Extra Charges ? A check list will nail you with hidden charges

Avoid “Low Quote” Traps: Control Accessorial Charges 

A common pricing tactic in freight is the “bare-bones quote”: the Logistics Service Provider (LSP) or carrier offers an attractive base rate for a standard service, then invoices additional accessorial charges later (handling, documentation, special equipment, delivery constraints, waiting time, storage, etc.).

This is rarely “fraud” in a legal sense—it is usually the result of scope ambiguity and poor shipment data. The fix is straightforward: force clarity upfront and make the quote auditable.

Why accessorials explode (root causes)

Accessorial charges typically appear when:

• shipment characteristics are incomplete or inaccurate (dimensions, weight, packaging)

• pickup/delivery constraints were not disclosed (no dock, limited hours, site restrictions)

• special handling is required (DG, reefer, liftgate, inside delivery)

• documentation or compliance tasks were assumed but not specified

• the Incoterms® responsibility split was unclear (who pays what, where)

Consultant rule: if it is not stated in writing, it will be re-priced later.

How to protect yourself (commercial governance)

When requesting a quote, require the provider to confirm:

• Scope included (door-to-door? terminal handling? documentation? customs brokerage?)

• All-in price structure (base rate + clearly listed accessorials + triggers)

• Validity period (quote expiry date/time)

• Assumptions (dimensions, weight, packaging, service level, cut-offs)

• Surcharge logic (fuel, peak, congestion, regulatory components where applicable)

• Dispute process for accessorials (proof requirements, approval steps)

Shipment details checklist (send in writing before you accept a rate)

Below is a practical checklist you should provide to the carrier/forwarder in writing to avoid later surprises:

1. Exact dimensions of each box/pallet/crate (L × W × H) and total volume

2. Total gross weight, including pallets and any dunnage

3. Packaging type: palletized or non-palletized (and number/type of pallets)

4. Stackability and any handling constraints (fragile, top-load only, tilt limits)

5. Service level / transit time required (standard vs expedited)

6. Pickup and delivery addresses, with opening hours and site contact details

7. Dock access: can a truck back to a dock, or is curbside/ground loading required?

8. Liftgate requirement at pickup and/or delivery

9. Location type: residential area, construction site, remote site, restricted zone

10. Hazardous / dangerous goods status (UN number, class, packing group, SDS if applicable)

11. Truck/equipment requirements: van/box, tautliner, flatbed, reefer, tail-lift, crane, etc.

12. Vehicle access constraints: max truck length/height, low bridges, narrow roads, appointment-only sites

13. Inside pickup/delivery requirements (floor level, stairs, elevator, placement in-room)

14. Correct Incoterms® rule + named place (e.g., FCA Geneva, DAP Lyon) and payer responsibility

15. Special handling: temperature control, humidity, shock monitoring, tarping, secure chain-of-custody

16. Storage needs: pre-carriage storage, destination storage, dwell time expectations

17. Declared cargo value and insurance expectations (cargo insurance vs carrier liability)

18. Documentation requirements: invoice/packing list, certificates, export/import constraints, POD requirements

Add this sentence to every RFQ/quote request (high impact)

“Please confirm the all-in price and list all potential accessorial charges with their triggers. Any accessorial not disclosed and accepted in writing prior to shipment will be subject to dispute.”

Bottom line

Low base rates are meaningless if accessorials are uncontrolled. The professional approach is to treat a freight quote like a contract: provide complete shipment data, force written scope clarity, and require a transparent, auditable accessorial framework.