For SMEs, warehouses, manufacturers, distributors and importers, controlling freight costs is critical to maintaining the profitability of product lines, and even the success of the business itself. Here are some basic steps to avoid incurring additional unexpected costs in shipping.
1. Make sure you receive a fixed cost quote
This is where it becomes important that you correctly report the weight and dimensions of your load. When you're ready to ship, make sure the carrier provides terms that outline all potential costs associated with the shipment and that the items you'll be shipping are properly documented. If you fail to receive these fixed cost quotes, or receive inaccurate records, you may end up paying much more than you expected.
2. Has the correct size and weight
The key to an effective fixed cost quote is accurate length, width, height and weight measurements. If the carrier shows up and your load is bigger or heavier than expected, you will pay more immediately.
3. Record specific delivery and pickup dates
Just as you want accurate fixed cost quotes, you want accurate delivery and pickup dates. It is critical that these times are recorded in writing in case the carrier misses an appointment for either party.
- When you pay for shipping, the payment is more than your guaranteed space on the truck. You're paying for timeliness, and if you're a business owner, you know how important it is to deliver goods as promised.
- If you fail to record specific dates for pickup and delivery and provide them in writing, the carrier may miss those dates and you will be charged for services not provided.
Often, delays occur without the carrier's intention. Severe weather can strike at any time, and road collisions can shut down entire highways. Still, it's important to have official documentation proving delivery and pickup dates.
4. Know your pickup and delivery locations and their limitations
Make sure the type of truck you order can reach the pickup and delivery location. Can a 53-foot truck turn in front of your facility? Can they pick up from your dock? Check yourself to make sure the carrier cannot classify the pickup or delivery as residential. Don't misrepresent a residential location as a business and hope the carrier won't notice. Residential pickup or delivery will always cost more. You want to include this information in your original quote request so that you can find a carrier that offers the best price for this particular service as part of your original quote.
5. Don’t overlook special services
If you are ordering goods, please consider whether any special handling is required. In almost all cases, if you fail to report something of this nature, the carrier will charge significantly more than the agreed rate. However, following this advice will not only save you additional shipping costs, it will also keep your shipments safe from unnecessary damage.
- The most common special services include heating, tailgate, scheduled pick-up and special handling of dangerous goods. Consider what you'll be shipping, and if you think you'll need any of these services, be sure to alert the carrier before your shipment is loaded onto the truck.
- You won't have to worry about having to pay later, but if your shipment does require these services and you don't receive them, you could lose important shipments in transit.
6. Pack your package properly
If you fail to pack your cargo in the correct way, you may damage not only your cargo, but other cargo being transported within the truck, especially if it is shipped in LTL. This can lead to a costly and avoidable claims process.
7. Make sure all taxes and fuel surcharges are included in the quote
When you get your fixed cost quote, is it "all"? Make sure that taxes and fuel surcharges are clearly stated, otherwise when the carrier adds these charges, the final bill can easily be 20-40% higher. At Freightera, all quotes are all-inclusive, as long as you quote exactly what you're shipping!
8. Please have all customs documents ready and forwarded to the carrier at the time of booking
Before contacting the carrier or broker to arrange a pickup, make sure you have a customs broker that can clear the shipment into the country of delivery and complete all paperwork. If you do not already have a customs broker, seek advice from your carrier or broker in advance. You don't want to leave it until the day it ships, as the shipment could hang up at customs, causing you extra costs, delays and a lot of stress.
9. Make sure you have the coverage you need
Carriers and brokers typically offer little or no insurance ($2.00/lb). If you're shipping valuable goods, be sure to purchase additional insurance, and make sure all quotes clearly state this coverage and its costs. Also check with a third party ahead of time to ensure the carrier or broker has a history of paying claims. Too many carriers and brokers have policies that automatically deny any insurance claims, forcing shippers to sue in the event of damage. Make sure you are properly covered by the insurance company, carrier or broker that covered your claim.
10. Make sure quotes are in your currency
Many carriers operating in the US are actually based in nearby countries. Therefore, the quotes you receive may not be in your most frequently used currency. Due to different exchange rates, the difference between the price you see on the quotation and the price you have to pay can be very large.
When you receive a quote before shipment, make sure the quote is in your currency. If you fail to spot that small but crucial difference when confirming shipping costs, the final bill could be significantly higher than you expected.
