A freight quote is a price based on what you told the carrier. If what you told them turns out to be incomplete, the invoice will not match the quote — and that gap is called a re-rate. Re-rates are the number one source of billing disputes in LTL, and almost all of them are preventable.
Here is exactly what a carrier needs from you, why each item affects the price, and where quotes most often go wrong.
The ten things that determine your rate
1. Origin and destination — full addresses, not cities
City-level quotes are estimates. The actual rate depends on the specific address, because zip code determines the lane and the address determines whether accessorials apply. A “Miami” delivery could be a dock in Medley or a residence in Coconut Grove, and those are very different prices.
2. Whether each location is commercial, residential, or limited access
This is the single most commonly omitted detail. A residential delivery costs more than a commercial one because it takes longer, needs different equipment, and often needs an appointment. Limited access is a broader category that catches a lot of shippers off guard — schools, churches, construction sites, military bases, self-storage facilities, farms, and gated communities frequently qualify.
3. Dock or no dock
If there is no loading dock and no forklift at either end, you need a liftgate. Declaring it up front costs less than adding it at the curb, and far less than a failed delivery. Our LTL accessorial charges guide explains how these are priced.
4. Piece count and packaging type
Pallets, crates, drums, bundles, loose pieces — each handles differently. Ten loose boxes cost more to handle than one shrink-wrapped pallet holding the same ten boxes. If you can palletize, do; it usually pays for itself.
5. Exact dimensions of each handling unit
Length, width, and height of each pallet or crate, including anything that overhangs. Dimensions drive density, density drives freight class, and freight class drives rate. Guessing here is the most expensive shortcut in LTL. Measure to the highest and widest point, including pallet height and any protruding hardware.
6. Actual weight
Weighed, not estimated. Carriers weigh freight at terminals as a matter of course, and a discrepancy triggers an automatic re-rate. Round up if you must round.
7. Freight class or a clear commodity description
Freight class under the NMFC system reflects density, stowability, handling, and liability. If you know your class, provide it. If you do not, give a precise commodity description and accurate dimensions and weight, and let the carrier classify it. “General merchandise” is not a description. Our guide to LTL freight class explains how classes are assigned.
8. Special handling requirements
Anything that changes how the freight must be treated:
- Hazardous materials (with UN number and proper shipping name)
- Temperature control
- Fragile or high-value goods
- Stackable or not stackable — this one matters more than most shippers realize, because non-stackable freight consumes trailer space above it
- Oversized or over-dimensional pieces
9. Required service level and timing
Standard, expedited, or guaranteed. Guaranteed service carries a premium in exchange for a commitment — worth it sometimes, unnecessary often. Our post on guaranteed vs standard LTL transit covers when it pays off. Also state whether either end requires an appointment, has restricted hours, or needs advance notification.
10. Any required accessorials
Inside pickup or delivery, sort and segregate, notification before delivery, after-hours service, additional stops, or specific proof-of-delivery requirements.
The pre-quote checklist
Origin address + zip:
Location type: commercial / residential / limited access
Dock or forklift available? yes / no
Hours + appointment needed?
Destination address + zip:
Location type: commercial / residential / limited access
Dock or forklift available? yes / no
Hours + appointment needed?
Freight:
Handling units (count + type):
Dimensions per unit (L x W x H):
Total weight (actual):
Commodity description:
Freight class (if known):
Stackable? yes / no
Hazmat? yes / no - if yes: UN#, PSN, class
Temperature requirement:
Service:
Standard / expedited / guaranteed
Ready date + required delivery date
Accessorials needed:Why re-rates happen
| Cause | Prevention |
|---|---|
| Weight higher than declared | Weigh, do not estimate |
| Dimensions larger than declared | Measure to the outermost point |
| Freight class corrected by carrier | Give accurate density and description |
| Residential or limited access not declared | Ask the receiver what the site is |
| Liftgate needed but not ordered | Confirm dock and forklift access |
| Extra handling units | Count before tendering |
Every one of these is information you have and the carrier does not.
Get the BOL to match
The bill of lading is the contract. If your quote says four pallets at 1,800 pounds and your BOL says six pallets at 2,400 pounds, the BOL governs — and the invoice follows the BOL. Make sure the quote, the BOL, and the physical freight all describe the same shipment. Our walkthrough on how to fill out a bill of lading correctly covers each field.
Frequently asked questions
Why was my LTL freight bill higher than the quote?
Almost always because the physical shipment did not match what was quoted. The most common causes are actual weight exceeding declared weight, dimensions larger than stated, a freight class corrected by the carrier after inspection, or an accessorial such as a liftgate or residential delivery that was not declared at booking. Carriers weigh and inspect freight routinely, so any discrepancy triggers a re-rate against the actual shipment.
Do I need to know my freight class to get a quote?
Not necessarily. If you know the NMFC class, providing it speeds things up and improves accuracy. If you do not, give an accurate commodity description along with exact dimensions and actual weight, and the carrier can determine the class from density and handling characteristics. What you should not do is guess a class, because an incorrect class almost always results in a re-rate.
What counts as a limited access delivery?
Limited access covers any location that is harder or slower to serve than a standard commercial dock. Common examples include residences, schools, churches, construction sites, military installations, prisons, farms, self-storage facilities, mini-malls, and gated communities. If you are unsure whether a destination qualifies, describe it to the carrier at quote time — it is far cheaper to find out then than on the invoice.
Ready to price a shipment? Request a quote with the checklist above and we will give you a number that holds.