Why Door-to-Door Quotes Differ Between Forwarders
Door-to-door quotes from different forwarders differ for three main reasons: "door" can mean different things (DAP or DDP, and how many destination charges are included), each forwarder has different rate sources and agent networks, and they present charges differently (all-in, or with surcharges listed as "subject to"). The lowest number on a quote isn't always the lowest total cost once the cargo reaches the warehouse.
Here's a situation we see often: a customer sends us three door-to-door quotes for the same container to the US. The prices are far apart, and the customer asks whether H-Cargo is overcharging. In reality, the three quotes usually don't cover the same things. This article breaks down each source of the difference and gives you a checklist, so you can compare like with like before you book.
Table of Contents
I. 10 reasons door-to-door quotes differ
The reasons fall into three groups. Group 1 covers real differences in scope. Group 2 covers differences in each forwarder's capabilities and cost base. Group 3 covers differences that only come from how the quote is presented.
Group 1 - "Door" doesn't mean the same thing
1. DAP or DDP: who pays import duties and handles import clearance. Under Incoterms 2020, DDP is the only rule that makes the seller responsible for import clearance and import duties. Under DAP, the buyer handles import clearance, duties and unloading (ICC Academy). Two quotes can both say "door to door" while one means DDP and the other means DAP, and the gap can be as large as the full duty bill for the shipment. For US imports, duties depend on the HTS code and the tariff policy at the time of entry. No forwarder should quote "all-in including duties" without stating the duty rate it assumed.
2. Which "door"? Is delivery to the warehouse gate, or unloaded inside the warehouse? Does the warehouse have a loading dock, or will you need a forklift or a liftgate truck? Is delivery by appointment or at any time? Each condition changes the truck and the price. Cheap quotes often assume "delivered to the door, consignee unloads".
3. Is cargo insurance included? Door-to-door service doesn't include insurance by default. A quote with insurance will cost more than one without, and for high-value cargo, insurance isn't something you should cut.
4. How much customs clearance is covered at each end? A basic declaration fee is different from the extra charges when a shipment goes to the red channel, is inspected, or needs a specialized permit. US-bound cargo also needs an ISF (10+2) filing: the data must reach CBP at least 24 hours before the cargo is loaded onto the vessel bound for the US (19 CFR 149.2(b), summarized). Some quotes include the ISF and some leave it out.
Group 2 - Rate sources, networks and operational capability
5. Does the forwarder buy space directly or resell it? A forwarder with contract rates from carriers, or one operating as an NVOCC, has a different cost base from one buying space through a co-loader. Each extra middleman adds another margin, but resold space is sometimes cheaper in the off-peak season. Buying direct isn't always cheaper. What matters is knowing who actually holds your booking.
6. Quality and cost of the destination agent. In the US, the final delivery leg is handled by a local agent. An agent with strong trucking in your delivery area will quote firm prices and keep to schedule. A weak agent may quote low, subcontract the trucking, and then pass on waiting time (charged per hour) and chassis rental (charged per day). Depending on the delivery area, the price difference on this leg can be larger than the difference in ocean freight.
7. Trucking at both ends and the port of loading. From Ho Chi Minh City, cargo may go through Cat Lai or the Cai Mep - Thi Vai port cluster. The trucking distance from your warehouse to each is very different, so a cheaper ocean rate at one port can be wiped out by the trucking cost. Two quotes using different ports are pricing two different shipments.
Group 3 - Presentation and terms
8. All-in or surcharges listed separately. Quote A says "ocean freight USD X, subject to PSS/GRI at time of loading". Quote B already includes the expected surcharges. At a glance, A looks cheaper. But if the carrier raises surcharges by the loading date, A goes up while B stays the same within its validity period.
9. Validity period and free time. A rate valid for 7 days isn't the same as one valid for 30 days. Seven days of DEM/DET free time isn't the same as 14. If your warehouse or the consignee's warehouse often misses stuffing or unloading slots, short free time turns into container demurrage and storage charges.
10. Exchange rates, disbursements and payment terms. Costs the forwarder pays on your behalf (duties, inspection fees, storage) are usually settled at actual cost and at the exchange rate on the payment date. If the quote doesn't state this, you can't know the final figure. Thirty-day credit terms also cost money, and forwarders who offer credit usually build that cost into the price.
II. Example: a quote that's 21% cheaper but no cheaper in total
Note: All figures below are hypothetical and only show how to compare quotes, not market rates or an H-Cargo quote. Actual freight rates and surcharges vary by date, carrier and delivery area
Shipment: 1x40HC of wooden furniture, Binh Duong warehouse → Cat Lai port → transshipment → Port of Los Angeles → buyer's warehouse in Ontario, California. Terms: DAP (the US buyer pays import duties).
Item | Quote A | Quote B |
Quoted price | USD 4,800 | USD 6,100 |
Trucking + export clearance in Vietnam | Included | Included |
Ocean freight | Included, "subject to PSS/GRI" | Included, fixed for 30 days |
ISF + US import clearance | Not included | Included |
US chassis and waiting time | Not stated | Included, with 2 hours free waiting time |
DEM/DET free time | 7 days | 14 days |
Cargo insurance | Not included | Included |
Adding the items Quote A leaves out (hypothetical):
Extra costs under Quote A | Estimate (USD) |
PSS/GRI increase on loading date | +400 |
ISF + US import clearance (buyer hires separately) | +300 |
Chassis and excess waiting time | +350 |
Container demurrage from short free time (warehouse 3 days late) | +300 |
Actual total for A | ≈ 6,150 |
Result: on paper, A is about 21% cheaper than B. With every cost added in, A ends up more expensive than B and still has no insurance. The USD 50 gap isn't the point. The point is that A pushes the cost risk onto you, while B absorbs it within what it has committed to.
III. How to compare door-to-door quotes from several forwarders
Don't compare the "total" column. Put every quote into the same table and fill in each line. Where a line is blank, ask the forwarder in writing.
No. | Item to compare | Question to answer |
1 | Incoterms | DAP or DDP? If DDP, which HS code and duty rate is it based on? |
2 | Pickup / delivery point | What is the exact address? Does it include unloading, a liftgate truck and appointment delivery? |
3 | POL / POD, routing and carrier | Which ports? Direct or transshipment? What is the estimated transit time? |
4 | Ocean freight | Fixed or "subject to"? Which surcharges are excluded? |
5 | Local charges at both ends | THC, B/L, seal, D/O, handling: which are included? |
6 | Customs clearance at both ends | Is the basic declaration included? How are red-channel and inspection charges handled? |
7 | Lane-specific filings | For the US, who files the ISF and who pays for it? |
8 | Trucking | What truck type? How much free waiting time? What are the waiting charges and chassis fees? |
9 | DEM/DET free time, storage | How many days at each end? What are the charges after free time? |
10 | Insurance | Is it included? What are the insured value and coverage terms? |
11 | Validity and payment | How long is the rate valid? What exchange rate applies to disbursements? |
12 | Point of contact and incident handling | Who manages the shipment? What does the forwarder do if the cargo misses the vessel or is rolled? |
Once the table is complete, the totals can be compared fairly. The gap between quotes usually narrows a lot.
Warning signs of an unusually cheap door-to-door quote
The total is well below the others, but there is no list of what's included and excluded.
"Subject to" appears on many items, or the quote only says "additional charges at actual cost".
The carrier, route and transshipment port aren't named.
The forwarder can't say who the destination agent is or who handles import clearance.
The validity is very short, pushing you to book immediately.
A quote with all of these signs isn't necessarily a scam. It does mean the cost risk sits with you, and you need to add a contingency before comparing it with other quotes.
IV. 5 questions to ask a forwarder before you book
"Is this quote DAP or DDP? Where exactly is the 'door', and is unloading included?"
"Which charges could be added later, and what's your maximum estimate for them?"
"How long is the ocean rate fixed? If the carrier raises surcharges, who pays?"
"Who is the destination agent, and how long have they worked this lane and delivery area?"
"If the cargo is inspected, or the consignee's warehouse can't receive it on time, what's the process and what does it cost?"
A forwarder that is in control of the shipment will answer all five clearly. If the answers to questions 2 and 5 are vague, that tells you more than the price does.
Related articles:
- Export documents to prepare for door-to-door shipping
- Which Incoterm should you choose for door-to-door shipping?V. Frequently Asked Questions (FAQ)
Should I choose the cheapest door-to-door quote?
Only after you've put every quote on the same scope and added all the excluded costs. If that quote is still the cheapest and the forwarder answers your questions about extra charges clearly, it's a good choice. If it's cheap only because items were left out, you're taking on the risk yourself.
Does a door-to-door quote include import duties?
It depends on the delivery terms. Under DDP, the seller pays duties and handles import clearance; under DAP, the buyer does. "Door to door" only describes the transport scope and doesn't automatically include duties. Always ask the forwarder to state DAP or DDP on the quote.
Why do quotes say "subject to"?
Some carrier surcharges, such as PSS and GRI, can change between the quote date and the loading date. This line lets the forwarder adjust the price to match what the carrier actually charges. Ask which surcharges are "subject to" and request an estimate for each.
How many forwarders should I get door-to-door quotes from?
Three or four are enough to compare. With too many, it's hard to track each forwarder's terms, and you're more likely to end up comparing totals instead of service scope.
VI. Conclusion
Door-to-door quotes can only be compared when they cover the same scope. Before you choose a forwarder, remember three things: (1) confirm DAP or DDP, where the "door" is, and whether unloading is included; (2) put every quote into the 12-item table above, and ask in writing about any blank line; (3) add a contingency for "subject to" surcharges, DEM/DET and destination waiting time. The best quote is the one with a low actual total and clearly stated extra charges, not the lowest number on paper.
H-Cargo International Logistics quotes door-to-door shipments leg by leg: what's included, what's excluded and what might be added, so you can compare it side by side with other quotes. See H-Cargo's door-to-door service or request a quote. To get an accurate quote the first time, send: pickup and delivery addresses, cargo type and HS code (if available), container type or volume (CBM), Incoterms and estimated loading date.
Author: Navy Ngo - Marketing Specialist
Contact us for a free consultation:
H-Cargo International Logistics
· 113-115 Ung Van Khiem St., Thanh My Tay Ward, Ho Chi Minh City
· Tel: +84 888 909 186
· Email: jack.tran@hcargovn.com
· Web: www.hcargovn.com
Sources cited in this article: ICC Incoterms 2020 rules (DAP, DDP); US CBP ISF 10+2 requirements under 19 CFR 149.2. Figures in the example are hypothetical, not actual quotes. Check that regulations and tariff policies are still current at the time of use.
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