Steplane › Guides › Freight quote template
Updated 19 October 2026 · Written by Paul, founder of Steplane, a logistics process specialist with over 13 years in logistics, including at some of the biggest freight forwarders in the world.
In short: A freight quote should state the route, dates, goods, weight and volume, the price and what it includes, the validity date and the payment terms. Add an exclusions block that prices waiting time, storage, extra stops and failed pickups in advance, so the customer has agreed to them before you invoice.
The free templates below do this in one or two pages. The EU version uses A4, EUR, VAT, CMR and Incoterms. The US version uses Letter, USD, a sales tax note, the bill of lading and accessorials.
A customer compares quotes on price, but disputes start with what the quote did not say. Use this list as your minimum.
| Block | What to write | Why it matters |
|---|---|---|
| Header | Quote number, date, validity date, customer reference | The quote number links the booking, the order and the invoice. The validity date stops old prices being used months later. |
| Parties | Your legal name, VAT or MC/USDOT number, the customer’s legal name and contact | The invoice must go to the same legal entity that accepted the quote. |
| Route and dates | Full loading and delivery addresses, dates and time windows | Time windows are the start point for counting waiting time. |
| Goods | Description, packaging, number of units, gross weight, loading metres or volume, stackable or not | The price is only valid for these numbers. If they change, you re-price. |
| Special needs | Dangerous goods (ADR or hazmat), temperature, tail-lift, customs | Each one changes the vehicle, the driver or the cost. |
| Price lines | Freight, fuel, tolls, customs, insurance, each on its own line | The customer sees what is included and you can check the invoice line by line. |
| Exclusions and extras | What is not included, the free time and the rate for each extra | A common source of unbilled money. See the next section. |
| Terms | Liability basis (CMR or carrier tariff), your trading conditions, payment terms | Sets expectations before damage or late payment happens. |
| Acceptance | Signature or written reply with the quote number | Proof that the customer accepted the price and the extras. |
The exclusions block is a short table that says, before the job starts, what the price does not cover and what each extra will cost. Without it, the driver waits four hours, the customer says “nobody told us” and the cost stays with you.
| Extra | Typical wording in the quote | Proof to keep |
|---|---|---|
| Waiting time | [2] hours free per loading or unloading stop, then [€/$ 00] per started hour | Arrival and departure times on the CMR, the delivery receipt or a signed time sheet |
| Storage | [1] day free, then [00] per pallet per day | Warehouse in and out dates, the reason for storage |
| Extra stop | [00] per extra stop plus extra km or miles | Written request from the customer, the route |
| Failed pickup | [00] or [50]% of the freight if the goods are not ready when the truck arrives | Driver message with time and photo, dispatcher note |
| Cancellation | Free until [date, time]; after dispatch [50/100]% of the freight | Time of the cancellation message |
| Re-delivery | Freight at the same rate if delivery fails because of the consignee | Proof of the failed attempt |
| Customs holding or inspection | At cost plus [00] handling | Customs notice, invoice from the inspection |
Rates in brackets are placeholders. Set your own based on what a truck and driver cost you per hour and per day.
Pricing the extras is only half the job. They also have to be logged on the day and reach the invoice. The guide to unbilled waiting time and storage shows how, and the free extras checklist (PDF) gives you a one-page check.
Both templates have the same five numbered sections: shipment, price, extras not included, terms and acceptance. The details follow local practice.
| Point | EU template | US template |
|---|---|---|
| Paper and currency | A4, EUR, kg, loading metres, m³ | Letter, USD, lbs, inches, pallets |
| Tax line | VAT rate, or “Reverse charge” for a B2B customer in another EU country | Sales tax note: freight is often not taxable, but rules differ by state |
| Liability | CMR Convention: 8.33 SDR per kg unless a higher value is declared | Carmack (49 U.S.C. 14706), subject to the carrier tariff and any released rate |
| Transport document | CMR consignment note | Bill of lading (BOL) |
| Trade terms | Incoterms 2020 with the named place | Usually not needed for domestic freight |
| Extras | Waiting time, storage, extra stops, failed pickup, cancellation, pallet exchange | Accessorials: detention, TONU, layover, liftgate, residential, lumper, reweigh/reclass |
| Payment terms | [30] days; late interest and €40 fee under Directive 2011/7/EU | Net [30] days |
Download EU version (.docx) Download US version (.docx)
Free, no sign-up. Word format (.docx), fully editable.
Fill in everything in [square brackets], save it once as your company master and make a copy for each quote.
The full process from price request to payment: the 11-step process with owners, the quote template, an Excel extras log, an invoice checklist and payment reminder emails. EU and US versions.
€49 (about $55) per kit, one-time. EU and US versions. Any 3 kits €99, all 6 kits €199. 14-day money-back guarantee.
The route with full addresses, dates and time windows, the goods with weight and volume, each price line, what is not included and the rate for each extra, the validity date, the liability basis, the payment terms and a way to accept.
State the free time per stop, for example 2 hours from the booked slot, and the rate per started hour after that. Then record arrival and departure times on the CMR or delivery receipt so you can prove it.
Long enough for the customer to decide, short enough that fuel and capacity have not changed. Write an exact date rather than a number of days, and re-price if the shipment data changes.
In the EU, show the price excluding VAT and the VAT line. For a B2B transport service to a VAT-registered customer in another EU country the invoice usually says “Reverse charge”. Check the rule for your case.
Charges on top of linehaul and fuel for extra work, such as detention, truck ordered not used (TONU), layover, liftgate, residential delivery, lumper fees and reweigh or reclass. List them with free time and rates on the quote.
Once the customer accepts it in writing, the quote and its terms are usually part of the agreement. That is why the exclusions and terms belong on the quote, not only in general conditions nobody reads.
Yes. Price per pallet, per loading metre or per weight unit in the basis column, and fill in the dimensions and whether the goods are stackable.
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