Dedicated Truckload Transportation Quote

Transportation Quote Template: Dedicated Truckload Transportation (Word)

This Dedicated Truckload Transportation Quote Template is a Word document for carriers, freight brokers, and logistics providers quoting exclusive use of a truck for a defined shipment. It gives you a clear, client-ready framework to price full truckload (FTL) moves before dispatch.

Use this transportation quotation to bill for linehaul, fuel surcharge, pickup and delivery services, detention, layover, accessorial charges, and other costs tied to a dedicated truckload shipment. It helps your customer see exactly what is included in the freight rate, from origin to destination.

Why use this dedicated truckload quote template?

• Quote the full cost of the move clearly. Separate the base linehaul rate from fuel, tolls, and accessorial services so the customer can approve the shipment without ambiguity.
• Protect your margin on extra time and services. State rates for detention, driver assist, waiting time, extra stops, and redelivery before the truck is dispatched.
• Set precise shipment terms. Record equipment type, freight weight, commodity, pickup appointment, delivery appointment, and transit expectations in one place.
• Avoid billing disputes. Define what is included in the quoted price and which charges apply if shipment details, locations, or appointment times change.
• Present a professional freight quote. A structured truckload transportation quote makes it easier for shippers and procurement teams to compare, approve, and retain your offer.

What the template includes

• Carrier or broker details: Company name, business address, DOT and MC numbers where applicable, contact person, phone number, and email address.
• Customer and quote information: Shipper or consignee name, quote number, issue date, quote expiration date, and the customer’s reference or purchase order number.
• Shipment details: Commodity description, total weight, pallet count, dimensions, freight class if relevant, declared value, and special handling requirements.
• Origin and destination: Full pickup and delivery addresses, contact names, operating hours, appointment requirements, and requested pickup and delivery dates.
• Equipment requirements: Dry van, refrigerated trailer, flatbed, step deck, box truck, or other required equipment, plus temperature settings or securement needs where applicable.
• Freight charges: Linehaul rate, fuel surcharge, tolls, permits, pickup and delivery fees, and the quoted total in U.S. dollars.
• Accessorial rate schedule: Detention, layover, stop-off, liftgate, driver assist, inside delivery, reconsignment, storage, and TONU charges.
• Terms and acceptance: Payment terms, rate validity, cancellation conditions, cargo liability wording, exclusions, and a customer acceptance signature line.

How much to charge for dedicated truckload transportation

Dedicated truckload pricing is generally quoted per load, but it should be built from lane mileage, equipment, capacity, market demand, and accessorial exposure. The following figures are practical North American reference points to adjust for your lane and operating costs:

• Dry van linehaul: approximately $2.00 to $3.25 per loaded mile for many regional and long-haul FTL moves. A 600-mile dry van shipment may be quoted at $1,500 to $2,100 before accessorials.
• Reefer transportation: often $2.75 to $4.25 per mile due to refrigeration fuel, monitoring, and tighter capacity. A temperature-controlled 800-mile load can reasonably reach $2,800 to $3,500.
• Flatbed freight: commonly $2.75 to $4.50 per mile, with higher rates for tarping, oversized loads, permits, or specialized securement.
• Fuel surcharge: quote it as a separate flat amount or as a mileage-based charge. On a typical long-haul move, it may add $250 to $650 depending on distance and diesel prices.
• Detention and layover: many carriers charge $75 to $125 per hour after the free time allowance, and $300 to $500 per day for a layover.

Always confirm loaded miles, empty miles, appointment constraints, cargo weight, and equipment availability before finalizing the rate. A low truckload quote can become unprofitable quickly when detention or difficult delivery conditions are not addressed.

Who this template is for

• Motor carriers quoting dedicated dry van, reefer, flatbed, or specialized truckload capacity.
• Freight brokers preparing a customer-facing FTL quote after securing carrier pricing.
• Third-party logistics providers (3PLs) managing domestic pickup and delivery for shippers.
• Owner-operators and small fleets that need a consistent document for direct shipper accounts.
• Shippers arranging one-off or recurring full truckload moves and requiring written pricing before tendering freight.

Frequently asked questions

Should fuel surcharge be included in the truckload rate?

You can include it in an all-in rate, but listing it separately usually gives better visibility when diesel costs change. If it is separate, state the amount or pricing method and confirm whether it is fixed for the quote validity period.

What accessorial charges should a dedicated truckload quote include?

At minimum, address detention, layover, extra stops, driver assist, liftgate service, and truck ordered not used (TONU). Add charges specific to the shipment, such as tarping, temperature monitoring, border fees, permits, or hazardous materials handling.

How long should a freight quote remain valid?

For spot-market truckload freight, a validity period of 24 to 72 hours is common because capacity and fuel costs can move quickly. For a contracted lane, specify the effective dates and the conditions under which fuel or accessorial rates may be revised.

What information do I need before sending an FTL quote?

Collect the complete origin and destination, pickup and delivery dates, commodity, weight, pallet count, equipment type, and appointment requirements. Ask about special services as well, since details such as a liftgate, driver unload, or limited receiving hours can materially change the transportation rate.