A vague request gets a vague quote. Share the right details upfront and you can compare truck quotes on the same facts, spot possible extras and plan a cleaner customer handover.
What this truck quote checklist is for
Use this checklist before contacting a transporter or confirming a booking. The aim is simple: describe the job clearly, agree what the quote covers and know what changes could affect it. Be specific—even details like a narrow entrance near your site or a loading point that differs from the main gate can matter.
1. Give the collection, delivery and access details
- Share the collection and delivery locations, with the full site address or clear directions for each.
- Explain where the vehicle should enter, stop and load or unload. Include access restrictions, narrow approaches, security procedures, stairs or other obstacles.
- Name a contact at each end and give the best way to reach them on the day.
- If you are coordinating around places such as Industrial Area, Athi River, Mlolongo or Ruiru, describe the exact site and access—not just the locality.
2. Describe the load clearly
- State what the goods are and how they are packed.
- Give the number of pieces, estimated total weight and dimensions of the pieces or overall load. If you know the volume, include it too.
- Flag anything oversized, fragile, awkward to carry or requiring special handling. Explain what care or equipment the goods need.
- Use your best available measurements, and say if any are estimates. Ask how a change to the load details could affect the quote.
3. Agree the collection window and handling plan
Give the date the goods will be ready and the collection window that works for your team. Then clarify who is responsible for loading and offloading, what help or equipment is expected, and what happens if the vehicle has to wait. If work outside normal hours or other special handling may be needed, raise it before booking.
Which extra charges should you ask about?
Ask the transporter to identify which of these are included in the written quote, which may be charged separately, and what would trigger an added charge:
- Loading and offloading
- Waiting time or detention, including any agreed allowance
- Out-of-hours work
- Special handling or equipment
- Changes to the load, dimensions, access or agreed plan
How do you compare truck quotes fairly?
Send each transporter the same shipment details and compare the written terms—not just the headline figure. Ask which vehicle and handling plan the quote assumes, whether another operator may be involved, and what changes could lead to a revised quote. Get the answers in writing so your team can work from the same plan.
Don’t miss the delivery handover
Prepare an order or delivery note, name the receiving contact and agree what record will confirm the goods and quantities handed over. A clear handover gives your team and your customer a shared reference if anyone needs to check what was sent or received.
Ready to plan your next delivery?
When you’re ready to send, start on the Send page to see the applicable options and prices for your parcel. Moveka is Kenya’s largest courier and one of Kenya’s most deeply connected courier networks—get your delivery details ready and take the next step.
