A freight quotation is only as reliable as the shipment information behind it. An early estimate can help with budgeting, but the booking and final cost should be reviewed against the actual packed cargo. This checklist helps importers prepare a complete enquiry before contacting a China freight forwarder.
Product information
Provide the commercial product name, material and intended use. These details help identify handling restrictions, documentation needs and questions that should be referred to the destination customs broker.
Include information about:
- Batteries or battery-powered products
- Liquids, powders, chemicals or aerosols
- Magnets or pressurised items
- Food, plants or animal-derived materials
- Used machinery or equipment
- Solid timber, bamboo or natural packing materials
- Branded goods or products subject to intellectual-property controls
Do not describe the cargo only as “parts,” “accessories” or “samples.”
Package details
For each package type, provide:
- Number of cartons, pallets, crates or machines
- External length, width and height
- Gross weight
- Packaging material
- Whether packages can be stacked
- Photographs after packing
The freight forwarder needs external packed dimensions, not the product dimensions shown in a catalogue.
For oversized cargo, provide the dimensions and weight of every piece. Also explain lifting points, centre-of-gravity concerns and whether a forklift or crane is required.
Origin information
Provide the full pickup address or at least the Chinese city and district. Confirm:
- Supplier contact person and phone number
- Cargo-ready date
- Loading hours and appointment rules
- Whether the supplier can load the vehicle
- Whether goods need to enter a consolidation warehouse
- Agreed Incoterm, such as EXW or FOB
When several suppliers are involved, list every supplier separately with the estimated package details and ready date.
Destination information
For port delivery, provide the destination port. For door delivery, provide the complete postcode and explain:
- Commercial warehouse, residential address or jobsite
- Forklift, dock or crane availability
- Vehicle-access restrictions
- Appointment and operating hours
- Whether the container can remain for unloading
- Whether labour is required
Delivery conditions can materially change the vehicle and cost.
Service scope
Tell the forwarder what you expect the quotation to include:
- Factory pickup
- China warehouse receiving or consolidation
- Export packing or palletising
- Export customs declaration
- FCL, LCL, air freight or express
- Cargo insurance
- Destination customs clearance
- Duty and tax arrangement
- Port-to-door delivery
- Unloading or special equipment
Avoid using “door to door” as the only instruction. Ask for a written list of inclusions and exclusions.
Commercial and document information
Before booking, prepare or confirm:
- Commercial invoice
- Packing list
- Supplier and buyer legal names
- Cargo value and currency
- HS code information for broker review
- Country of origin
- Required certificates or permits
- Wooden packaging declaration
- Consignee and notify-party information
Documents should use consistent product descriptions, quantities, weights and values.
Dates and schedule expectations
The production completion date may not be the cargo-ready date. Packing, inspection and paperwork can require additional time.
State the date the cargo can actually be collected. If arrival is needed before a deadline, provide the required delivery date and explain why. Freight schedules are subject to carrier changes, congestion, weather and customs processes, so allow a reasonable buffer.
Copy-and-send enquiry template
You can copy this list into your email or WhatsApp message:
- Product:
- Material and use:
- Number of packages:
- Dimensions per package:
- Gross weight per package:
- Total volume and weight:
- Pickup city/address:
- Cargo-ready date:
- Destination port/postcode:
- Incoterm:
- Required service scope:
- Special cargo or packaging details:
- Product and packaging photos attached: Yes / No
What happens after the enquiry?
The forwarder should identify missing information, recommend a suitable shipping method and explain the quotation assumptions. Final details should be reconfirmed before booking.
Request a China freight plan from TengYoda or compare our FCL and LCL shipping service.
