Most transportation RFQs are designed to get a price. The problem is that price only tells you how much you'll pay — not whether the carrier can deliver on what they promise, or whether their quote includes what you actually need.

Why Most RFQs Don't Work

A poorly structured RFQ generates quotes that aren't comparable to each other. One carrier includes insurance, another doesn't. One quotes with two hours of included wait time, another charges from the first minute. One assumes there's a loading dock at origin, another didn't ask.

In the end, you have five numbers on a spreadsheet that look comparable but aren't. And the decision criterion ends up being the lowest price — which is almost never the most economical option when you add everything up.

A good RFQ is not a quote request form. It's a document that forces the carrier to reveal how they operate — and allows you to compare based on real criteria.

What a Well-Structured Transportation RFQ Should Include

Your operation's information, not just origin and destination

The most common mistake is sending an RFQ that only says "Monterrey–Mexico City route, 3 weekly trips, 48-foot trailer." That gives the carrier very little to work with — and gives you very little to compare.

A useful RFQ includes:

Cargo characteristics. Weight, volume, type of goods, whether it requires temperature control, whether it's fragile or requires special handling, whether there are stacking restrictions or compatibility constraints with other cargo.

Origin and destination conditions. Type of facility, whether there's a loading dock or a ramp is required, operating hours, access restrictions for certain types of units, average loading and unloading time.

Frequency and variability. Not just how many trips per week on average, but what the peak maximum is and what the minimum is. A carrier quoting for 3 fixed weekly trips is going to have a problem if you ramp up to 8 during peak season.

Service requirements. Whether you need real-time tracking accessible directly to you, whether there are strict delivery windows with penalties, whether specific documentation is required per client or industry type.

The Questions the RFQ Should Ask the Carrier

A good RFQ doesn't just describe your operation — it also asks questions that reveal the carrier's real capability. These are the ones that generate the most useful information:

How many units do you have available on this route on a permanent basis? Not how many you have in total — how many can you commit specifically to your operation without affecting your other clients.

How do you handle demand peaks? Do you have a backup fleet of your own or do you subcontract? How much advance notice do you need to confirm availability?

What exactly is included in the quoted rate? Fuel, tolls, wait time, cargo insurance, loading and unloading maneuvers, documentation. Have them list it explicitly — not just say "all inclusive."

What is your process when there's an incident en route? Concrete steps, notification timelines, who contacts whom. If they don't have a defined protocol, that's relevant information.

Do you have active GPS on all your units and can I have direct access? Not "we have tracking" — concrete access for you as a client, in real time, without having to call to ask.

Can you show your current cargo insurance policy? Expiration date, maximum coverage, main exclusions.

How to Structure the Response So It's Comparable

The way you request the quote determines the usefulness of what you receive. If you leave the format open, every carrier will respond differently and comparison will be impossible.

Ask that the response include:

Rate breakdown by component. Base rate, fuel, tolls, insurance, included wait time, and cost per additional hour. Each line item should have its own separate number.

Committed transit time. Not estimated — committed. With an indication of what happens if it's not met.

Validity conditions. How long the quoted rate applies and what variables can modify it.

Guaranteed capacity vs. subject to availability. Make it explicit which part of the service is guaranteed and which part depends on availability at the time.

References from clients on similar routes. Company name and verifiable contact — not logos on a presentation.

The Questions the RFQ Almost Never Asks — And Should

What is your actual on-time delivery rate over the last 6 months?

Not the number they claim to have — the number they can document. If they don't have that metric, that tells you something important about how they manage their operation.

How do you handle backhaul on this route?

A carrier that doesn't have return cargo is going to distribute that cost across your rate. If they have secured return cargo on your route, that should be reflected in the price. If they don't know what you're talking about, that's also useful information.

What percentage of your fleet is owned vs. subcontracted?

There's no right answer — but there are implications. A 100% owned fleet has greater control but less flexibility. A heavily subcontracted operation has greater flexibility but less service consistency. Knowing the mix helps you understand how predictable the service is going to be.

Have you operated before with cargo similar to mine?

Specific experience with your type of cargo, your industry, or your route is worth more than general experience. A carrier that has never moved pharmaceutical products with a cold chain is not the same as one that does it every day, even if both have refrigerated units.

How to Use the Responses to Make a Real Decision

Once you have the responses, the comparison shouldn't be just about price. Build a table with these criteria and weight each one according to what matters most in your operation:

Total actual price — add up all components, not just the base rate.

Guaranteed capacity — how many units they can commit on a stable basis.

Committed transit time — and how credible that number is based on their references.

Tracking technology — direct access for you, not mediated.

Documentation solidity — current insurance, permits in order, defined incident protocol.

Experience with your type of cargo and route — specific, not generic.

The carrier that wins on price but loses on three of the other five criteria is probably not the best decision. And the one with the highest price but scores high on everything else deserves a conversation before being ruled out.

A well-built RFQ doesn't give you the lowest price. It gives you the information to make the right decision.

At Control Terrestre, we respond to RFQs with a complete rate breakdown, guaranteed capacity per route, direct tracking access, and verifiable references — because we understand that the transportation purchasing decision deserves more than just a number. Request a quote or subscribe to our newsletter to receive practical content on ground logistics every week.