What Information Do You Need for a Shipping Quote?
October 14, 2026
To request a useful shipping quote, provide the collection and delivery locations, cargo description, package count, packed weight and dimensions, cargo value, ready date and any special handling needs. If some details are still estimates, label them clearly so the quotation can identify what remains to be confirmed.
Your shipping quote checklist
- Origin and destination: countries, cities, postcodes and collection/delivery addresses when available.
- Cargo: what the goods are, their quantity and whether they are new, used, fragile or need special handling.
- Packages: the number of cartons, pallets or crates, with packed weight and external dimensions for each.
- Value and documents: the goods’ value and currency, plus an invoice or packing list if available.
- Timing: when the goods will be ready and your requested delivery date.
- Scope: whether you need pickup, consolidation, repacking, storage or final-mile delivery.
1. Explain where the shipment starts and ends
Give the collection and delivery postcodes as well as the countries. Tell the team whether each location is a supplier warehouse, office, residential address or project site. Mention access constraints such as limited receiving hours, stairs or the absence of a loading bay. These details help define the work required at each end.
2. Describe the actual goods
Use a specific description such as “four network switches” rather than “equipment.” Include the make or model where useful, and flag batteries, liquids or other contents that may need review before transport can be arranged. Photos can help explain the item and its packaging, but do not replace measurements or shipment documents.
3. Measure the shipment after packing
Record the external length, width and height of each package, together with its packed gross weight. State the units. For pallets or crates, include the full footprint and height of the finished load, not just the products inside.
Large, lightweight packages can be priced using dimensional or volumetric weight rather than scale weight alone. The applicable calculation depends on the service. Ask which measurement basis applies to your quotation instead of assuming one universal formula. Carrier guidance from FedEx and DHL Express explains why package dimensions matter.
4. Share the value and available paperwork
Provide the goods’ value and currency. If available, share the commercial invoice and packing list so the team can review the shipment information. Required documentation varies with the goods, origin and destination; a freight quote is not confirmation that every clearance requirement has been met. See FedEx’s international shipping guide for an overview of documentation considerations.
5. State your timing and service requirements
Separate the date the cargo is ready from the date you would like it delivered. Explain whether you need collection from multiple suppliers, consolidation through Singapore, repacking, storage or delivery to a specific receiving point. Discuss what is included in the quote and whether duties, taxes, clearance-related fees or destination charges are included or assessed separately. Do not assume every quote covers the same scope.
An example enquiry you can copy
“Please quote for collection from [city, country, postcode] and delivery to [city, country, postcode]. The cargo is [description]. There are [number] packages, each measuring [length × width × height, units] and weighing [packed weight, units]. The goods’ value is [amount and currency]. They will be ready on [date]. We need [collection/consolidation/repacking/delivery]. Please clarify the quote’s inclusions, exclusions and validity.”
Common questions
Can I enquire before the final packaging is ready?
Yes. Share the information you have and mark estimated measurements clearly. Confirm the final packed details before treating an initial estimate as a shipment-ready quotation. Charges may change if shipment information changes; FedEx’s cost-estimation guidance describes this distinction.
Do I need a quote for each supplier?
List every collection location and the packages at each one. This lets the team assess the individual pickups and discuss whether consolidation is suitable for the onward journey.
Plan your shipment with US2Asia
US2Asia coordinates logistics through Singapore to destinations across Southeast Asia. Explore our logistics services and regional network, then request a shipping quote with your cargo details. You can also call +65 8060 8007 to discuss your requirements.