideally dimensions (LxWxH) so the chargeable volume can be computed. For containerised freight, state 20'/40'/40HC.

2. Specify Incoterms and the exact location

FOB Tangier Med is not the same as FOB Casablanca. Handling costs vary between terminals. Always mention the precise port or airport. For Incoterms, see our Incoterms 2026 guide.

3. Give a realistic loading window

"As soon as possible" is the enemy of an optimal rate. A forwarder who knows you have two weeks can consolidate your freight with other shipments and offer a lower price. State a release date and a delivery deadline.

4. Mention specific requirements

Anything non-standard affects price. Consider:

• Dangerous goods (ADR/IMDG class, UN number)

• Temperature-controlled (reefer)

• Out-of-gauge / exceptional weight

• Specific customs documents (certificate of origin, EUR.1, etc.)

• Desired insurance (ad-valorem)

5. Define your decision criteria

State whether you optimise for price, transit time, service quality, or a mix. Forwarders best positioned will adjust their offer. On ILNTrans, you can also consult average ratings and carrier history before selecting.

Going further

Once your RFQ is written, post it on the ILNTrans platform. Verified providers matching your route and freight type receive an immediate notification.

Create an RFQ now →