Reading an import quotation: scope, charges and applicable conditions
Compare the same scope before comparing prices; distinguish confirmed charges, estimated charges and work not included.
Read the scope before looking at the total amount
Two quotations with different totals may describe different scopes of work. One may quote delivery to an intermediate receiving point, while another includes delivery to an address; one may use estimated measurements, while the other uses actual package quantities. Therefore, the total amount is meaningful only when the inputs and scope are sufficiently comparable.
First, check which product the quotation is for, the quantity, and the pickup and delivery locations. Determine whether this is a service quotation or includes the price of the goods. If any data has not been confirmed, request that the assumptions used be clearly stated.
1. Compare each cost category
Separate the categories: the price of goods, if any; collection and domestic delivery in China; counting, storage and packing; transportation; document processing; taxes and related obligations if estimated; domestic delivery in Vietnam; and TBS services. Not every shipment incurs every category.
Each line item should state the work, unit of calculation, quantity used for calculation and paying party. Pass-through charges or fees collected by suppliers should be distinguished from service fees. For package quotations, request a list of included and excluded work so that comparison remains possible.
2. Check the measurement basis and delivery conditions
For charges that depend on weight or volume, ask where the figures are taken from and at what time. Product dimensions before packing may differ from package dimensions. Additional packaging, protective frames or changes in cargo arrangement may change the calculation data.
The service endpoint must be specific. Delivery to a consolidation point, delivery to a warehouse gate and moving goods into the place of use are not the same scope. Confirm separately any lifting, delivery appointment and site-access requirements if they affect the work.
3. Distinguish confirmed charges from items requiring review
A quotation should clearly state items with an established basis and items that are still estimated. If the person in charge does not yet have sufficient product data to review documents or related obligations, ask what information needs to be supplemented and when confirmation can be provided.
Do not interpret blank fields or lines marked “not included” as free of charge. Nor should you infer that an estimated tax item means that all product requirements have been concluded. The results of professional reviews must relate to the specific goods and arrangement.
4. Read validity, currency and payment milestones
Look for the issue date, validity period and quotation version. If multiple currencies are involved, the method for determining the applicable exchange rate under the agreement and the reference date should be clearly stated. Check which work or documents each payment installment is tied to.
When confirming an order after the validity period or changing quantity, location, packing or delivery schedule, request reconfirmation. Keep the agreed version together with adjustment communications so that all parties use the same basis.
5. Compare documents according to the transaction arrangement
Customers importing in their own name and customers using entrusted import services have different allocations of responsibility. Therefore, determine who provides information, who is named on each document and who receives the handover documents. State document usage needs when reviewing the arrangement.
The list of documents must match the actual transaction. Do not treat a series of labels such as VAT, C/O or quality certification in promotional materials as an automatic commitment that everything will be available for every shipment. Ask for the specific document name, applicable conditions and the contact responsible for confirmation.
6. Agree on how to handle additional items
Any additional item should describe the change, reason, comparison data, cost impact and timeline impact. The parties should designate the person authorized to approve and the method of recording this before new work is performed.
At handover, compare the completed scope with the quotation and approved changes. If there are discrepancies, retain the shipment code, related documents and response details for discussion with the appropriate contact. Do not compare only a total amount while overlooking the work components.
Five questions to finalize with the person in charge
What goods data and scope is the quotation based on? Where is the final delivery point? Which charges are estimated or not included? Under which arrangement are handover documents confirmed? If changes arise, who approves them and which quotation version is used?
A clear quotation helps both parties understand the work required and the conditions for carrying it out. The above content is a practical discussion framework, not a price list, tax conclusion or substitute for a contract for a specific shipment.