04
Quote, customer and transport (1–3)
Quote number, date, validity, customer details, collection and delivery addresses, dates and distance.
Word template
Freight Quote Form Example (Word)
A ready-to-fill quote form you can send to a customer. It also asks what the price actually includes. Download it without signing up.
Download the form (.docx)
No sign-up, no email. The file downloads directly.
seferi-freight-quote-form.docx
.docx01Quote, customer and transport (1–3)
02Load, vehicle and price (4–5)
03Included / excluded items (6)
04Terms, notes and signature (7–8)
Bracketed fields are yours; the rest is waiting to be filled in.
The form has eight sections
The first five are the quote itself; the sixth does the real work. It is a Word file, so you can save it with your own letterhead and reuse it as a template.
04
Load, vehicle and price (4–5)
Commodity, weight, volume or loading metres, special requirements (ADR, reefer), vehicle type, rate and VAT status.
04
Included / excluded items (6)
A twelve-row tick table: waiting time, extra stops, empty running, insurance, tolls and more.
04
Terms, notes and signature (7–8)
Payment method and term, cancellation, limit of liability, a free-text area and a two-party signature block.
What is in section 6
An item that is not defined in the quote cannot be added to the invoice once the job is done — and if it is, it becomes a reconciliation dispute. Every row has an included / excluded box and a unit price field.
Time and route
- Waiting time at collection
- Waiting time at delivery
- Extra stop / deviation
- Empty running with no return load
Labour and insurance
- Loading and unloading labour
- Cargo insurance (CMR / transit)
- Pallet and packaging return
- Return of undeliverable cargo
Charges and timing
- Bridge, motorway and tolls
- Weighbridge, port, terminal, customs
- Night, weekend, holiday delivery
- Late payment charge
No box arrives pre-ticked and there is no preset amount anywhere. What is included is your commercial decision; the form only asks the question.
You have seen the columns. The file itself is one click away — no sign-up, no email.
Where Word stops being enough
For a single quote Word is perfectly fine: open it, fill it in, send it. The form exists to make that easier.
The limit starts at the second quote. Each one is saved as its own file, and which customer got which price — or which quote is still waiting for an answer — lives only in folder names. Nothing reminds you when a quote expires.
The third is consistency. The amount in the quote and the amount on the invoice have to match; every gap turns into reconciliation work later. When the two documents sit in separate files, that check is done by hand.
The fourth is repetition. Quoting the same lane for the third time means opening old files to recall the price, or to see how much the cost has moved since.
Read next
01
How to Issue a Freight Invoice: Step by Step [2026]
An invoice never arises on its own: get the quote, the trip and the transport waybill right, and the invoice comes out right.
02How Is Road Freight Rate (Navlun) Calculated? [2026]
What breaks a freight rate is not the formula but the items that never reach the quote: the empty return leg and the tolls along the route.
03How to Prepare a Freight Quote Using AI [2026]
What AI does in a freight quote is not setting the price but turning a free-text enquiry into a structured trip request.
Other free templates
Freight Tracking Excel Template
Profit per trip, cost per kilometre and the empty-kilometre ratio, formulas included.
Driver Timesheet Excel Template
Shift hours, shifts that run past midnight and the total per driver.
Dispatch Plan and Tracking Sheet
Which load is on which vehicle, the fill rate, shipment status, and dispatches with no vehicle yet.
Quote Comparison Table
Levels three carriers onto one basis: not the headline rate but a comparable total with excluded items added.
Frequently asked questions
What people ask most before downloading.
Is the form Word or Excel?
Word (.docx). A quote is a document you send to a customer: it has to carry your letterhead, your logo and your own wording. Excel is the right tool for tables you fill in — that is why our trip tracking, timesheet and dispatch plan templates are .xlsx. A quote is not that kind of thing.
Does the form contain preset prices or waiting charges?
No, nowhere. The rate, the waiting charge, the validity period and the payment term all arrive empty. A number baked in would read as a market standard, and a quote is binding once it is accepted. The figures are your commercial decision.
Can I leave the included / excluded section empty?
You can, but that is where the form earns its place. Quotes usually go out as a single line — and then waiting time, extra stops and empty running on the way back become an argument at invoicing. You cannot invoice an item the quote never defined. Ticking twelve rows once ends that argument up front.
Can I add my own logo and letterhead?
Yes, that is why it is a Word file. Replace the bracketed fields at the top with your company details, drop in your logo and save it as your own template. After that you only fill in the middle sections.
Do I need to sign up to download it?
No. We do not ask for an email and there is no form. The file downloads as soon as you click.
Calculators, Excel templates and reference tables in one place.
All free resourcesLet the quote come out of the inbox
In Seferi the incoming request is read, the cost is worked out and the quote is drafted on the same screen. The price you gave is then compared with the invoice when the trip closes.