Free tool · The Logistics Files

What to ask your forwarder

Hiring a freight forwarder is unusual: you are buying something you cannot inspect, from a company whose work happens mostly where you are not, and the difference between a good one and an expensive one is invisible until the bill arrives.

You do not need to become an expert to protect yourself. You need the right questions, and to know what a good answer sounds like. Pick your shipment below, get your list, and send it. Most of these take the forwarder two minutes to answer and save you weeks.

Your shipment

The list changes with your answers. A sea shipment gets the free-days questions; a new forwarder gets the questions you only ask once.

Your questions

Tap a heading to read it.

How to use this without being difficult

None of these questions are hostile, and a good forwarder will be pleased you asked. They spend most of their time with clients who ask nothing and then are surprised, which is worse for everybody.

Send them in one email, before you commit. Not one at a time over three weeks. One list, one reply, and you have a written record of what was promised.

Ask for written answers. Not because you distrust anybody, but because the person you spoke to may be on leave in six weeks when it matters.

Do not negotiate on price until these are answered. A cheaper quotation that excludes four things is not cheaper, and you cannot see that until you know what is excluded.

What the reaction tells you

Watch how the questions are received more than how they are answered. A forwarder who answers quickly and specifically has done this before. One who is irritated, or who answers a different question, is telling you something you will otherwise learn later and more expensively.

The four answers that should worry you

"It covers everything." Nothing covers everything. This means either they have not thought about it or they do not want to say.

"Validity: five to seven days." That is a lead time, not a validity date. It appears on real quotations constantly and it means the price can change without either of you having agreed anything.

"Insurance is recommended." Recommended by whom, at what cover, at what price? An offer that is never actually made is not an offer, and after a loss it becomes your omission rather than theirs.

Silence on duty. If a quotation does not say whether import duty is included, the person paying assumes it is. That is not unreasonable of them, it is what silence means in a price.

The one question worth more than the rest

"Which certificates must be obtained in the exporting country before loading?" Nearly every genuinely stuck shipment is stuck on the answer to that question, asked too late.

These are general questions, not advice on your shipment. Requirements differ by product, route and country. Use this to have a better conversation, then rely on the written answers you get and on a licensed customs agent for anything specific.

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