Enquiry and quotation preparation
Preparing a useful special transport enquiry
A good enquiry is defined by reliable technical inputs, not by its length. It should show what is known, what remains provisional and which interfaces affect delivery.
Published 2026-09-01Reviewed 2026-09-01
The minimum information set
Provide the cargo description, maximum dimensions, unit mass, quantity, collection point, delivery point and expected programme. Label estimates rather than presenting them as final values.
- Loaded envelope for each item
- Mass, quantity and sequence
- Precise collection and delivery locations
- Technical contact details
Describe how the cargo can be handled
Drawings, photographs, centre-of-gravity information and approved support points inform trailer selection, restraint and load positioning.
State whether tilting, rotation, overhang or temporary support is prohibited or subject to engineering approval.
Collection and delivery interfaces
Include working hours, gate dimensions, manoeuvring areas, lifting arrangements, ground conditions and internal traffic rules.
These interfaces determine whether the requested scope is transport only or a coordinated delivery operation.
Route and third-party requirements
Share any mandatory corridor and every known constraint. Where the route is open, identify whether route work, permits, escorts or traffic support should be included.
A quotation should separate confirmed activities from items that depend on later surveys or authority decisions.
Managing assumptions commercially
Unconfirmed dimensions, estimated mass or an unseen entrance create assumptions. Recording each one makes the quotation auditable and shows what may change the method or cost.
Closing critical information early reduces the likelihood of redesigning resources or programme.
Package the enquiry for review
Use one controlled data sheet, attach current drawings and highlight revisions. A short technical clarification call is often the fastest way to remove contradictory information.
Final technical checklist
- Dimensions for every cargo type
- Mass and centre of gravity where available
- Exact collection and delivery points
- Loading and unloading arrangements
- Programme and known constraints
- Required permit and escort scope
Frequently asked questions
Can budget figures be prepared from preliminary dimensions?
Yes, provided the estimate and its assumptions are identified and validated before resources are committed.
Why are access photographs useful?
They reveal visible space, gradient and surface constraints, although they do not replace a survey where risk warrants one.
Are permits automatically included?
Not necessarily. The quotation should state whether administrative work, route studies and support services are included.
