Transport quotation format free download
A transport quotation is the written rate offer a transporter sends a customer before a booking. It names the route, vehicle type, rate, transit time and the terms for payment, loading time and detention, with a validity date. Send it whenever a party asks for a rate, so both sides agree before the truck is loaded.
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Fields explained
| Field | What to write |
|---|---|
| Transporter name and address | Your firm name, address, phone and GSTIN. Print it once on the book or add it by hand. |
| Quotation no. | Running number of this quote. |
| Date | The date the document is made (for a bilty, the day the goods are handed over). |
| Quoted to | Customer name and contact person. |
| Valid till | Date until which these rates hold. |
| Route | From and to places for the trip, for example Pune to Surat. |
| Vehicle type | Open truck, container, trailer, tanker, 14 ft, 32 ft and so on. |
| Capacity (tonnes) | Load the vehicle can carry. |
| Rate | Rate per trip, per tonne or per kg. Write which one. |
| Transit time | Days or hours expected from loading to delivery. |
| Payment terms | For example advance percentage, balance on delivery, credit days. |
| Loading, unloading and detention | Free hours allowed and the charge after that. |
| GST note | State whether the rate is plus GST or inclusive, and which GST option you use. |
| Authorised signatory | Owner or manager of the transport firm, with stamp. |
| Customer acceptance | The customer signs or stamps to confirm the quote. |
How to fill the transport quotation format
- 1
Download the transport quotation format as PDF and print it on A4, or open the Excel or Word file on your phone or computer.
- 2
Fill the top fields first: number, date, truck number and the parties. Use a pen on the printed copy or type into the file.
- 3
Quote per route and vehicle type, and say whether the rate is per trip, per tonne or per kg. Always fill the validity date, the free loading hours and the detention charge, and state clearly whether GST is extra.
- 4
Check the amounts, get the signatures, and give each party its copy. Keep one copy for your records.
Frequently asked questions
What should a transport quotation include?
The route, vehicle type and capacity, the rate and its unit (per trip, per tonne or per kg), transit time, payment terms, free loading and unloading hours with the detention charge after that, whether GST is extra, and the date until which the rates are valid.
How long should a quotation stay valid?
Diesel and truck rates move, so most brokers keep the validity short, for example a week, and say so in the "valid till" box. After that date the customer asks for a fresh quote. Choose the period that suits your route and season.
Is this format free to download?
Yes. The PDF, Excel and Word files are free, need no sign-up and are made in your browser, so nothing you type is sent to or stored on our server.
Can I edit the format in Excel or Word?
Yes. Download the Excel (.xlsx) or Word (.docx) file, open it in Excel, Google Sheets, Word or LibreOffice and change the fields or add your firm name. The PDF is for printing.
Aksar poochhe jaane wale sawal (Hinglish)
Transport quotation kaise banate hain?
Route, gaadi ka type, rate (per trip, per tonne ya per kg), transit time, payment terms, free loading hours aur detention charge likhiye. Neeche valid-till date daliye, GST extra hai ya nahi ye likhiye aur sign karke party ko bhej dijiye.
Quotation mein kaun si shartein likhni chahiye?
Advance kitna aur balance kab, loading/unloading ke free ghante, uske baad detention charge, shortage ya damage ki zimmedari, GST alag hai ya shamil, aur rate kab tak valid hain.
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Layout checked 23 Oct 2026. General information, not tax or legal advice; confirm GST points with your tax adviser.
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