Air Freight Quotation Format: A Clear Guide for Shippers

If you're shipping goods internationally, getting an accurate air freight quotation is crucial for budgeting and logistics planning. But not all quotes are structured the same—some hide extra fees, while others lack clarity, leading to unexpected costs.

In this guide, we’ll break down the standard air freight quotation format, explain key pricing factors, and show you how to compare quotes effectively.

Why Does the Air Freight Quotation Format Matter?

A well-structured air freight quote should:

Prevent hidden charges – No surprises at the final invoice.

Help compare providers – So you choose the best rate and service.

Clarify responsibilities – Who handles customs, insurance, etc.?

A vague or incomplete quote can lead to delays, disputes, and unexpected expenses.

Standard Air Freight Quotation Format

A professional air freight quote typically includes:

1. Shipper & Consignee Details

• Your company name & address

• Receiver’s contact information

Why it matters? Ensures correct delivery and avoids miscommunication.

2. Shipment Details

• Origin & Destination (Airport codes, e.g., LAX → FRA)

• Total Gross Weight (Actual vs. volumetric weight—whichever is higher)

• Dimensions (L x W x H in cm)

• Commodity Description (For customs clearance)

Example:

• Cargo: 500 kg / 2.5 CBM (Volumetric weight: 420 kg)

• Description: Electronic components (HS Code: 8542.31)

3. Freight Charges

• Airline Cost (Base rate per kg/CBM)

• Fuel Surcharge (Often 15-25% of base freight)

• Security Fee (Mandatory for most air cargo)

Sample Breakdown:

4. Additional Fees (Watch Out for These!)

• Customs Clearance ($50–$300, depending on country)

• Warehouse Handling (If cargo needs storage before flight)

• Dangerous Goods Fee (If shipping batteries, chemicals, etc.)

Pro Tip: Always ask if these are included or extra.

5. Transit Time & Flight Schedule

• Estimated Departure & Arrival Dates

• Routing (Direct flight or transshipment?)

Example:

• Departure: July 10, 2025 (PVG)

• Arrival: July 12, 2025 (ORD)

• Transit: Direct flight (No stops)

6. Terms & Conditions

• Validity Period (Rates can change after 7–14 days)

• Payment Terms (Prepaid or collect?)

• Liability & Insurance (Who covers damage/loss?)

How to Compare Air Freight Quotes Effectively

Not all quotes are equal. Here’s how to spot the best deal:

Check for "All-Inclusive" Pricing

Some forwarders give a low base rate but add hidden fees later. Look for:
Fuel surcharges included?
Customs clearance fees listed?

Compare Volumetric vs. Actual Weight Charges

Air freight uses chargeable weight (whichever is higher). If your cargo is light but bulky, you may pay more.

Example:

• Actual weight: 100 kg

• Volumetric weight: 150 kg → You pay for 150 kg.

Verify Transit Times

A cheaper quote with a 7-day transit might cost more in delays than a slightly pricier 3-day option.

Look for Flexibility in Payment Terms

Some providers offer:
Credit terms (30–60 days)
Discounts for frequent shippers

Red Flags in Air Freight Quotes

Too-good-to-be-true rates (May have hidden fees)
No breakdown of charges (Risk of unexpected costs)
Vague insurance coverage (Who pays if goods are damaged?)

Where to Get Reliable Air Freight Quotes?

• Freight Forwarders (DHL, FedEx, Kuehne+Nagel)

• Online Platforms (Flexport, Freightos)

• Direct Airlines (For large-volume shipments)

Pro Tip: Always request at least 3 quotes to compare fairly.

Final Thoughts

A clear air freight quotation format helps you avoid overpaying and ensures smooth shipping. Always check:
Total cost breakdown (Including surcharges)
Transit time & reliability
Terms & conditions (Insurance, liability, payment)

Need a quote? Reputable freight forwarder like SINOAIRSEA offer transparent pricing with no hidden fees—contact us.