Your freight costs probably went up again this quarter. You know other companies pay less for the same lanes, but switching carriers feels risky when your current setup works well enough. Plus, who has time to call around for quotes when you’re already managing a dozen other priorities?
A freight RFP (request for proposal) solves this problem.
You send one document to multiple carriers outlining your shipping needs, and they compete for your business with their best rates and service commitments. Companies of your size can save a chunk on freight costs this way, and the whole process takes about three weeks from start to signing contracts.
The key is knowing what information carriers actually need, how to compare offers fairly, and which terms matter for your specific operation.
At NT Logistics, we know this process like the back of our hand. And that’s why, in this article, we’ll walk through the entire freight RFP process step by step, and show you exactly what to include, what to negotiate, and how to avoid the common mistakes that leave money on the table.
Before you send anything to carriers, you need to get clear on what success looks like.
Pull your key people together — whoever touches freight decisions needs to weigh in. Your warehouse manager might care most about pickup windows, while finance wants pure cost savings. Get these priorities on the table now, not after carriers submit bids.
Your freight RFP will work best if you have consistent volume that carriers actually want. Think at least $500K in annual spend or regular lanes you ship weekly. Carriers won’t fight for sporadic, unpredictable freight.
Timing matters too. Launch your RFP when carriers have capacity to spare, typically January through March or late summer. Avoid peak season when they’re already slammed.
NT Logistics can shortcut this whole process with our free freight assessment. We’ll analyze your shipping data, identify where you’re overpaying, and help set realistic savings targets before you ever contact a carrier.
Now comes the part that makes most people quit: pulling together your shipping data. You need a year’s worth of information, and yes, it matters. Carriers base their pricing on your actual shipping patterns, so guessing won’t cut it.
Also, the better and more complete your data, the more successful your RFP process will be.
Start with your lane data — every origin and destination you ship between, with ZIP codes, volumes, and frequency. Add freight details like weight ranges, any temperature control needs, and whether you ship hazmat. Note when your volumes spike or drop throughout the year.
Don’t forget the operational stuff carriers need to know. What are your dock hours? Do you require appointments? How long does loading typically take? Any carrier that bids without these details is just guessing at their costs.
NT Logistics streamlines this entire data-gathering process. We know precisely what carriers need to see in a freight RFP and can organize your messy shipping records into clear, bid-ready documentation that gets you better rates.
Your freight RFP document needs to tell carriers exactly what you need without wasting their time. So, keep it straightforward: who you are, what you’re shipping, and what you expect from them. Yes, the details are important, but so is being concise and well-organized.
Lead with your lane list in a simple spreadsheet. Show origin and destination ZIP codes, monthly volumes, and equipment types. Carriers will skip straight to this section anyway, so make it easy to find and read.
Specify how you want pricing quoted. Per mile? Per load? Include fuel surcharge formulas? List your deal-breakers upfront too: minimum insurance requirements, safety scores, EDI capabilities — whatever you absolutely need. Carriers appreciate knowing early if they’re wasting their time.
Give carriers a template if you have one. And if you don’t, NT Logistics can provide a ready-to-use template or manage the bid through our systems if needed, making the process virtually turnkey for you.
You’ve got your freight RFP ready. Now you need to get it into the right hands. Don’t blast it to every carrier with a truck. Target carriers that actually run your lanes and have the equipment you need.
Include your current carriers so they can defend their business, but bring in fresh competition too. Mix asset-based trucking companies with 3PLs. Trucking companies often give you better rates on high-volume lanes they run regularly. 3PLs provide flexibility for irregular routes and seasonal spikes.
Send the RFP to everyone simultaneously and give them at least two weeks to respond. Set up a Q&A call or deadline for questions. When carriers ask for clarification, share those answers with all bidders to keep things fair.
NT Logistics taps into our network of 10,000+ vetted carriers for your freight RFP. We know which carriers excel on which lanes and can quickly identify providers you’ve never heard of who might offer the best combination of price and service.
Your freight RFP responses are in. Now you need to make sense of them. Dump everything into a spreadsheet so you can see rates side by side. But don’t just pick whoever’s cheapest on each lane. Cheapest carriers often come with hidden costs like missed pickups, damaged freight, and angry customers.
Check what you’re really getting for that price. Does their fuel surcharge eat up the savings? Can they actually handle your volume during peak season? What happens when something goes wrong at 2 a.m.?
Smart shippers split their freight. Maybe Carrier A gets your high-volume Chicago lanes while Carrier B handles the tricky Southeast routes. You get the best rates and service for each part of your network.
NT Logistics uses our NTelligence platform to analyze the total cost of each bid, not just the headline rate. We spot hidden fees, calculate true landed costs, and help you build a carrier mix that balances savings with reliability. We pride ourselves on our logistics management.
Running a freight RFP takes work, but so does overpaying for shipping every single month. You now have the playbook: Get your team aligned, pull your data together, create a clear document, target the right carriers, and compare bids strategically. Follow these steps and watch carriers suddenly discover they can offer you 15-20% better rates. Funny how that works when they know you’re talking to their competition.
NT Logistics is here to help make freight procurement easier every step of the way. We specialize in guiding growing companies through logistics challenges and acting not just as a vendor but as a true partner. When you work with NT Logistics, you gain access to the best of all worlds: experienced industry professionals, an extensive carrier network, and cutting-edge technology. Whether you need help analyzing your freight data, managing an entire RFP event, or simply want a reliable 3PL to quote alongside asset carriers, we’ve got you covered.
Don’t go at this alone and settle for subpar deals. Contact NT Logistics today, and let’s work together on your next freight RFP.
7460 Warren Parkway, Suite 301
Frisco, TX 75034
Toll-free: 800.801.5970
Dallas Area: 469.362.5000
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