More explanation below on basic information that will be needed at time of cargo booking:

1. Shipper information – Shipper name, address, contact person and contact information of the party requesting the quotation. If the quote is for a business or other entity, company or entity name is needed.
2. Shipper reference number – A transaction reference number is important to uniquely identify the quotation, enable the shipper to associate the quote with its internal records (e.g., quotation number, sales order, etc.), and then, if the shipment subsequently is made, tie it back to quotation at time of shipment.
3. Origin transportation point – The exact pick-up address or otherwise specified facility location where the shipment will originate is needed. If the quote will include delivery and/or inland freight to the ocean carrier CY, CFS or port terminal, the exact street address is needed. This information is also needed, even if the quote will not include the origin pick-up or inland freight, so that the most appropriate location can be selected to tender the cargo to the ocean carrier (e.g., inland or port area CY or CFS or, for non-containerized cargo, ocean port terminal).
4. Destination transportation point – Exact delivery address or otherwise specified facility location needed. This may be an ocean port or port area CY or CFS, or an inland CY or CFS, or, for a shipment under delivered terms (DDP), the delivery address of the foreign ultimate consignee.
5. Cargo description – A description of the cargo in sufficient detail for accurate carrier tariff (or service contract) classification purposes (both ocean carrier and connecting carrier(s)). For cargo to be exported, a detailed description of the cargo may also be important as an indication of possible export or import government restrictions or additional requirements which may apply to the shipment.
6. Cargo quantity and configuration – Number of packages or other items of cargo and the weight and dimension of each are needed, not only to compute total weight and cube, but also to determine if there are any items that will require special handling due to size or weight.
7. Special cargo characteristics and handling requirements – Will the shipment consist of or contain temperature controlled cargo, dangerous goods, or anything that will require servicing en route (such as livestock, materials that require a modified atmosphere or specific humidity, etc.)? For cargo that will move via a container vessel, are any items of cargo too long or too large to fit into any available size container? Are any items of cargo too heavy to move over the highway and/or be handled at a CFS or ocean terminal without special arrangements? Is there anything about the cargo that will make it more vulnerable to shipping risks, such as sensitivity to temperature extremes, for which special packaging, routing or carrier handling will be needed? If the answer to any of these questions is “yes,” then additional work and time may be needed to plan the shipment, and the shipping costs may be affected (i.e., increase).
8. Approximate date of shipment – Shipping rates and expenses are subject to change, often on very short or no notice. It is very important to tie the quotation to either a not-later-than date, or to make it clear that all costs are those currently in effect, and are subject to change without notice.
9. Deadline for shipment departure and/or arrival at destination – Once the cargo is available for shipment, how urgent will the shipment be? What is an acceptable transit time? Will routine surface transportation be adequate, or will higher-cost expedited movement or even air movement be necessary? It takes only a minute to check this issue with the shipper if it is not already clear from the shipper quotation request.
    It is equally important to inform the shipper of the approximate transit time for all quoted transportation—this can become as important an issue as cost at a future time.
10. Party responsible for freight & other charges – For goods being sold to a foreign buyer, the applicable trade terms (delivery terms) will specify this. Asking the shipper for the applicable trade term is the quickest way to get this information, and will also quickly indicate if the shipper is naive about international commerce or confused as to who will pay for each cost, in which case additional care, time and patience is needed.
11. Shipment value & insurance information – Shipment value may affect transportation rates, and in all cases a forwarder or transportation carrier should inquire as to whether or not the shipper wishes to include cargo insurance in the shipping quotation.
12. Documentation requirements – For international shipments, needed “shipping documents” become more complex and numerous. If documents other than a commercial invoice, packing list and transportation document(s) will be needed for export formalities and destination country customs clearance or for collection of the seller’s invoice (e.g., a documentary draft or preparation of documents pursuant to a letter of credit), who will prepare these documents? This affects forwarding fees and perhaps expenses with additional parties.
13. Special shipper or consignee requests, requirements or additional relevant information – Is there anything else the shipper or other party requesting the shipping quote knows, or should know, about the transaction that may affect the shipping quotation? A forwarder or carrier should always ask a shipper “Is there anything special or additional you can tell me about this shipment that may affect the routing, handling documentation or other needed arrangements?”