How to avoid additional charges when transporting goods
For SMBs, warehouses, manufacturers, distributors and importers, controlling freight costs can be essential to maintaining the profitability of product lines or even the success of the business itself. Have you ever had the final price for shipping your cargo different from the quoted price? Probably yes. Here are some basic steps you can take to avoid additional surprise freight charges.
1. Written offer.
Most often, the first thing someone does is request a quote over the phone. It's understandable, but before you hire the carrier or forwarder you've settled on, make sure you have a written quote from them. In this offer, all terms and conditions from them are written, as well as the correct and submitted information from you. You will need this written document in case there is a difference in the final price on the invoice. How will you prove that you agreed to deliver to an address on a fixed date, for example, and at exactly that price, if pricing is only done over the phone?
2.Correct dimensions and weight.
The key to a valid fixed price quote is accurate length, width, height and weight measurements. If the carrier shows up and your load is bigger or heavier than expected, you'll immediately have to pay more.
3. Place of delivery.
If you wish to deliver from an address to an address, please ensure that the vehicle can reach the specified addresses. You know there are limitations, and if it can't, it will be necessary to use another - a second one to pick up your cargo or deliver it, which will automatically increase the price. It is easiest to notify the forwarder of the exact locations, and he will check everything and inform you correctly about the possible transport options.
4. Find out if you need special services and make sure they are included in the offer.
Special services include residential delivery/pickup (almost always a difference when it is from a residential building rather than a warehouse/manufacturing or other facility with easy access for freight vehicles), scheduled delivery time, dangerous goods, specialized freight vehicles, even a drop-side truck or a taller truck can be a special service as well as others. Structure your cargo information and submit it very accurately. Ask the freight forwarder if you need a special service or services - get informed, understand what each one means and make sure that if you do, it's included in your initial quote. If you are not aware of the special services required, anyway, in order to realize the transport, they will be provided and you will be charged and naturally unpleasantly surprised by the higher price.
5. Customs documents.
If you are shipping cross-border, make sure you have a customs agent on staff who can prepare all the necessary customs documents for the goods your cargo represents. Ask your carrier or freight forwarder for a referral beforehand if you don't already have a customs agent. In fact, many forwarding companies also offer customs service, find out the one you stopped at offered this service , because the complex service is in most cases also at a better price. Don't leave everything to the last minute, because the cargo can be held at customs, causing you extra fees, delays and a lot of stress.
6.Make sure you have written pick-up and delivery dates.
Part of the cost of any shipment is how quickly it will be delivered. Don't just be promised over the phone. If you have a fixed delivery date, it must be included in the offer. But no one can guarantee that force majeure will not occur to delay your delivery. If your shipments are time critical, it's important to allow an extra day or two where possible, so an unexpected delay doesn't seriously hurt you.
7. Taxes, fuel and other fees.
When you receive your quote, make sure all fees are clearly stated and included, otherwise the final price will certainly be inflated.
8. Make sure you have the necessary insurance coverage.
Most shippers rely on CMR insurance , and most carriers and forwarders do not offer insurance, of course, and do not include it in the offer. But how much is your cargo worth?! Be sure to ask for additional insurance and make sure any quotes you get clearly state coverage and. Also check with third parties ahead of time to make sure the carrier or freight forwarder has a history of paying claims.
9. Pack your cargo properly.
Make sure you pack your cargo well - palletize, use foil or other material, and straps to secure your cargo in advance. Most cargo damage can be prevented by proper packing. Time taken to properly pack is never wasted.
10. Pay your invoices promptly when they are due.
Most carriers and freight forwarders offer credit terms, whether you take advantage of them is up to you, but remember to pay shipping charges promptly when invoicing to avoid late payment surcharges
.
11. Describe the load carefully to get the right type of vehicle.
Be sure to carefully describe what you are sending to the carrier or freight forwarder so they can send or find the correct freight vehicle. You don't want them turning up with a van when you need a flatbed car, for example, and you can't be sure you're getting the best price unless you know what kind of transport equipment you need. Just because one carrier has a great rate on one type of vehicle doesn't mean they have the best rates on every other.
12. If you need temperature control, be sure to request it in advance.
If your shipment needs to stay frozen, if it's perishable or just needs to travel under a certain temperature regime - don't be tempted to cut costs, transport it in a van and hope for the best. You don't want your customers complaining about damaged goods only to find out a few weeks later that a perishable product was damaged in transit due to lack of climate control. Be sure to put your temperature control needs in writing, make sure ensure that the offer includes this service and ensure that this requirement is clearly stated on the bill of lading.
13. Always check the reviews of the companies you choose.
Unfortunately, problems often arise during the transportation of goods, even by the best companies. In such cases, what is important? Adequate attitude to what happened. Reviews are the best indicator of how a company will treat you if something goes wrong. Take the time to find a company that provides good customer service.
14. Be ready when the carrier shows up.
This should be obvious, but it's still a common reason for additional charges. If your load is not ready when the truck arrives, or the consignee is not available to accept the shipment within standard business hours, there are often additional charges to hold the driver or the need to reschedule the delivery. Wait until the load is completely ready to go before booking the date and make sure that the person responsible for receiving the load has planned to have an appropriate person at the receiving location for the expected delivery days.
Remember - the lowest price is not the best price! You should always have at least three offers that are as detailed as possible so you know exactly what you are paying for.
And if you have questions related to our services - land freight transport, air cargo, sea transport, customs representation - the Grand Logistiks team will always answer you.
Grand Logistiks
*Excuse us if there is an inaccuracy in the translation - a common translator is used.