In short: A complete Canadian import quote shows ocean or air freight (usually in USD), destination terminal and rail charges (in CAD), CBSA clearance under CARM, estimated duty and 5% GST, and cartage to the door, with two currency totals. Worked example below.
A quote into Canada has the same backbone as anywhere else: freight, destination charges, customs, duty and tax, delivery. Two things make Canadian quotes harder to get right quickly. First, most quotes mix currencies: ocean and air freight in US dollars, everything on the Canadian side in Canadian dollars. Second, since CARM went live the importer's own setup in the CBSA portal decides whether goods can be released before duty is paid, so a complete quote asks about it up front.
Name the port of discharge and the routing. A Toronto consignee is usually served by rail from Vancouver or Prince Rupert, or by truck or rail from Montreal or Halifax, and the inland leg changes the total more than the ocean rate does. Quote the ocean rate in the currency you buy it in (usually USD), state the transit time and validity, and list any surcharges separately. Our list of ocean freight surcharges covers the common ones.
Don't convert the freight into CAD unless the customer asks. Show the USD lines with a USD subtotal and the CAD lines with a CAD subtotal. If you give an approximate grand total in CAD, state the exchange rate you used and that foreign-currency charges are payable at the rate on the invoice date. It avoids the most common dispute on Canadian invoices: an exchange rate the customer didn't expect.
List the Canadian-side charges one by one in CAD: terminal handling, documentation, rail or intermodal charges to an inland terminal, and for LCL the CFS destuffing and handling. State the free time you've assumed and list storage and demurrage as possible extras.
Since 21 October 2024 the CBSA Assessment and Revenue Management system (CARM) has been the official system for assessing duties and taxes, and the Commercial Accounting Declaration (CAD) replaced the old B3 coding form. A customs broker can't submit a CAD for an importer until the importer delegates authority to them in the CARM Client Portal, and importers must post financial security to get release prior to payment (CBSA, CARM features and benefits).
So the first reply to a new importer should ask two things: is your business registered in the CARM Client Portal with us delegated as your broker, and do you have release-prior-to-payment security posted? If not, say what that means for timing and payment. Then show your clearance fee as a line, with what it covers (usually a set number of tariff lines).
Duty depends on the tariff classification, the country of origin (which sets the tariff treatment) and the value for duty, which in most cases is the price paid to the seller, declared in Canadian dollars. GST is then charged on the value of the goods plus the duty; the CBSA's own example applies 5% to the value for duty plus customs duty (CBSA, importing commercial goods: determining duties and taxes). Give both as estimates, state the classification, origin and rate you assumed, and say the final figures are confirmed on the CAD.
Quote cartage from the terminal or rail ramp to the consignee's postal code, with the equipment, free waiting time and whether the price includes the empty return. Canadian postal codes are alphanumeric, so match them to your cartage zones carefully; if one isn't covered, say so rather than guessing.
1 x 40HC, FOB Shanghai to Vancouver, rail to Toronto, delivery to Mississauga L5T, two tariff lines, importer registered in CARM with RPP security. All rates are example rates.
Ocean freight FOB Shanghai - Vancouver, 1 x 40HC ...... USD 2,300.00 Rail Vancouver - Toronto terminal (example) ........... USD 950.00 ------------------------------------------------------------------------ TOTAL USD .............................................. USD 3,250.00 Destination terminal handling & docs (example) ........ CAD 395.00 Customs clearance, CAD filing, up to 3 lines (example) CAD 95.00 Cartage Toronto terminal - Mississauga L5T (example) .. CAD 480.00 ------------------------------------------------------------------------ TOTAL CAD .............................................. CAD 970.00 Approx. total in CAD at USD 1 = CAD 1.38 ............... CAD 5,455.00 Duty: estimated on the tariff lines and origin supplied. GST: 5% on value for duty + duty. Both confirmed on the CAD. Possible extras: CBSA exam, storage or demurrage past free time.
The structure carries across; the government lines change. See what a complete US import quote includes for ISF, the customs bond, MPF and HMF, or the UK for CDS and import VAT.
Laneworks drafts import quotes from your own rate sheet, keeps USD freight and CAD local charges in their own currencies with a total for each, and asks for the CARM and tariff details that are missing. See a sample draft, or forward a real quote request to try@getlaneworks.com and a draft comes back in about two minutes.
Forward a quote requestDrafting these by hand? See Freight quote software for US and Canadian forwarders.