How to Write Disclaimers in Quotations

Overview

A freight forwarder's quotation is not merely a list of prices. It is an important practical document presented to the shipper that outlines the scope of work, cost coverage, responsibility limits, additional charges, cargo insurance, quotation validity period, force majeure, and the application of standard trading terms in international transportation.

If the exclusion clauses in the quotation are inadequate, disputes are more likely to arise after accidents, delays, or extra charges occur, such as "I thought it was included in the quotation," "I assumed insurance was also provided," or "Since it was delayed, the freight forwarder should be responsible."

This article organizes the approach to exclusion clauses and cautionary notes that should be included in freight forwarder quotations, linking them with standard trading terms, FCR, insurance guidance, additional charges, force majeure, and quotation validity periods. As the conclusion of this series, it explains the design of quotation clauses that can be used in practice.

Scope Covered in This Article

Item	Content Covered in This Article	Content Covered in Other Articles
Exclusion Clauses in Quotations	This article covers the concepts of validity periods, excluded costs, additional charges, schedules, force majeure, insurance, and standard trading terms that should be described in quotations.	The clause structure and legal review of the basic transaction contract itself are covered in articles related to the basic transaction contract.
Relation to Standard Trading Terms	This article addresses the practical approach of linking standard trading terms without concluding the scope of responsibility solely in the quotation.	The detailed composition, liability limitations, exemptions, and notification deadlines of standard trading terms are handled in articles on standard trading terms.
Relation to Marine Cargo Insurance	This article explains the concept of clarifying whether marine cargo insurance fees are included in the quotation, and who arranges the insurance.	Cargo insurance, insurance claims, policy terms, surveys, and subrogation are treated in cargo insurance-related articles.
Additional and Excluded Charges	This article organizes practical matters such as inspection fees, storage charges, Demurrage, Detention, re-delivery fees, and standby fees as costs outside the quotation.	The conditions for incurring each specific charge are covered in articles on local charges and additional fees.
Relation to FCR	This article discusses the practical significance of linking standard trading terms to FCR where there is no basic transaction contract.	The nature of FCR, differences from B/L, and precautions when issuing are dealt with in FCR-related articles.
Competitive Quotations and Information Leakage	This article addresses cautionary notes to prevent third-party misuse of transport designs, routes, cost structures, and agent information included in quotations.	Details about competitive quotations and information leakage risks are covered in articles about competitive quotations.

Exclusion Clauses Are Not About Avoiding Responsibility

Exclusion clauses in quotations may be perceived as wording intended to avoid liability. However, the purpose of exclusion clauses in actual logistics practice is to prevent freight forwarders from being imposed with unlimited risks that they do not inherently undertake.

Freight forwarders handle transportation arrangements, document preparation, customs clearance, cargo handling coordination, and communication with overseas agents, but they are not automatically responsible for all cargo accidents, delays, extra charges, regulatory stoppages, or the absence of cargo insurance arrangements.

Therefore, the quotation must clearly state "what is included," "what is excluded," "under what conditions costs may change," and "which risks the shipper should verify." Exclusion clauses serve not only to protect the freight forwarder but also to provide the shipper with accurate information for informed decision-making.

Basic Items to Include in Quotations

Quotations must clearly describe the underlying assumptions, not just the prices. Especially in international transport, changes in cargo details, quantities, weight, volume, route, shipment timing, port charges, local costs, exchange rates, and surcharges can affect costs.

• Quotation validity period
• Applicable cargo, quantity, weight, volume
• Applicable route, transportation mode, loading and discharge ports
• Costs included in the quotation
• Costs excluded from the quotation
• Potential changes in shipping line, airline, and local charges
• Space and schedule are not guaranteed
• Whether marine cargo insurance is included
• Declaration obligations for hazardous goods, special cargo, temperature-controlled cargo, etc.
• Application of standard trading terms

Presenting only the amount without including these items increases the likelihood of disputes later over the scope of the quotation and responsibilities.

Types of Exclusion Clauses and Their Practical Organization

Exclusion Clause Category	Risks if Not Included	Recommended Wording	Practical Considerations
Quote Validity Period	There may be claims that orders can be placed at the old quoted price.	State the validity period from the issue date, and that re-quotation is required after expiration.	Essential for shipments where freight, fuel surcharge, exchange rates, or local costs fluctuate frequently.
Scope of Quotation & Excluded Charges	Misunderstandings may arise that inspection fees, storage fees, re-delivery costs, D/O fees, CFS charges, etc. are included.	Clearly separate included and excluded charges and state that costs not in the quotation are additional.	“All-inclusive” or “lump sum” alone are insufficient. Break down by cost item.
Additional Charges	Forwarders may end up absorbing additional charges incurred by third parties.	State that costs from shipping lines, airlines, warehouses, ports, quarantine, or local agents are actual costs billed separately.	Maintain records of cause and billing basis.
Schedule	The planned dates in the quotation may be interpreted as guaranteed delivery dates.	State that schedules are estimated at the time of quotation and not guaranteed.	Prompt communication and alternatives must be offered if delays are identified.
Force Majeure & Third-Party Circumstances	Liability may be claimed even for delays caused by port congestion, weather, strikes, government procedures, or shortage of vessel space.	State that delays, extra charges, or damages caused by circumstances outside management control are not the forwarder’s responsibility.	Explain what is within and beyond management control.
Information Provided by Shipper	Forwarders may be held responsible for delays or extra charges caused by incorrect or omitted cargo information.	State that cargo name, quantity, weight, volume, dangerous goods status, temperature requirements, etc., are based on shipper declarations.	Especially important for dangerous goods, foodstuffs, pharmaceutical products, chemicals, and used goods.
Cargo Insurance	There may be misunderstanding that cargo insurance is automatically included.	State whether insurance premiums are included or excluded, and that separate instructions are required if insurance arrangement is desired.	Check whether insurance brokerage capability is available.
Dangerous Goods & Special Cargo	Disputes may arise over shipment refusal, delivery refusal, extra charges, or exclusion from insurance coverage.	State that dangerous goods, temperature-controlled, or special cargo require prior declaration and submission of documentation.	Check SDS, UN numbers, temperature conditions, and packing requirements.
Customs, Quarantine & Other Regulations	Disputes may arise over costs or delays caused by government inspections, detention, refusal, return, or disposal.	State that permits, regulatory compliance, composition, usage, labeling, etc., are the shipper’s responsibility to verify.	Forwarders arranging customs clearance do not guarantee import approval as a matter of course.
Competing Quotations & Information Use	Quotation routing, cost composition, and agent information may be leaked to other companies.	State that disclosure, forwarding, copying, and use by third parties are prohibited.	Especially important for detailed or special quotations.

Clause on Validity Period of Quotation

The quotation must always include a validity period. International transport costs fluctuate based on sea freight, air freight, fuel surcharges, exchange rates, local charges, port fees, warehouse fees, truck fees, and more.

Quotations without a validity period may cause shippers to claim that orders were placed under previous quotes. This is particularly important for shipments spanning months, peak seasons, vessel space shortages, air cargo, dangerous goods, or reefers.

Sample wording could be as follows:

This quotation is valid for ○ days from the issue date. Orders placed after the validity period will be subject to re-quotation after confirming costs, space availability, schedules, local charges, etc.

If an order is taken after the previous quote has expired, a response such as “We will reconfirm current conditions” should be sent to ensure records show that the old quote is not automatically valid.

Clause on Scope of Quotation and Excluded Charges

It is crucial to separately list included and excluded charges in the quotation. In international transport, in addition to sea and air freight, charges such as CFS charges, D/O fees, THC, port charges, warehouse fees, inspection fees, additional delivery costs, and local charges can arise.

If excluded charges are not clearly stated in the quotation, shippers may later claim these were included.

Sample wording could be as follows:

This quotation covers only the cost items listed. Customs inspection fees, fees for inspections by customs, quarantine, or relevant government authorities, storage fees, Demurrage, Detention, additional delivery charges, cancellation fees, holiday or overtime charges, and other costs not explicitly stated in this quotation are excluded.

Especially for import shipments where D/O fees, CFS charges, storage fees, inspection costs, domestic delivery costs, and free time overstay charges commonly cause disputes, clearly defining the scope of the quotation is necessary.

Clause on Additional Charges

In actual forwarder practice, additional charges unpredictable at the time of quotation may occur, such as port congestion, inspections, delivery delays, warehouse storage, re-delivery, truck waiting times, shipping line surcharge revisions, and local charge changes.

If the forwarder is expected to absorb all these, actual cost burdens become significant. The quotation should clearly state that costs incurred from third parties or changes in actual costs are borne by the shipper.

Sample wording could be as follows:

Costs incurred or modified by shipping lines, airlines, ports, warehouses, customs brokers, quarantine authorities, local agents, or other third parties will be charged separately as actual expenses.

Additional costs, inspection fees, storage charges, free time overage fees, waiting charges, redelivery fees, cancellation fees, etc. that cannot be predicted at the time of quotation will be borne separately by the customer after they occur.

Disclaimer Regarding Space and Schedule

The vessel or flight schedules stated in the quotation may reflect the schedule at the time of quoting but are not guaranteed. Schedules may change due to shipping or airline company circumstances, port congestion, weather, strikes, route changes, omissions of port calls, cargo left behind, and other factors.

If there is no schedule disclaimer in the quotation, there may be claims such as "the schedule was written in the quotation" when delays occur.

An example wording may be as follows:

The schedule stated in this quotation represents the schedule at the time of quoting and may be subject to change due to circumstances of shipping lines, airlines, ports, or local conditions. Except in cases attributable to our fault, we do not accept liability for damages caused by delays, omitted port calls, cargo left behind, route changes, or similar events.

However, in actual logistics practice, it is important to promptly inform the shipper when delay information is obtained and to propose alternative options within reasonable limits.

Force Majeure Clause

In international transportation, many events occur beyond the control of the freight forwarder, such as typhoons, earthquakes, tsunamis, wars, terrorism, port strikes, infectious diseases, port congestion, customs system failures, lack of vessel capacity, and airline cancellations.

When delays or additional costs arise from these events, the freight forwarder is not automatically liable. Including a force majeure or third-party circumstances disclaimer in the quotation is important.

An example wording may be as follows:

We shall not be held responsible for delays, additional costs, or damages caused by natural disasters, war, civil unrest, terrorism, strikes, port congestion, infectious diseases, legal or administrative procedures, or circumstances related to shipping lines, airlines, ports, warehouses, local agents, or other third parties, except when attributable to our fault.

The force majeure clause serves not only to exclude liability but also to clearly define the scope of what the freight forwarder can and cannot control.

Clauses Regarding Shipper Declarations

The freight forwarder bases quotations and arrangements on cargo information provided by the shipper. If cargo name, quantity, weight, volume, hazardous material status, temperature control requirements, import restrictions, packing condition, HS codes, place of origin, etc., are incorrect, quotations and arrangements may change.

Accurate information from the shipper is especially essential for hazardous materials, temperature-controlled cargo, food, chemicals, pharmaceuticals, used machinery, heavy cargo, and oversize cargo.

An example wording may be as follows:

This quotation is based on cargo information, quantity, weight, volume, cargo characteristics, packing condition, and transportation conditions provided by the customer. If any discrepancies, omissions, or changes occur in this information, costs, schedules, arrangement feasibility, and scope of responsibility may be affected.

Please provide accurate advance declarations for hazardous goods, temperature-controlled cargo, special cargo, and cargo subject to regulations. We assume no responsibility for damages, additional costs, or delays arising from omissions or inaccuracies in such declarations.

Clauses Regarding Cargo Insurance

Whether cargo insurance is included should always be clearly stated in the quotation. There is a common misunderstanding among shippers that "insurance is included if arranged through a freight forwarder," but cargo insurance is not automatically included.

The quotation must specify whether cargo insurance fees are included, excluded, or arranged separately upon request. Insurance confirmation is especially important for high-value cargo, used goods, temperature-controlled cargo, exhibition goods, hazardous materials, triangular trades, and FOB/EXW/FCA transactions.

An example wording may be as follows:

This quotation does not include cargo insurance premiums. Please instruct us separately prior to shipment if you wish to arrange cargo insurance.

The necessity of cargo insurance should be determined by the customer based on cargo value, cargo nature, packing condition, transportation conditions, Incoterms, and trade terms. We recommend verifying cargo insurance especially for high-value goods, used items, temperature-controlled cargo, fragile goods, exhibition goods, and triangular transactions.

Because ocean marine cargo insurance for overseas shipments requires specialized expertise, please consult a specialized marine cargo insurance agent as needed.

Distinction Between Insurance Guidance and Agency Services

When a freight forwarder provides information about insurance, it should confirm whether it is authorized to operate as an insurance agent. Freight forwarders that do not handle insurance agency operations should avoid actively recommending specific insurance products or definitively explaining coverage content.

At the same time, it is important in practice for freight forwarders to encourage customers to consider the need for cargo insurance. Ocean marine cargo insurance differs from general domestic property insurance, requiring expertise on Incoterms, insurable interest, insurance periods, ICC clauses, subrogation, and other specialized matters.

An example wording may be as follows:

If we do not arrange cargo insurance, please confirm the necessity and insurance terms with your own judgment. We recommend consulting a specialized marine cargo insurance agent as needed.

If we do not act as an insurance agent, we do not make any definitive statements regarding coverage details, claim payment likelihood, or policy suitability.

Relationship with Standard Trading Conditions

It is not practical to detail the entire scope of responsibilities solely within the quotation. Therefore, it is necessary to link the quotation to the standard trading conditions. Presenting standard trading conditions is especially important when doing business with shippers without a master contract.

The quotation should clearly state that the standard trading conditions apply and, if needed, provide links, attachments, back-page notes, or inclusion in the FCR so the shipper can review them.

An example wording may be as follows:

Our standard trading terms apply to this transaction. By placing an order based on this quotation, you agree to our standard trading terms.

The standard trading terms define the scope of our services, limitations of liability, exemptions, marine cargo insurance, shipper's declaration obligations, notification duties in case of accidents, handling of additional costs, and more.

Simply including a sentence in the quotation regarding standard trading terms may not be sufficient. In practice, it is important to combine the quotation, order confirmation emails, FCR, web postings, and attached documents to ensure that the shipper can confirm these terms.

Relation with FCR

When dealing with shippers without a basic contract, issuing the FCR with the attached standard trading terms becomes an important defense measure for the freight forwarder.

The FCR is used as a practical document to confirm cargo receipt or transport arrangements, but by attaching the standard trading terms, it becomes easier to clarify the forwarder's scope of responsibility, exemptions, liability limitations, whether cargo insurance is provided, shipper’s declaration obligations, etc., on a case-by-case basis.

Example wording could be as follows:

The FCR issued by our company is subject to our standard trading terms. The FCR is a practical document related to cargo receipt or transport arrangements and does not imply automatic inclusion of marine cargo insurance.

If you wish to arrange marine cargo insurance, please advise us separately prior to the issuance of the FCR or cargo acceptance.

While the FCR is not a cure-all, it is an important document linking the quotation and the standard trading terms to the actual shipment. It is important not to stop at the quotation stage but to reflect the same premise in post-order documentation.

Clauses Regarding Comparative Quotations and Information Use

In comparative quotations, transportation design, routes, cost compositions, overseas agent details, and local arrangements created by the freight forwarder may be shared or used by third parties via the shipper.

The quotation is not merely a price list but includes the forwarder's sales information and practical expertise. Therefore, it is advisable to include wording that restricts disclosure, forwarding, or use by third parties.

Example wording could be as follows:

This quotation and its contents are for the sole use of the quotation requester. Without our prior consent, do not disclose, forward, reproduce, or use any part of it to third parties.

The routes, cost compositions, local arrangement methods, cooperating company information, and overseas agent information contained in this quotation are based on our transportation design. Please refrain from sharing or using these with third parties before formal order confirmation.

Clauses Regarding Customs, Quarantine, and Other Regulations

Cargo may be stopped due to customs clearance, quarantine, food hygiene, pharmaceutical affairs law, foreign exchange law, chemical substance regulations, intellectual property rights, import restrictions, and other laws and regulations. Since these relate to cargo content, use, composition, labeling, permits, and transaction details, many of these points should be confirmed by the shipper.

Even if the forwarder arranges customs brokers or local agents, this does not automatically guarantee that the cargo is legally importable, that necessary permits have been obtained, or that labeling and composition meet the standards.

Example wording could be as follows:

Please confirm in advance with your side regarding customs clearance, quarantine, food hygiene, pharmaceutical affairs law, foreign exchange law, chemical substance regulations, intellectual property rights, and other relevant laws and regulations, including permits, regulatory compliance, labeling, composition, and usage.

We are not responsible for costs, delays, or damages arising from inspections, checks, detention, prohibition, disapproval, disposal, return, or additional procedures by relevant authorities, except for causes attributable to us.

Clauses Regarding Packaging and Cargo’s Specific Characteristics

Damage caused by inadequate packaging or the inherent nature of the cargo may fall outside the freight forwarder’s responsibility. Packaging, protection, labeling, and handling conditions are particularly important for cargos sensitive to moisture, liquids, powders, used machinery, precision equipment, temperature-controlled goods, and others.

Unless the forwarder overlooked an obvious external anomaly, it does not guarantee internal packaging or quality changes inherent to the cargo.

Example wording could be as follows:

Please confirm at your responsibility the packaging, interior packing, securing, protection, labeling, and transport suitability of the cargo. We shall not be responsible for damages caused by inadequate packaging, inherent cargo characteristics, aging, natural wear, quality changes, or insufficient resistance to temperature and humidity, unless due to our fault.

Clauses Regarding Dangerous Goods and Specialized Cargo

Dangerous goods, chemicals, lithium batteries, temperature-controlled cargo, heavy or long cargo, exhibition items, used machinery, and the like require different checks than usual shipments. Insufficient declaration from the shipper could lead to shipment refusal, air transport refusal, additional costs, delays, or accidents.

Example wording could be as follows:

Please provide accurate advance declarations for dangerous goods, temperature-controlled cargo, specialized cargo, heavy cargo, long cargo, exhibition items, used goods, and other cargo requiring special handling.

Confirmation of necessary documents, legal classification, transport eligibility, packaging standards, temperature conditions, and handling requirements may be required. We are not responsible for delays, additional costs, or damages arising from undeclared or inaccurate information or missing documentation.

Prohibited Expressions

Exemption clauses should not be written too broadly. Overly extensive exemptions or expressions that impose unnatural disadvantages on the shipper may damage trust in practice and risk invalidity in disputes.

Expressions to Avoid	Problem	Recommended Approach
We assume no responsibility in any circumstances	Too broad and difficult to explain in actual logistics practice.	Clearly state the premise that there is no reason attributable to our fault.
Regardless of our negligence, all costs will be borne by the shipper	This denies freight forwarder fault uniformly and can easily lead to disputes.	Divide the wording by cause, third-party costs, shipper declaration, force majeure, etc.
All damages will be covered if insurance is purchased	Ignores insurance terms, exclusions, uncovered damages, and insured amount.	Since coverage depends on the insurance terms, avoid definitive statements.
Schedule is guaranteed without exception	High risk due to many uncontrollable factors such as shipping lines, airlines, ports, customs, and weather.	Clearly state that the schedule is tentative and not guaranteed.
Customs clearance is guaranteed	Permits, regulatory compliance, and inspection decisions depend on authorities and cargo information.	Separate explanations of customs arrangement and import permit guarantee.
We will handle all accidents no matter what	Ignores conditions such as marine cargo insurance, carrier liability, shipper documentation, and surveys.	Differ between the scope of accident response support and the judgment of responsibility and coverage.

Cases That Often Cause Problems in Practice

Case	Common Issues	Documents to Check	Practical Notes
Case where an insufficient disclaimer clause in the quotation caused disputes over additional costs and lack of insurance	Disputes arise over whether inspection fees, storage fees, re-delivery costs, and lack of marine cargo insurance are included in the quotation.	Quotation, order confirmation email, invoice, insurance information, standard trading terms	Specify excluded costs, insurance premiums separately, and application of standard trading terms.
Case where order was placed without expiration date, followed by freight rate increase	The shipper expects to order at the old quotation price, but the freight forwarder considers re-quoting necessary.	Quotation, order email, freight rate revision notice, surcharge announcement	Clearly state quotation validity period and re-quoting after expiration.
Case where delay liability was questioned due to no schedule disclaimer	Disputes over whether the vessel schedule or arrival date was a guaranteed delivery date.	Quotation, schedule notification, delay notice, shipping company notice	Clearly state that the schedule is tentative and not guaranteed.
Case where failure to declare hazardous materials resulted in shipment refusal	Issues over responsibility to confirm hazardous material applicability and burden for additional costs or delays.	SDS, hazardous material declaration, Booking records, quotation terms, shipping company response	Clearly specify prior declaration obligation for hazardous and special cargo.
Case where customs inspection fees were misunderstood as included in the quotation	Disputes over whether costs and delays from customs inspection, quarantine, and other regulatory checks are part of the quotation.	Quotation, inspection notification, customs broker invoice, government notification	Clearly state that government inspections, quarantine, and permit-related costs are separate.
Case where quotation information was reused by others in a competitive bidding process	Route, cost structure, agent information, and local arrangements are shared with others.	Quotation, email forwarding history, shipper's request letter, competitor quotations	Include notes advising against third-party disclosure, forwarding, or reuse.
Case where FCR was not linked to standard trading terms	It becomes difficult to explain responsibility scope, marine cargo insurance, and shipper declaration obligation after order acceptance.	FCR, quotation, order confirmation email, standard trading terms	Align assumptions among quotation, FCR, and standard trading terms.
Case where liability was questioned due to cargo damage from poor packing	Issues over responsibility to check internal packing, securing, protective measures, moisture control, and temperature resistance.	Packing photos, packing list, accident photos, Survey Report, quotation terms	State that packing and cargo-specific characteristics are matters for shipper confirmation.

Verification Checklist

Check Point	Counterpart to Check With	Items to Confirm	Actions If Issues Arise
When preparing a quotation	Sales representative, operational staff	Quotation validity period, applicable cargo, route, included charges, excluded charges	Note the assumptions and conditions in the remarks section, not just the amounts.
When additional charges are expected	Shipper, sales representative, operational staff, local agent	Inspection fees, storage fees, waiting charges, redelivery fees, Demurrage, Detention	Clearly state in the quotation that such charges are extra and payable upon occurrence.
When presenting schedules	Shipper, shipping company, airline, agent	Vessel schedule, flight schedule, space availability, rolled cargo, delay risks	Indicate these are planned schedules and not guarantees.
When receiving cargo information	Shipper, sales representative, operational staff	Product name, quantity, weight, volume, hazardous materials applicability, temperature conditions, packing status	Assume shipper declarations as the basis and note possible costs and delays due to undeclared information.
When providing insurance guidance	Shipper, insurance representative, sales representative	Whether insurance premium is included, insurance arranger, insurance terms, insured amount	Clearly state if insurance is not arranged or to be arranged separately.
When customs or other regulatory concerns arise	Shipper, customs broker, operational staff	Licenses/permits, quarantine, food sanitation, pharmaceuticals and medical devices law, chemical substance regulations, intellectual property	Note that regulatory compliance should be pre-confirmed by the shipper.
When handling comparative quote cases	Shipper, sales representative, supervisor	Third-party disclosure, reuse of quotation information, agent information, transport planning handling	Include statements to refrain from disclosure, forwarding, or reuse by third parties.
When issuing FCR after order receipt	Shipper, operational staff, management	Standard trading conditions, cargo insurance presence, shipper declaration obligations, liability limits	Ensure the assumptions in the quotation and FCR match.

Forwarder's Scope of Involvement

Situation	Supportable Points	Points Not to Conclusively State	Practical Notes
Presenting quotation conditions	Organize and present quotation validity period, range of charges, excluded charges, and conditions for additional charges	Avoid ambiguously explaining that the quotation amount includes all charges	Separate included and excluded charges clearly.
Schedule notification	Inform of planned schedule at quotation stage, delay risks, and alternatives	Avoid stating schedule guarantees if there is no intention to guarantee delivery dates	Explain clearly the difference between planned schedule and guarantee.
Guidance on cargo insurance	Inform whether cargo insurance is included, need for separate arrangement, and advise consultation with specialized agents	Do not state that insurance fully covers all losses or that insurance payout is guaranteed	Confirm insurance terms, deductibles, and insured amount.
Customs and other regulatory compliance	Support confirming with customs brokers, guide necessary documents, assist with official inspections in practice	Do not guarantee customs clearance or regulatory compliance	Licenses, ingredients, usage, and labeling are matters for shipper confirmation.
Hazardous and special cargo	Confirm SDS, UN number, temperature conditions, packing conditions, and acceptance feasibility	Do not conclusively state there are no issues with regular cargo before reviewing documents	Avoid firm bookings until all necessary paperwork is obtained.
In case of accident or delay	Communicate with related parties, collect documents, contact insurance company, assist in Claim Letter preparation	Do not either assume full liability or deny all liability before cause investigation	Review quotation terms, standard trading conditions, and accident documents.

Comprehensive Template for Quotations

In actual logistics practice, including the following comprehensive clauses at the end or in the remarks section of quotations serves as a fundamental safeguard.

This quotation is based on the stated cargo, quantity, weight, volume, route, shipping period, and transport conditions. If any of these conditions change, charges, schedule, feasibility of arrangements, and scope of responsibility may also change.

The validity period of this quotation is ● days from the date of issue. After expiration of this period, a re-quotation will be required. Charges incurred or changed by shipping companies, airlines, ports, warehouses, customs brokers, quarantine agencies, local agents, or other third parties will be invoiced separately as actual costs.

The schedules indicated in this quotation are planned at the time of quotation and may be subject to change due to shipping company, airline, port, local circumstances, weather, strikes, legal and official procedures, or other factors beyond our control.

This quotation does not include cargo insurance premiums. If you wish to arrange cargo insurance, please instruct us separately before shipment. It is recommended to confirm cargo insurance especially for high-value cargo, used goods, temperature-controlled cargo, fragile cargo, exhibition items, and triangular trade transactions.

Please provide accurate prior declaration for hazardous cargo, temperature-controlled cargo, special cargo, and legally regulated cargo. We accept no responsibility for delays, additional costs, or damages resulting from undeclared or inaccurate information unless attributable to our negligence.

Our standard trading conditions apply to this transaction. This quotation and its contents are for the exclusive use of the requesting party and should not be disclosed, forwarded, duplicated, or reused for third parties without our prior consent.

Case Example 1: Insufficient Exemption Clauses Cause Issues with Additional Charges and Unarranged Insurance

In an import case, the forwarder submitted a quotation to the shipper that included sea freight, CFS charges, and domestic delivery charges. However, the quotation lacked statements about validity period, presence of cargo insurance, additional charges, inspection fees, storage fees, and application of standard trading conditions.

After the cargo arrived in Japan, a customs inspection was conducted, which extended the storage period at the CFS. As a result, storage fees, inspection attendance charges, and domestic delivery rearrangement costs were incurred. Furthermore, exterior damage was discovered after the inspection, but marine cargo insurance had not been arranged.

When the freight forwarder invoiced the additional charges, the shipper claimed, “The estimate included domestic delivery,” “We were not informed that storage fees or inspection costs would be separate,” and “I assumed insurance was usually included.” The forwarder lacked clear documentation to show that additional charges were separate costs, insurance fees were not included, and standard trading terms applied.

In this case, if the estimate had clearly stated, “Inspection fees, storage fees, and redelivery costs are additional,” “Marine cargo insurance fees are not included,” and “Standard trading terms apply,” it might have significantly reduced disputes over additional charges and unarranged insurance.

Example 2: Freight rate increased after order placed without expiry date

In an export case, the freight forwarder submitted a quote including ocean freight at the beginning of the month. However, the estimate did not specify a validity period. The shipper saved the quote and placed the order at the same price several weeks later.

During that period, the shipping carrier’s freight rates and surcharges were revised, and the forwarder risked losses by arranging at the original price. The forwarder explained, “A re-quote is needed based on current rates,” but the shipper argued, “The estimate does not state any validity period.”

In this case, specifying “Valid for ○ days from the issue date” and “Re-quote required after expiry” on the estimate could have reduced the risk that the buyer would expect to place orders under the old conditions. Validity periods in international transport quotes are not mere formalities but basic conditions to protect the company from rate fluctuations.

Example 3: Held liable for delay without schedule disclaimer

In an import case, the estimate included the scheduled vessel departure date and arrival date. However, it did not clearly state that these dates represented the schedule at the time of estimate and could change due to carrier circumstances or port conditions.

Subsequently, congestion at the port and vessel delays caused late arrival. The shipper argued, “Since the arrival date was written in the estimate, the forwarder should bear liability for the delivery date.” Although the forwarder explained the delay was due to the carrier, there was weak language in the estimate and insufficient documentation clarifying there was no guarantee of delivery dates.

In this case, if the estimate had clearly stated, “Schedule reflects the plan at the time of estimate and is not guaranteed” and “Dates may change due to carrier, port, or weather conditions,” disputes over delay liability might have been reduced.

Common Misunderstandings

Common Misunderstanding	Actual Understanding	Practical Notes
Exclusion clauses are an excuse to avoid responsibility	They are practical terms clarifying risks not assumed or events outside the scope of control.	Wording should explain the scope of business, not just evade responsibility.
The stronger the wording, the safer it is	Overly broad exclusions or unilateral terms damage trust and can cause problems during disputes.	Draft clear and explainable scope of exclusions.
It is enough if it is written in the estimate	It is important that the estimate, order email, FCR, standard terms, and insurance guidance are consistent.	Ensure the entire order process is based on the same assumptions.
Marine cargo insurance is usually included in the estimate	Marine cargo insurance does not automatically apply and often needs to be arranged separately.	Always clarify whether insurance fees are included or excluded.
Schedule entries guarantee delivery dates	Schedules usually reflect planned dates at the time of estimate and are not guaranteed.	Separate planned dates from guarantees in writing.
Arranging customs procedures guarantees import clearance	Customs arrangement and guaranteeing compliance with laws or obtaining approvals are different matters.	The shipper should verify regulatory compliance, use, composition, and labeling.
Non-hazardous goods are not special cargo	Temperature-controlled cargo, heavy items, secondhand goods, exhibition items, fragile cargo, etc., also require special confirmation.	Make non-hazardous special conditions subject to prior declaration.
It is natural to show quotes to competitors in price comparisons	Quotes may include logistics design and agency information, which are business know-how.	Include notes discouraging disclosure, forwarding, or reuse by third parties.

Practical Notes

Exclusion clauses in estimates are not just for writing and finishing. It is important that they are presented to the shipper and accessible for their review. Merely small print at the bottom of the estimate without reference to the standard trading terms weakens the protection.

Also, if the content of the estimate, order email, FCR, and standard trading terms are inconsistent, it becomes difficult to explain during an incident. For example, it is risky if the estimate states “insurance separate,” but the sales email ambiguously says, “insurance is also okay.”

In practice, the notes on the estimate, email wording, FCR, standard trading terms, and internal procedures need to be aligned as one. Exclusion clauses operate not only through written wording but throughout the entire order process.

Summary

The freight forwarder’s estimate is not merely a price list. It is an important practical document indicating the scope of work, costs, liability, marine cargo insurance, additional charges, force majeure, and application of standard trading terms.

Exclusion clauses in estimates need to clearly specify validity periods, excluded costs, additional charges, schedule changes, force majeure, declarations by shippers, marine cargo insurance, hazardous or special cargo, customs/quarantine/other laws, and prohibitions on information misuse.

However, it is not necessary to conclude everything with the quotation alone. In the quotation, it is practical to briefly state the important assumptions and link the details to the standard terms and conditions or the FCR. Organizing the quotation, order confirmation email, standard terms and conditions, FCR, and insurance information as a whole is fundamental to protecting the freight forwarder themselves and preventing disputes with the shipper.