In transport, time matters.

The sooner a transport company receives all the necessary information about a shipment, the sooner it can check vehicle availability, assess the requirements and prepare a specific quotation.

Sometimes, however, simply asking:

“How much does transport from Poland to Germany cost?”

is not enough to provide an accurate quote.

Why? Because the cost of transport depends not only on the number of kilometres, but also on the type of goods, the required delivery date, vehicle availability and any specific requirements related to the shipment.

Below are 5 pieces of information that are worth providing with your first enquiry.

1. Exact loading and unloading locations

Providing only a country or region is often not enough.

It is much better to provide:

• the postcode of the loading location,
• the postcode of the unloading location,
• the town or city,
• the exact address, if relevant from a logistical perspective.

Why is this important?

Even within the same region, a difference of several dozen kilometres can affect vehicle availability and the possibility of planning the truck’s next transport.

For a transport company, it is important not only where the truck is going, but also exactly where it needs to collect the goods and where it will be after completing the delivery.

2. Loading and unloading dates

The second key piece of information is timing.

It is worth providing:

• the loading date,
• warehouse opening hours,
• information about whether prior booking or loading slots are required,
• the required delivery date,
• any specific unloading time window.

There can be a significant difference between:

“Loading on Wednesday between 8:00 and 16:00”

and:

“The truck must arrive on Wednesday at exactly 9:00.”

The more flexibility there is regarding the schedule, the more possibilities there are for matching the shipment with an available vehicle.

3. Type, weight and dimensions of the goods

The information “24 pallets” does not always tell the transport company everything it needs to know.

It is also worth providing:

• the type of goods,
• total weight,
• number of pallets,
• pallet or cargo dimensions,
• cargo height,
• whether the goods can be stacked,
• whether the goods are standard, fragile or require special handling.

Why does this matter?

Because not every type of cargo can be transported with every type of vehicle.

Transporting lightweight palletised goods is different from transporting heavy cargo that uses most of the vehicle’s available payload.

Accurate cargo details help prevent situations where it turns out during loading that the selected vehicle cannot safely or legally carry the shipment.

4. Required vehicle type and additional requirements

If the shipment requires a specific type of vehicle, it is worth mentioning this from the beginning.

This may include:

• a standard curtainsider trailer,
• a mega trailer,
• a refrigerated vehicle,
• a vehicle suitable for side or top loading,
• specific cargo securing requirements,
• pallet exchange,
• required straps, corner protectors or anti-slip mats,
• additional documents or equipment.

Every additional requirement can reduce the number of suitable vehicles available.

If the transport company knows about these requirements from the start, it can immediately look for the right vehicle and prepare a realistic quotation.

5. Any unusual loading or unloading requirements

It is often the small details that cause the biggest problems later.

That is why it is worth informing the transport company if:

• the warehouse operates only during specific hours,
• prior booking is required,
• the driver needs a specific reference number,
• long waiting times may occur,
• pallet exchange is required,
• access to the facility is difficult,
• additional documents are required,
• loading or unloading takes place in an unusual way.

From the customer’s perspective, these may seem like minor details.

From the transport company’s perspective, they can have a significant impact on whether the shipment can be carried out and how much it will cost.

A Good Transport Quote Starts with Good Information

The more complete the transport enquiry, the faster a quotation can be prepared.

In practice, a few basic details are usually enough:

From where?
The exact loading location.

To where?
The exact unloading location.

When?
The required date and time window.

What are we transporting?
The type, weight and dimensions of the goods.

What are the requirements?
The required vehicle type and any additional conditions.

With this information, the transport company can quickly check vehicle availability, plan the route properly and provide a more accurate quotation.

A Simple Checklist Before Sending Your Enquiry

Before sending a transport enquiry, make sure it includes:

✓ loading and unloading locations
✓ loading and unloading dates and warehouse opening hours
✓ type, weight and dimensions of the goods
✓ required vehicle type
✓ all additional requirements

A few extra details in your first message can save several phone calls, numerous emails and a lot of unnecessary misunderstandings later.

In transport, good communication often starts before the truck even hits the road.