An air freight quote template, line by line

5 November 2026 · By the Laneworks team · All articles

In short: Chargeable weight, airline rate and surcharges, origin and destination charges, customs, delivery, validity and exclusions, with a template to copy.

Air freight quotes get compared on one number, but they get disputed on the lines. A customer who sees an all-in rate per kilo and then an invoice with screening, terminal and delivery charges on top will remember the invoice, not the rate. A good air quote shows what the customer is paying for, on what weight, and what isn't included. Here's a template you can adapt, with the reasoning behind each line.

Start with the weight you're charging on

Every air freight line that's priced per kilo is priced on chargeable weight: the greater of actual weight and volumetric weight. Put both in the quote, plus the dimensions you used, so the customer can see where the number came from. If they send different dimensions later, they'll know the price changes with them. Our guide to air freight chargeable weight has the rule and a worked example.

The lines, in the order the customer reads them

• Shipment summary. Origin airport, destination airport, pieces, actual weight, dimensions, volumetric weight, chargeable weight, commodity, Incoterm, and whether it's general cargo, DG or temperature-controlled.
• Origin charges (if the Incoterm puts them on your customer): pickup, export clearance, origin terminal handling, screening or security, and the air waybill fee.
• Airfreight. The rate per kilo at the rate break that applies, times chargeable weight, with any minimum charge stated.
• Airline surcharges. Fuel and security surcharges are usually per kilo of chargeable weight and change often. List them separately rather than folding them into the rate, so a surcharge change doesn't look like you moved your price.
• Destination charges. Destination terminal handling, delivery order or document fee, and any storage beyond the free period.
• Customs and government charges. Customs clearance, and duty and import tax as estimates or "at cost", depending on whether you have the commercial invoice yet.
• Delivery. To the door, with the suburb or postcode, and any tail-lift or appointment charges.
• Total, the currency, and whether it includes tax.

Validity, exclusions and assumptions

Air rates move faster than sea rates, so validity matters more. State how long the quote is valid and that it's subject to space and airline acceptance at booking. Then list what's excluded, such as duty and tax if they're estimates, inspections, storage, DG handling for general-cargo quotes, and charges caused by dimensions or weights different from those quoted. Our Incoterms guide covers which charges belong on which side of the sale.

The template

Air freight quote: [Origin airport] to [Destination airport]
[Pieces] pcs, [Actual] kg, [L x W x H cm each], volumetric [V] kg
Chargeable weight: [C] kg   Commodity: [ ]   Incoterm: [ ]

Origin (if applicable)
  Pickup [suburb]                          [amount]
  Export clearance                         [amount]
  Terminal handling / screening            [amount]
  Air waybill                              [amount]
Airfreight
  [rate]/kg x [C] kg (min [ ])             [amount]
  Fuel surcharge [rate]/kg                 [amount]
  Security surcharge [rate]/kg             [amount]
Destination
  Terminal handling                        [amount]
  Delivery order / documentation           [amount]
  Customs clearance                        [amount]
  Duty and import tax                      at cost / est. [amount]
  Delivery to [suburb/postcode]            [amount]
Total [currency], excl./incl. tax          [amount]

Valid until [date]. Subject to space and airline acceptance at booking.
Excludes: [inspections, storage, DG, charges from different dims/weights].

Ask before you guess

If the request is missing dimensions, the commodity or the delivery address, ask before you price. A quote built on a guessed weight is the one most likely to be revised. The quote reply template includes the six questions to send when details are missing.

Fill the template from your own rates

Laneworks reads the customer's email, works out chargeable weight and drafts this quote from your rate sheet, with every line traceable to the rate it came from. See a sample draft, or forward a real air freight request to try@getlaneworks.com and the draft comes back in about two minutes.

Forward a quote request