When you need to move goods, getting reliable trucking services is key. To make sure you understand the costs and what's included, a clear and professional Sample Quotation Letter for Trucking Services is invaluable. This article will walk you through what makes a good quotation letter and provide examples you can adapt for your own needs.
Understanding the Essentials of a Sample Quotation Letter for Trucking Services
A Sample Quotation Letter for Trucking Services serves as a formal offer from a trucking company to a potential client. It details the proposed services, associated costs, and terms and conditions. The importance of a well-written quotation letter cannot be overstated as it forms the basis of a business agreement and prevents misunderstandings down the line. It should be clear, comprehensive, and easy for the client to understand.
- Clarity: All charges and services should be explicitly stated.
- Completeness: Include all relevant details from origin to destination.
- Professionalism: A well-formatted letter reflects the company's reliability.
Here's a breakdown of typical components you'll find in a sample quotation letter:
- Company Information: Your trucking company's name, address, and contact details.
- Client Information: The recipient's name, company, and address.
- Quotation Details: A unique quotation number and date.
- Service Description: What is being transported, the type of truck required, and the route.
- Cost Breakdown: Itemized charges for transportation, fuel, any special handling, etc.
- Payment Terms: When payment is due and accepted methods.
- Validity Period: How long the quote is valid for.
- Terms and Conditions: Any specific clauses about liability, insurance, or delays.
For a quick reference, consider this simplified table format often seen in quotations:
| Service | Quantity/Unit | Rate per Unit | Total Cost |
|---|---|---|---|
| Full Truckload (FTL) - Dry Van | 1 | $1500 | $1500 |
| Fuel Surcharge | N/A | 10% | $150 |
| Grand Total | $1650 |
Sample Quotation Letter for Trucking Services: Standard LTL Shipment
To Whom It May Concern,
Thank you for your interest in our trucking services. Please find below a quotation for Less Than Truckload (LTL) shipment:
Quotation Number:
TRK-2024-00123
Date:
October 26, 2023
Company Name:
Reliable Haulers Inc.
Address:
123 Truck Stop Lane, Anytown, USA 12345
Contact:
John Doe
Email:
john.doe@reliablehaulers.com
Client Name:
ABC Manufacturing
Client Address:
456 Industry Way, Big City, USA 67890
Service Description:
- Shipment Type: Less Than Truckload (LTL)
- Commodity: Machine Parts
- Origin: 456 Industry Way, Big City, USA 67890
- Destination: 789 Warehouse Rd, Small Town, USA 10112
- Weight: 1500 lbs
- Freight Class: 100
- Dimensions: 48" x 40" x 60"
- Required Delivery Date: November 3, 2023
- Base LTL Rate (per lb): $0.50 x 1500 lbs = $750.00
- Fuel Surcharge (12%): $90.00
- Handling Fee: $50.00
Payment Terms: Net 30 Days upon delivery.
Quotation Validity: 30 Days from the date of this quotation.
We look forward to the opportunity to serve you.
Sincerely,
The Reliable Haulers Inc. Team
Sample Quotation Letter for Trucking Services: Full Truckload (FTL) Dedicated Lane
Subject: Quotation for Dedicated FTL Service - [Client Name]
Dear [Client Contact Person],
Thank you for reaching out to Swift Transport Solutions. We are pleased to provide you with a quotation for dedicated Full Truckload (FTL) services for your ongoing lane.
Quotation Number:
ST-FTL-2023-010
Date:
October 26, 2023
Our Company:
Swift Transport Solutions
Address:
987 Highway Blvd, Metro City, USA 54321
Client:
Global Logistics Corp.
Address:
321 Commerce St, Industrial Park, USA 98765
Service Details:
- Shipment Type: Dedicated Full Truckload (FTL)
- Commodity: Consumer Electronics
- Origin: 321 Commerce St, Industrial Park, USA 98765
- Destination: 111 Distribution Hub, West Coast, USA 24680
- Truck Type: 53' Dry Van
- Frequency: Daily (Monday-Friday)
- Estimated Transit Time: 2-3 days
| Item | Cost per Load |
|---|---|
| FTL Rate (one-way) | $1,800.00 |
| Fuel Surcharge (variable, estimated 15%) | $270.00 |
| Daily Standby Fee (if applicable) | $150.00 |
| Estimated Total per Load | $2,220.00 |
Terms and Conditions:
- Pricing is based on a standard 11-hour driving day. Additional stops or layovers will incur extra charges.
- Fuel surcharge is subject to change based on national average fuel prices.
- Payment terms: Net 30 days from invoice date.
We are confident in our ability to provide efficient and reliable service for your dedicated lane. Please let us know if you have any questions.
Best regards,
The Swift Transport Solutions Team
Sample Quotation Letter for Trucking Services: Expedited Delivery
Subject: Urgent: Quotation for Expedited Trucking Service
Dear [Client Name],
In response to your urgent request, we are providing a quotation for expedited trucking services. At Priority Freight Carriers, we understand the critical nature of timely deliveries.
Quotation Reference:
PFC-EXP-2023-075
Date:
October 26, 2023
Company:
Priority Freight Carriers
Client:
Innovate Solutions Ltd.
Shipment Details:
- Commodity: Critical Medical Supplies
- Origin: 555 Biotech Ave, Science Park, USA 77777
- Destination: 999 Health St, City Hospital, USA 33333
- Urgency: Same-day delivery required
- Vehicle: Dedicated Van (Temperature Controlled)
- Expedited LTL/Dedicated Van Fee: $1,200.00
- Rush Handling & Loading: $200.00
- Fuel Surcharge (variable): $150.00 (estimated)
Note: This quotation is based on immediate dispatch and the fastest available route. All accessorial charges (e.g., detention, waiting time) will apply if pick-up or delivery is delayed beyond standard times. Payment is due upon confirmation of successful delivery.
We are ready to mobilize immediately upon your approval.
Sincerely,
Priority Freight Carriers
Sample Quotation Letter for Trucking Services: Temperature-Controlled Transport
To: [Client Name]
From: Chilled Cargo Logistics
Date: October 26, 2023
Quotation Number: CCL-TEMP-2023-042
Subject: Quotation for Temperature-Controlled Trucking
Dear [Client Contact Person],
Thank you for considering Chilled Cargo Logistics for your temperature-sensitive freight needs. Below is our quotation for the requested service:
Shipment Information:
- Commodity: Perishable Food Products
- Origin: 246 Foodie Ln, Agricultural Hub, USA 11223
- Destination: 808 Market St, Urban Distribution Center, USA 44556
- Required Temperature: 2°C to 6°C
- Weight: 10,000 lbs
- Vehicle: Refrigerated Trailer (Reefer)
| Service Component | Cost |
|---|---|
| Reefer Truck Rate (per mile) | $3.50/mile |
| Estimated Distance: 500 miles | $1,750.00 |
| Reefer Uptime Charge (daily) | $100.00 |
| Fuel Surcharge (18%) | $345.00 |
| Total Estimated Cost | $2,195.00 |
Terms:
- All reefer units are maintained at the specified temperature range throughout transit.
- Monitoring reports can be provided upon request.
- Payment terms: Net 30 days.
We are committed to the safe and timely delivery of your temperature-sensitive goods.
Sincerely,
The Chilled Cargo Logistics Team
Sample Quotation Letter for Trucking Services: Oversize/Heavy Haul
To: [Client Name]
From: Heavy Duty Movers Inc.
Date: October 26, 2023
Quotation ID: HDM-OS-2023-005
Subject: Quotation for Oversize/Heavy Haulage
Dear [Client Contact Person],
Thank you for entrusting Heavy Duty Movers Inc. with your specialized transport needs. We are pleased to submit a quotation for your oversize/heavy haulage requirement.
Shipment Details:
- Commodity: Industrial Manufacturing Equipment (Press Machine)
- Origin: 777 Industrial Way, Manufacturing Zone, USA 66778
- Destination: 111 Project Site, Remote Location, USA 99001
- Dimensions: 30' L x 12' W x 15' H
- Weight: 50,000 lbs
- Special Requirements: Route survey, permits, escort vehicles.
- Specialized Trailer & Truck: $4,500.00
- Permit Fees (estimated): $1,000.00
- Escort Vehicle(s) (2 required): $1,500.00
- Route Survey & Planning: $800.00
- Fuel Surcharge (variable): $700.00 (estimated)
Notes:
- This quote is an estimate and actual costs for permits and escorts may vary based on final route and state regulations.
- A detailed plan with specific timelines will be provided upon confirmation.
- Payment terms: 50% upfront, 50% upon delivery.
We are equipped and experienced to handle such complex logistics.
Sincerely,
Heavy Duty Movers Inc.
Sample Quotation Letter for Trucking Services: Intermodal Drayage
Subject: Quotation for Intermodal Drayage Services
To: [Client Name]
From: Rail-Road Connect Logistics
Date: October 26, 2023
Quotation Ref: RRC-DRAY-2023-009
Dear [Client Contact Person],
Thank you for inquiring about our intermodal drayage services. Rail-Road Connect Logistics specializes in seamless container movement.
Service Details:
- Container Size: 40' High Cube (HC)
- Origin Port/Rail Yard: Port of [Port Name]
- Destination Warehouse: 123 Distribution Rd, City, State, ZIP
- Service Type: Single Drayage (Import)
- Commodity: General Merchandise
| Item | Cost |
|---|---|
| Drayage Fee (Port/Yard to Warehouse) | $550.00 |
| Fuel Surcharge (variable, 8%) | $44.00 |
| Container Demurrage/Detention (if applicable) | $120.00/day (after free time) |
| Total Estimated Drayage Cost | $594.00 |
Terms:
- Free time for container pickup is 24 hours from availability at the port/rail yard.
- Demurrage and detention charges will apply thereafter as per carrier tariff.
- Payment terms: Net 15 days.
We look forward to facilitating your intermodal supply chain.
Best Regards,
Rail-Road Connect Logistics
Sample Quotation Letter for Trucking Services: Local Delivery Fleet
To: [Client Name]
From: Citywide Delivery Solutions
Date: October 26, 2023
Quotation Number: CDS-LOCAL-2023-088
Subject: Local Delivery Fleet Services Quotation
Dear [Client Contact Person],
Thank you for your interest in our local delivery fleet services. Citywide Delivery Solutions offers reliable and efficient deliveries within the metropolitan area.
Service Scope:
- Service Area: [Specify City/Metropolitan Area]
- Vehicle Type: Cargo Vans / Small Box Trucks (as needed)
- Typical Delivery Volume: 10-15 stops per vehicle per day
- Service Hours: Monday - Saturday, 8 AM - 6 PM
- Hourly Rate: $85.00 per hour per vehicle (minimum 4 hours)
- Daily Rate: $400.00 per vehicle per day (up to 10 hours)
- Dedicated Fleet (4 vehicles): Negotiable monthly contract.
- If you require 2 vehicles for 8 hours each day for 5 days a week:
- 2 vehicles * $400.00/day * 5 days = $4,000.00 per week.
- Fuel is included in the hourly and daily rates.
- We offer custom pricing for larger contracts and dedicated fleets.
- Payment terms: Weekly invoicing, Net 10 days.
We are flexible and can tailor a solution to your specific local delivery needs.
Sincerely,
Citywide Delivery Solutions
Sample Quotation Letter for Trucking Services: Reefer Trailer Rental
Subject: Quotation for Reefer Trailer Rental
To: [Client Name]
From: Cold Chain Rentals
Date: October 26, 2023
Rental ID: CCR-RENTAL-2023-112
Dear [Client Contact Person],
Thank you for your inquiry regarding refrigerated trailer rentals. Cold Chain Rentals provides well-maintained reefer units to suit your short-term or long-term needs.
Rental Details:
- Trailer Type: 53' Tandem Axle Reefer Trailer
- Temperature Range: -20°C to +20°C (adjustable)
- Features: Thermo King/Carrier Unit, Temperature Monitoring, Roll-up Door
| Rental Duration | Daily Rate | Weekly Rate | Monthly Rate |
|---|---|---|---|
| Standard | $150.00 | $700.00 | $2,200.00 |
| For minimum 3 months | $130.00 | $600.00 | $1,800.00 |
Additional Charges:
- Delivery & Pickup Fee: $250.00 (within 50 miles)
- Reefer Fuel (if not self-maintained): Invoiced separately based on usage.
- Damage Waiver (optional): $20.00 per day.
- A security deposit may be required.
- Maintenance and basic repairs are the responsibility of Cold Chain Rentals.
- Customer is responsible for operational damages.
- Payment terms: Invoiced bi-weekly, Net 15 days.
Please let us know your preferred rental period and any specific requirements.
Sincerely,
Cold Chain Rentals
Sample Quotation Letter for Trucking Services: Cross-Border Shipment
Subject: Quotation for Cross-Border Trucking - [Client Name] to [Destination Country]
To: [Client Name]
From: Global Freight Forwarders
Date: October 26, 2023
Quotation Number: GFF-CROSS-2023-003
Dear [Client Contact Person],
Thank you for selecting Global Freight Forwarders for your international shipping needs. We are pleased to provide a quotation for your cross-border trucking service.
Shipment Details:
- Commodity: Automotive Parts
- Origin: 500 Auto Rd, USA
- Destination: Mexico City, Mexico
- Mode of Transport: Full Truckload (FTL)
- Weight: 20,000 lbs
- Required Documents: Commercial Invoice, Bill of Lading, Customs Declaration.
| Service Component | Cost |
|---|---|
| US Trucking (Origin to Border) | $900.00 |
| Border Crossing Fees & Brokerage | $400.00 |
| Mexican Trucking (Border to Mexico City) | $1,200.00 |
| Fuel Surcharge (variable) | $250.00 (estimated) |
| Total Estimated Cost | $2,750.00 |
Important Considerations:
- Customs duties and taxes are not included and will be the responsibility of the consignee.
- Transit time is estimated at 5-7 business days, subject to customs clearance and border conditions.
- We can assist with customs brokerage services at an additional fee.
- Payment terms: 50% upon booking, 50% upon delivery.
We are dedicated to navigating the complexities of cross-border logistics for you.
Sincerely,
Global Freight Forwarders
Sample Quotation Letter for Trucking Services: Final Mile Delivery
Subject: Final Mile Delivery Quotation
To: [Client Name]
From: Swift Last Mile Logistics
Date: October 26, 2023
Quotation ID: SLML-FM-2023-021
Dear [Client Contact Person],
Thank you for your interest in Swift Last Mile Logistics. We specialize in efficient and professional final mile delivery services, ensuring your customers receive their orders with satisfaction.
Service Offerings:
- Delivery Type: Residential & Commercial Final Mile
- Commodity Examples: Furniture, appliances, electronics, parcels.
- Services Include: Standard delivery, inside delivery, assembly (optional), removal of old items (optional).
- Delivery Area: [Specify Service Area]
| Service Level | Description | Cost per Delivery |
|---|---|---|
| Standard Delivery | Curbside delivery or to the first threshold of the residence. | $75.00 |
| Inside Delivery | Delivery to the room of choice within the residence. | $95.00 |
| White Glove Service | Delivery to room of choice, unpacking, basic setup, removal of packaging debris. | $140.00 |
| Assembly (additional) | For specific items requiring assembly. | $50.00 - $100.00 (per item) |
Volume Discounts Available:
- 50+ deliveries per month: 5% discount
- 100+ deliveries per month: 10% discount
- All prices are subject to a fuel surcharge which will be updated bi-weekly.
- Payment terms: Net 15 days upon receipt of invoice.
We are eager to partner with you to enhance your final mile delivery experience.
Sincerely,
Swift Last Mile Logistics
Sample Quotation Letter for Trucking Services: Return Logistics
Subject: Quotation for Return Logistics Management
To: [Client Name]
From: Reverse Flow Solutions
Date: October 26, 2023
Quotation Ref: RFS-RETURN-2023-007
Dear [Client Contact Person],
Thank you for entrusting Reverse Flow Solutions with your return logistics needs. We aim to make the reverse supply chain efficient and cost-effective.
Service Description:
- Service: Management of customer product returns
- Process: Pick-up of returned goods from customer locations or designated drop-off points, inspection, sorting, and disposition (return to stock, repair, disposal).
- Typical Returns: Electronics, apparel, small home goods.
- Service Area: [Specify Area]
- Pick-up Fee: $40.00 per pick-up (includes up to 5 items)
- Handling & Sorting Fee: $15.00 per item inspected
-
Disposition Fees:
- Return to Stock: $5.00 per item
- Repair Management: $20.00 per item (plus repair cost)
- Disposal: $10.00 per item
- Pick-up Fees (assuming 20 pickups): 20 * $40.00 = $800.00
- Handling & Sorting: 100 * $15.00 = $1,500.00
- Disposition (e.g., 70% stock, 20% repair, 10% disposal):
- Stock: 70 * $5.00 = $350.00
- Repair: 20 * $20.00 = $400.00 (+ repair costs)
- Disposal: 10 * $10.00 = $100.00
- Total Estimated Monthly Cost (excluding repair costs): $3,150.00
- Customized solutions and volume discounts are available.
- Reporting on return rates and disposition will be provided.
- Payment terms: Invoiced monthly, Net 30 days.
We are dedicated to making your returns process seamless and cost-effective.
Sincerely,
Reverse Flow Solutions
A robust Sample Quotation Letter for Trucking Services is more than just a price list; it's a commitment to transparency and professional service. By carefully crafting your quotations, you build trust with clients, clearly define expectations, and lay the groundwork for successful and long-lasting business relationships. Whether you're offering LTL, FTL, specialized transport, or local deliveries, a well-structured quotation letter is your first step towards a great partnership.