Commercial air freight: a quote checklist for business cargo

Start with the business requirement

For a manufacturer, distributor or procurement team, the right starting point is the delivery requirement. State when the cargo will actually be ready and when the receiving location needs it. A shipment that must arrive before a production shift has a different planning constraint from a routine replenishment order.

Describe the goods plainly. For equipment or components, provide the item description and any unusual size, fragility or handling requirement. If the contents include batteries, liquids or other items requiring special assessment, disclose them at the enquiry stage. Do not infer acceptance from a generic service name.

Prepare the route and package information

Give the actual pickup and delivery addresses or PIN codes, rather than only the nearest major cities. A search for Mumbai to Delhi air cargo may lead to several service options, but the collection point, airport handling and final delivery address still determine the practical scope.

For a 50–200 kg business shipment, total scale weight alone does not describe the load. Several bulky cartons can use more space than a compact crate of the same mass. List packed dimensions and actual weight by box type; quantities are useful only where boxes match.

• Origin and destination PIN codes, contact availability and receiving hours.
• Cargo description, package count, packed dimensions and actual weight by box type.
• Cargo-ready date and time, plus the required delivery deadline.
• Whether collection, airport handling and final delivery must be included.
• Packing, loading, unloading or special handling constraints that need assessment.

Understand the weight basis

PORTADOR's calculator uses length × breadth × height in centimetres ÷ 5,000 for each box. It adds actual weights and volumetric weights separately, then uses the higher shipment total as the chargeable weight. This lets the commercial team discuss the same measurements that the customer has entered.

Confirm the weight and price basis in the quotation. The calculator is a planning tool, not a binding freight price. A quote may include service-specific minimums, handling, collection, delivery and other agreed charges. Ask for the scope and any exclusions in writing so the comparison is meaningful.

Compare the service scope, not only the headline rate

An airport-to-airport movement and a door-to-door service can involve different responsibilities. Ask who arranges collection, who handles the cargo at each end, and where the shipment is handed over. Confirm which milestones and delivery evidence the service will provide.

For urgent cargo, discuss the cargo-ready time and required arrival time together. An enquiry or an indicative estimate does not reserve capacity or confirm a same-day delivery commitment. Routing, operational cut-offs, cargo acceptance and availability need shipment-specific confirmation.

Make internal approval easier

Before requesting competing offers, give each provider the same packing list and service requirement. Record the quoted scope, weight basis, validity and proposed service against that common brief. A consistent comparison helps the buying team see whether a lower figure reflects a different service or an omitted activity.

After the shipment is accepted, retain the approved quotation and final packing details with the booking reference. If dimensions, contents or the delivery requirement change, inform the team before movement so the assessment can be updated.

Prepare your next business cargo enquiry

Use the weight calculator to prepare the actual and volumetric totals, then send the route, cargo description and deadline through the contact page. The aim is a qualified shipment discussion: enough information to check the requirement and propose the appropriate service.

If you are still comparing service types, the PORTADOR services pages and Knowledge Hub explain the available options. Share the specific shipment details before relying on an indicative transit time or price.