When logistics procurement teams launch a freight RFQ (Request for Quotation), the depth and clarity of their questions often dictate the quality of vendor responses. A well-structured RFQ attracts better aligned bids, transparent pricing and strategic value. Conversely, a weak RFQ often leads to hidden fees, misaligned services and operational surprises. In this article, we share fifteen key questions to include in your next freight RFQ.
Need more flexibility in logistics procurement? Want to tender faster? Want to tender more? Want to pay only for events instead of annual licenses? Want to tender only ocean or all modes? Do it yourself or with additional tender support? Check in with
Freightender – Pieter Kinds, CEO and Founder Freightender.
Questions to Include in Your Next Freight RFQ
1. Describe your global network and key trade lanes
Ask vendors to map out their network coverage, partner agents and where they have direct operations.
2. What technology platforms do you use for shipment visibility?
Require vendors to explain their systems—portals, dashboards, mobile apps, real-time alerts.
3. Provide your standard service levels (transit times, on-time rate, OTIF)
Set clear expectations and ask for performance metrics and benchmarks.
4. Detail your pricing model (base rate, surcharges, destination charges, fuel, accessorials)
Transparency is key. Insist on a breakdown of all cost components.
5. How do you manage customs and regulatory compliance?
Ensure they manage the whole process—or are clear on what you must handle.
6. What insurance coverage options are available?
Shipments may cross multiple modes and geographies. Ask about coverage and claims management.
7. List your sustainability initiatives or carbon reduction metrics
If ESG is important for you, ask vendors how they measure and improve their footprint.
8. Outline your contingency planning for service disruptions
Ask how they respond to port congestion, carrier delays, or geopolitical disruptions.
9. How do you handle claims and dispute resolution
Understand timelines, claimant responsibilities, and resolution processes.
10. Provide references or case studies from similar customers
Past performance is the best predictor of future results.
11. Describe your risk-management framework
Ask about certifications (e.g., ISO 9001, CTPAT), audits, and compliance controls. (blog.anderinger.com)
12. What KPIs do you use to measure success with clients
Examples: OTIF, damage claims, carbon emissions, cost per shipment.
13. Can you support multimodal or cross-border logistics?
Check if they have experience with your shipping profiles and geographies.
14. What contract terms and payment schedules apply
Clarify payment terms, minimum volumes, termination clauses, and penalties.
15. Describe your onboarding and account-management process
Ask how you’ll work together post-award, including account managers and reporting cadence.
Conclusion
A strong RFQ drives strong responses. By embedding these fifteen questions into your next freight tender, you’ll move beyond basic quotes and toward strategic partnerships. Pair these questions with our editable Freight RFQ Template at Freightender to streamline your process and elevate your sourcing outcomes.
FAQ
Q1: How detailed should my RFQ be?
Include enough detail for vendors to provide comparable and accurate responses without overwhelming them.
Q2: Can I use the same RFQ for multiple carriers?
Yes, ensure each vendor receives identical questions to maintain fairness.
Q3: Should I include ESG requirements in the RFQ?
If sustainability is a priority for your business or customers, yes.
Q4: How do I evaluate RFQ responses effectively?
Score each vendor against KPIs, cost transparency, service flexibility, and risk management.
Q5: Can I update the RFQ template for specific trade lanes?
Absolutely. Tailor questions based on mode, geography, and industry to get precise insights.
