How to Get an Accurate Freight Shipping Quote (2026)

Trying to figure out how much it costs to ship something big and heavy can feel complicated. Unlike sending a small package, moving freight involves a lot more variables. The key to unlocking the cost is the freight shipping quote, which is an estimate of what you’ll pay to get your goods from point A to point B.

Getting this quote right from the start is crucial. It helps you budget accurately and prevents surprise charges on your final invoice. This guide will walk you through everything you need to know about the freight shipping quote process, from how carriers calculate them to how you can find the best possible price.

The Freight Shipping Quote Process Explained

Getting a freight shipping quote used to involve a lot of phone calls and faxes. Thankfully, technology has streamlined everything. The modern process is much simpler, but it still starts with one critical step: gathering accurate information about your shipment.

To get a reliable quote, you’ll need to provide key details like the freight’s precise weight and dimensions, the origin and destination zip codes, and any special services you might need. Being accurate here is non negotiable. Incorrect weights or dimensions are a common mistake that can lead to a lowball quote and a much higher final bill after the carrier makes adjustments.

Once you have your details, the next step is to request quotes from multiple carriers, brokers, or third-party logistics (3PL) providers. Failing to compare your options can mean paying much more than necessary. Today, many logistics providers and carriers offer online quote tools that generate rates almost instantly, a huge leap forward in speed and transparency for shippers. If you want to automate rate shopping in your own tools, explore shipping APIs.

How is a Freight Quote Calculated? The Core Factors

A freight shipping quote isn’t just a simple charge per mile. It’s a complex calculation based on several key factors that carriers weigh to determine the final cost. Think of it as a recipe where each ingredient influences the final taste, or in this case, the price.

The main cost drivers include your shipment’s size, weight, the distance it needs to travel, what it is (its freight class), and any special handling it requires. Even external forces like fuel prices and seasonal demand play a role, as carriers adjust their pricing when their own costs change. Let’s break down the most important factors.

The Big Three: Dimensions, Weight, and Distance

At the core of every freight shipping quote are three fundamental elements: your shipment’s dimensions, its weight, and the distance it’s traveling.

Weight and Dimensions: Heavier and larger shipments cost more because they take up more of a truck’s limited capacity. Carriers are especially mindful of how much space a shipment occupies relative to its weight, a concept known as density. If you ship a pallet of ping pong balls, it may not be heavy, but it takes up a lot of valuable space, and the price will reflect that. We’ll dive deeper into this, but just remember that accuracy is key. Around 17% of shipments with imprecise details get hit with correction fees, which can add hundreds of dollars to the bill.
Distance and Location: The distance between the pickup and delivery points is a major factor. There’s a direct correlation between mileage and cost, as longer routes burn more fuel and require more driver labor. However, it’s not just about the miles. The location matters, too. Shipping between two major cities is often cheaper than shipping to or from a remote, rural area. Carriers may charge extra for destinations that are hard to reach or don’t offer them a return load (known as a backhaul).

Understanding Freight Density and Class

For Less Than Truckload (LTL) shipping, two of the most important concepts are freight density and freight class.

Freight density is a measurement of how compact your shipment is, calculated in pounds per cubic foot. To find it yourself, you first calculate the volume in cubic feet (Length x Width x Height in inches, divided by 1,728) and then divide the total weight by that volume. If you need a refresher on the math, see our guide on how to calculate shipping costs.

This density figure is the primary factor in determining your freight class. Freight class is a standardized numbering system from 50 to 500 used to categorize all types of commodities. The system considers four things: density, stowability (how easily it fits with other freight), handling, and liability (how fragile or valuable it is).

Low Class (e.g., 50 to 70): Applies to very dense and durable items like steel or bricks. These are cheap to ship.
High Class (e.g., 250 to 500): Applies to very light and bulky items like lampshades or foam products. These are expensive to ship because they take up space without adding much weight.

Getting the freight class right is critical. If you classify your freight incorrectly, the carrier will almost certainly catch it, reclassify it, and adjust your invoice. Industry data suggests that 30% to 40% of LTL invoices contain discrepancies, often due to these kinds of reclassifications.

Choosing Your Path: How Shipping Choices Affect Your Quote

Beyond the physical characteristics of your freight, the choices you make about how it ships will have a massive impact on your freight shipping quote.

Mode Selection: LTL, FTL, Air, and More

The transportation mode you select is one of the biggest cost decisions you’ll make.

Less Than Truckload (LTL): Perfect for smaller shipments (typically 1 to 6 pallets). Your freight shares space on a truck with other shipments, and you only pay for the portion you use. It’s cost effective but can have longer transit times.
Full Truckload (FTL): You book an entire truck dedicated to your shipment. It’s faster, has less handling, and is ideal for large shipments. You pay for the whole truck, whether you fill it or not.
Air Freight: The fastest option, especially for long distances or international moves, but also the most expensive. Air freight can be roughly 5 times more costly than shipping by ocean. It’s usually reserved for high value, time sensitive goods. For smaller cross‑border parcels, start with our quick guide to shipping internationally.
Intermodal Rail: For long haul domestic shipments, shipping by train can be 10% to 30% cheaper than by truck, but it’s also a bit slower.

LTL vs. FTL: A Head to Head Quote Comparison

Deciding between LTL and FTL often comes down to shipment size and urgency.

Pricing Structure: An LTL quote is complex, based on class, weight, and distance. An FTL quote is typically much simpler, often priced as a flat rate or a cost per mile.
Cost: LTL is cheaper for small shipments. As your shipment gets larger (around 4 to 6 pallets), the cost of LTL can start to approach the cost of a full truck. At that point, FTL might become the better option for its speed and reduced handling.
Speed and Handling: FTL is almost always faster because the truck goes directly from pickup to delivery. LTL shipments make multiple stops at terminals, leading to longer transit times and more handling of your freight.

Need for Speed: Service Levels and Transit Times

How quickly do you need your freight to arrive? In shipping, speed costs money.

Standard Service: This is the carrier’s normal transit time, typically taking 3 to 7 business days depending on the lane.
Expedited Service: If you need it there faster, you can pay for expedited service. A 2 to 3 day expedited delivery can increase the cost by 25% to 30%.
Guaranteed Service: For an extra fee, some carriers will guarantee delivery on a specific day. If they miss the deadline, you may get a refund on the shipping charges.
Next Day or “Hot Shot”: For truly urgent needs, overnight service can cost 50% to 75% more than standard shipping.

The Hidden Costs: What Else Goes Into a Freight Shipping Quote?

The base rate for your shipment is only part of the story. Several additional fees can appear on your final bill if you’re not careful.

Decoding Accessorial Charges and Surcharges

Accessorial charges are fees for services beyond standard dock to dock transportation. They are a frequent cause of invoice shock because they often aren’t included in a basic freight shipping quote unless you specifically request them. Common accessorials include:

Liftgate Service: If the pickup or delivery location doesn’t have a loading dock, you’ll need a truck with a liftgate. This can cost anywhere from $100 to $400 per shipment.
Residential or Limited Access Delivery: Delivering to a home, school, church, or construction site costs extra because these locations are harder for large trucks to navigate.
Inside Delivery: If the driver has to move the freight inside a building (beyond the immediate receiving area), you’ll be charged an inside delivery fee.
Appointment Fee: If the receiver requires a scheduled delivery appointment, there’s usually a small fee for the coordination.
Fuel Surcharge: This is a standard fee added to nearly every shipment to cover fluctuating diesel costs. It’s typically a percentage of the base rate.

The Importance of Accurate Documentation

The Bill of Lading (BOL) is the most important document in freight shipping. It acts as a contract between you and the carrier. If the information on your BOL (like the weight, class, or address) is incorrect, the carrier will issue a correction and charge a fee on top of any rate adjustments. Accuracy here protects you from unexpected costs.

Getting the Best Rate: Tools and Strategies

Now that you understand all the components of a freight shipping quote, you can focus on strategies to find the best possible price.

Using Online Freight Quote Tools

The easiest way to start is by using a multi carrier comparison tool. Instead of visiting each carrier’s website one by one, a platform like the Online Shipping Calculator lets you enter your shipment details once to see rates from several top carriers side by side. This not only saves a massive amount of time but also instantly shows you the most cost effective options available.

Discounts, Contracts, and Quote Validity

Carriers rarely expect shippers to pay the full list price.

Discounts: For LTL shipping, most business is done using discounts off a carrier’s published tariff rates. High volume shippers can often negotiate discounts of 50% to 85% (learn where to find shipping discounts online).
Contracted Rates: If you ship frequently, you can negotiate contract rates with carriers to lock in pricing for a set period, protecting you from market volatility.
Quote Validity: Remember that a freight shipping quote isn’t valid forever. Spot market quotes, especially for FTL, can change daily based on supply and demand. Always check the expiration date on your quote.

Pro Tips to Lower Your Freight Shipping Costs

Looking for more ways to save? Here are a few proven methods. If you’re building a simple, repeatable process, see our small business shipping guide:

Optimize Your Packaging: Pack your goods as densely as possible. Reducing the overall dimensions can sometimes move your shipment into a lower, cheaper freight class.
Ship to a Commercial Address: Avoid residential delivery fees by shipping to a business address with a loading dock whenever possible.
Be Flexible: If you can ship during non peak times or be flexible with transit times, you can often find lower rates.
Consolidate Shipments: If you have multiple smaller LTL shipments going to the same area, see if you can consolidate them into a single, larger LTL or volume shipment to get a better rate.
Always Compare Quotes: This is the golden rule. Use an online shipping rate comparison tool to ensure you are not overpaying for any single shipment.

Frequently Asked Questions about Getting a Freight Shipping Quote

1. What information do I need to get an accurate freight shipping quote?

You need the origin and destination zip codes, the total weight of the shipment (including all packaging), the exact dimensions (length, width, height), the freight class, and a clear description of what you’re shipping. You also need to specify if you require any special services like a liftgate or inside delivery.

2. How can I get the cheapest freight shipping quote?

The best way is to compare rates from multiple carriers. Beyond that, ensure your dimensions and weight are accurate, try to ship to a commercial address with a dock, and pack your freight as densely as possible to achieve the lowest possible freight class.

3. Why was my final bill higher than my initial freight quote?

This usually happens for two reasons: incorrect information or unlisted accessorial services. If the carrier reweighs your shipment and finds it’s heavier or larger than stated, they will adjust the bill. Similarly, if the driver has to perform a service you didn’t request upfront (like using a liftgate), that fee will be added to the final invoice.

4. How long is a freight shipping quote valid?

It varies. LTL quotes tied to a carrier contract may be stable for a while, but spot quotes for both LTL and FTL can expire in as little as 24 hours or a few days. Always check the quote’s expiration date before booking.

5. Do I need to know my freight class to get a quote?

Yes, for an LTL shipment, the freight class is essential for an accurate quote. If you don’t know it, many online quoting tools or freight brokers can help you determine the correct class based on your item’s description, weight, and dimensions.

6. Is a freight shipping quote the same as the final price?

A quote is a binding estimate based on the information you provide. If all the details you provided are accurate and no extra services are needed at pickup or delivery, the quote should match the final price very closely. However, it is not an absolute guarantee.