Getting an accurate freight quote from China starts with providing accurate shipment information.
Many importers contact freight forwarders with a simple message such as:
“How much does it cost to ship 500 kg from China to Germany?”
However, weight alone is usually not enough to calculate a reliable quotation.
The freight forwarder may also need the pickup location, destination, product description, carton dimensions, total volume, cargo value, shipping method, and other information.
The more complete your shipment details are, the easier it is for a freight forwarder to calculate the transportation cost and recommend an appropriate shipping solution.
This guide explains exactly what information you should prepare before requesting a China freight quotation and how to avoid common quotation problems.
Why Is Complete Shipment Information Important?
International freight pricing depends on many variables.
For example, two shipments may both weigh 500 kg but have completely different transportation costs.
Shipment A:
- 500 kg
- 2 CBM
- General goods
- Shenzhen to Germany
- Sea freight
Shipment B:
- 500 kg
- 8 CBM
- Oversized machinery
- Guangzhou to Germany
- Door-to-door delivery
Although the actual weight is the same, the logistics requirements are very different.
This is why a professional freight forwarder needs more information before providing a detailed quotation.
1. Provide the Exact Pickup Location in China
The first important piece of information is where the goods will be collected.
Provide:
- Province
- City
- District
- Supplier address
- Warehouse address if applicable
- Supplier contact information
For example:
Pickup: Shenzhen, Guangdong, China
is more useful than simply saying:
Pickup: China
The origin location can affect:
- Local trucking
- Warehouse receiving
- Export arrangements
- Port selection
- Airport selection
- Pickup charges
If you are purchasing from multiple suppliers, provide the location of each supplier.
2. Provide the Destination Country and City
The freight forwarder also needs to know exactly where the cargo is going.
Provide:
- Country
- City
- Postal code
- Port or airport if known
- Complete delivery address for door-to-door shipments
For example:
Destination: Dublin, Ireland
or, for a door delivery:
Destination: Complete commercial delivery address + postal code
A major port, airport, commercial warehouse, residential address, and remote location can have different delivery costs.
3. Clearly Describe Your Products
Do not simply write:
“Goods”
or:
“Products”
Provide a clear product description.
For example:
- Shoes
- Plastic pallets
- Furniture
- Agricultural machinery
- Packaging boxes
- Clothing
- CNC components
- Electronic equipment
If possible, also provide:
- Material
- Main function
- Product model
- Intended use
- HS code if known
A clear product description helps the freight forwarder determine whether there are special transportation or customs requirements.
4. Tell the Forwarder the Number of Cartons
The number of packages is important for both transportation planning and warehouse handling.
Provide:
- Number of cartons
- Number of pallets
- Number of pieces
- Packaging type
For example:
20 cartons
is much more useful than:
500 kg of goods
You should also explain whether all cartons have the same dimensions.
For example:
20 cartons, each 50 × 40 × 30 cm
This allows the forwarder to calculate the approximate shipment volume.
5. Provide Accurate Carton Dimensions
Dimensions are extremely important for freight calculations.
Provide:
Length × Width × Height
For example:
50 × 40 × 30 cm per carton
If there are different carton sizes, list each size separately.
For example:
- 10 cartons: 50 × 40 × 30 cm
- 8 cartons: 60 × 40 × 35 cm
- 2 cartons: 80 × 50 × 40 cm
Do not estimate dimensions if the supplier has already measured the packages.
Incorrect dimensions can result in a revised freight charge after the cargo reaches the warehouse or carrier.
6. Provide the Gross Weight
Gross weight normally refers to the weight of the packaged shipment.
Provide:
- Total gross weight
- Weight per carton if available
- Weight per pallet if applicable
For example:
20 cartons / 200 kg gross weight
If you only provide the product net weight, the final freight calculation may differ because packaging also contributes to the shipment weight.
7. Provide the Total Volume
For sea freight, especially LCL shipments, volume can be an important pricing factor.
Provide the total CBM if known.
For example:
Total volume: 2.4 CBM
If you do not know the CBM, provide the carton dimensions and quantity.
The freight forwarder can calculate the approximate volume.
8. Understand Actual Weight and Volumetric Weight
For certain transportation methods, the freight calculation may involve volumetric weight.
A common calculation for air freight is:
Volumetric Weight = Length × Width × Height ÷ Applicable Divisor
For example, using a divisor of 5,000:
60 × 40 × 40 ÷ 5,000 = 19.2 kg
The actual chargeable weight depends on the carrier and service rules.
For this reason, providing dimensions is particularly important when requesting an air-freight quotation.
9. Tell the Forwarder Your Preferred Shipping Method
If you already have a preference, tell the freight forwarder.
Possible options include:
- Sea freight
- Air freight
- Express
- LCL
- FCL
- Door-to-door
- Port-to-port
- DDP where applicable
If you are unsure which method is best, simply say:
“Please recommend the most suitable option based on cost and transit time.”
A professional freight forwarder should be able to compare available transportation solutions.
10. Explain Your Delivery Requirements
Not every buyer has the same delivery requirements.
You may need:
- Port delivery
- Airport delivery
- Commercial warehouse delivery
- Factory delivery
- Residential delivery
- Door-to-door delivery
For example:
“Please quote door-to-door delivery to our warehouse.”
This is very different from:
“Please quote port-to-port shipping.”
Always explain the actual delivery requirement before accepting a quotation.
11. Provide the Cargo Value
Cargo value can be important for customs, insurance, and certain logistics arrangements.
Provide the approximate commercial value of the goods.
For example:
Cargo value: USD 20,000
The freight forwarder may also need the commercial invoice and packing list during the shipment process.
Do not deliberately provide an inaccurate cargo value to reduce duties or shipping-related charges.
12. Tell the Freight Forwarder Whether the Cargo Is Special
Some cargo may require special handling or transportation arrangements.
Tell the forwarder if the shipment contains:
- Lithium batteries
- Batteries
- Liquids
- Chemicals
- Magnets
- Food
- Cosmetics
- Medical products
- Dangerous goods
- Oversized machinery
- Fragile products
- Temperature-sensitive products
For example, saying:
“Electronic equipment”
may not be enough if the products contain lithium batteries.
Provide the relevant product and battery information before booking.
This helps the forwarder identify applicable carrier and documentation requirements.
13. Provide the HS Code If Available
The HS code is used for customs classification.
If you already have a confirmed or commonly used HS code, provide it to the freight forwarder.
However, do not assume that a previous HS code is automatically correct for every shipment.
Product classification can depend on the actual product characteristics and destination-country customs requirements.
If you are unsure, ask the appropriate customs professional or broker to verify the classification.
14. Tell the Forwarder the Incoterm
If your supplier has already agreed on a trade term, provide it.
Common Incoterms include:
- EXW
- FOB
- CIF
- DAP
- DDP
The Incoterm determines responsibilities between buyer and seller and can affect which logistics charges you need to pay.
For example, under EXW, the buyer may need to arrange transportation from the supplier’s premises.
Under FOB, the seller’s responsibilities normally extend to the agreed port loading point, subject to the contract.
The exact commercial responsibilities should be confirmed in the sales agreement.
15. Tell the Forwarder Whether You Need Customs Clearance
Some buyers only need international transportation.
Others need a complete logistics solution.
You should clearly state whether you need:
- Export customs clearance
- Import customs clearance
- Door delivery
- Duties and taxes arrangements
- DDP service where applicable
This prevents the freight forwarder from preparing a quotation that does not match your actual requirements.
16. Provide Your Required Delivery Time
Tell the forwarder whether the shipment is urgent.
For example:
“We need the goods as quickly as possible.”
or:
“Cost is more important than transit time.”
This information allows the freight forwarder to compare different transportation methods.
You may receive recommendations such as:
Option A: Air Freight
Faster but higher cost.
Option B: Sea Freight
Slower but potentially more economical.
Option C: LCL Sea Freight
Suitable for smaller commercial shipments.
The final choice depends on your priorities.
17. If You Have Multiple Suppliers, Tell the Forwarder
Many buyers source products from several Chinese factories.
For example:
- Supplier 1 — Shenzhen
- Supplier 2 — Dongguan
- Supplier 3 — Guangzhou
- Supplier 4 — Foshan
Tell the freight forwarder that you want to consolidate the shipments.
The forwarder may be able to arrange:
Supplier pickup → Warehouse receiving → Cargo consolidation → Export → International shipping → Destination delivery
However, warehouse receiving and consolidation charges should be confirmed before booking.
18. Ask for a Detailed Freight Quotation
After providing all the shipment information, ask for a written quotation.
A good quotation should explain:
- Pickup charges
- Export customs clearance
- Origin handling
- Main freight
- Destination handling
- Import customs clearance
- Duties and taxes where applicable
- Final delivery
- Insurance
- Other surcharges
Also ask:
What charges are excluded?
This question is extremely important.
A quotation that clearly explains excluded charges is easier to compare with other freight forwarders.
19. Example of a Good Freight Quote Request
You can send the following information to a China freight forwarder:
Pickup: Guangzhou, China
Destination: London, UK
Product: Shoes
Quantity: 30 cartons
Carton size: 60 × 40 × 35 cm
Gross weight: 420 kg
Total volume: Approximately 2.52 CBM
Cargo value: USD 12,000
Shipping method: Please recommend sea freight or air freight
Delivery: Door-to-door
Special cargo: No batteries or dangerous goods
Request: Please provide the total shipping cost, estimated transit time, included services, excluded charges, and quotation validity.
This type of request gives the freight forwarder enough information to prepare a much more useful quotation.
20. Why Your Initial Quote May Change
Even after receiving a quotation, the final cost may change if the actual shipment differs from the information originally provided.
Common reasons include:
- Actual weight is higher
- Actual dimensions are larger
- Cargo volume is different
- Product classification changes
- Special cargo requirements are discovered
- Delivery address changes
- Remote-area charges apply
- Carrier surcharges change
- Customs requirements differ
This is why accurate information at the beginning is so important.
21. How to Get the Best Freight Quote From China
If you want a competitive quotation, do not simply send:
“China to USA, 500 kg, how much?”
Instead, provide a complete shipment profile.
For example:
Shenzhen, China → Los Angeles, USA
Product: Plastic products
25 cartons
50 × 40 × 40 cm/carton
350 kg gross weight
2 CBM
Commercial shipment
Door-to-door required
Please quote sea freight LCL and air freight.
The freight forwarder can then compare the available options much more accurately.
22. What Information Should You Prepare Before Contacting a Freight Forwarder?
Use this checklist:
- [ ] Pickup city
- [ ] Supplier address
- [ ] Destination country
- [ ] Destination city
- [ ] Postal code
- [ ] Product description
- [ ] HS code if available
- [ ] Number of cartons
- [ ] Number of pallets
- [ ] Carton dimensions
- [ ] Gross weight
- [ ] Total CBM
- [ ] Cargo value
- [ ] Shipping method
- [ ] Incoterm
- [ ] Customs requirements
- [ ] Delivery address
- [ ] Special cargo information
- [ ] Required delivery time
The more complete the information, the less likely you are to receive an unrealistic preliminary quotation.
Request an Accurate Freight Quote From China
If you are ready to ship goods from China, you can request a quotation by providing your shipment details in one message.
At minimum, include:
Origin + Destination + Product + Cartons + Dimensions + Weight + Volume + Shipping Method + Delivery Requirement
For example:
“Shenzhen to Dublin, 20 cartons of clothing, 45 × 35 × 30 cm per carton, 180 kg total, 1.0 CBM, door-to-door. Please quote LCL sea freight and air freight.”
A freight forwarder can then evaluate the shipment and provide suitable transportation options.
The goal is not simply to find the lowest initial freight rate. The goal is to obtain a clear, realistic quotation that matches your actual cargo and includes the services you need.
FAQ
1. What information does a freight forwarder need for a quote?
Normally, you should provide the origin, destination, product description, number of cartons, dimensions, gross weight, volume, cargo value, shipping method, and delivery requirements.
2. Do I need to provide carton dimensions?
Yes. Dimensions are important for calculating shipment volume and, for some transportation methods, volumetric or chargeable weight.
3. Is weight enough to get a freight quote?
Usually not. A shipment’s dimensions, volume, origin, destination, product type, and shipping method can also affect the price.
4. What is CBM?
CBM means cubic meter. It is commonly used to measure cargo volume for sea freight and other logistics calculations.
5. What is volumetric weight?
Volumetric weight is a calculated weight based on package dimensions rather than actual scale weight. It may be used for certain air freight and express shipments.
6. Should I provide the supplier’s full address?
Yes, especially if you require pickup service. The exact pickup location helps the freight forwarder calculate domestic transportation costs.
7. Can I request both air freight and sea freight quotations?
Yes. If you are unsure which method is best, asking for both can help you compare cost and transit time.
8. Can I get a China-to-Europe quote without knowing the final delivery address?
You can request an estimated quote using the destination city, but a complete door-to-door quotation normally requires a more specific delivery location.
9. Do I need to tell the forwarder if my goods contain batteries?
Yes. Always disclose batteries and other potentially restricted cargo before booking. Special transportation and documentation requirements may apply.
10. Do I need an HS code?
Providing an HS code can help with customs discussions, but the classification should be appropriate for the actual product and destination requirements.
11. Why did my freight cost change after the cargo arrived at the warehouse?
The actual shipment may have different weight, dimensions, volume, cargo characteristics, or delivery requirements from the information originally provided.
12. How can I avoid unexpected freight charges?
Provide accurate cargo information and ask the freight forwarder to clearly list included and excluded charges before booking.
13. Should I compare several freight forwarders?
Yes. Comparing several suitable providers can help you understand the market rate and identify differences in service and pricing.
14. Can a freight forwarder consolidate goods from different suppliers?
Many freight forwarders offer consolidation services. The goods can potentially be received at a warehouse and combined into one shipment, subject to the service conditions.
15. What is the fastest way to receive a freight quotation?
Prepare all the important information in one message:
Origin + Destination + Product + Quantity + Dimensions + Weight + CBM + Shipping Method + Delivery Address.
A complete request allows the freight forwarder to assess the shipment without repeatedly asking for missing information.
Final Freight Quote Request Checklist
Before contacting a China freight forwarder, make sure you know:
1. Where are the goods?
China city and supplier address.
2. Where are the goods going?
Country, city, postal code, and delivery address.
3. What are the goods?
Product description and special cargo information.
4. How much cargo is there?
Cartons, pallets, weight, and CBM.
5. How quickly do you need delivery?
Urgent or standard delivery.
6. Which service do you need?
Sea, air, LCL, FCL, door-to-door, or DDP where applicable.
7. What costs do you want included?
Transportation, customs clearance, duties/taxes, and final delivery where applicable.
Providing complete and accurate information is one of the easiest ways to get a more useful freight quotation from China.
Instead of asking only for a price per kilogram or container, provide the complete shipment profile and ask the freight forwarder to explain the total cost, estimated transit time, included services, excluded charges, and delivery arrangements.
That gives you a much better basis for comparing freight forwarders and choosing the right shipping solution.