August 1, 2026
A shipper’s guide to the freight RFP process
A Request for Proposal (RFP) can help you secure better rates and service. Learn how to prepare, run, and evaluate a freight RFP to build a stronger carrier network.
Running a formal Request for Proposal (RFP) process for your freight can feel like a daunting task, especially when you are already busy managing daily operations. Many businesses stick with their current carriers simply to avoid the complexity of a formal bid. However, a well-executed RFP is one of the most powerful tools available for controlling costs and improving service levels. This guide breaks down the process into clear, manageable steps to help you secure the right partners for your shipping needs.
What is a freight RFP and when should I use one?
A freight Request for Proposal, or RFP, is a formal process where you invite multiple transportation carriers to bid on your shipping lanes. You provide detailed information about your freight volume, specific lanes, and service requirements, and interested carriers submit their rates and proposals. Shippers typically run an RFP annually or when they experience significant changes in their business, such as opening a new facility, launching a new product line, or seeing a consistent drop in service quality. It is a strategic tool to benchmark your current rates against the market, discover new carrier partners, and secure capacity for the upcoming year. For companies with significant and consistent shipping volume, an RFP is the standard method for establishing a cost-effective and reliable carrier base.
What key information should I include in my freight RFP?
A successful freight RFP requires clear and comprehensive data to ensure you receive accurate, comparable bids. You should always include detailed historical shipping data from the last 6 to 12 months. This data must cover origins and destinations by zip code, shipment frequency per lane, average weight and dimensions, and freight class for all LTL movements. Be explicit about your service requirements, including transit time expectations, required equipment types like liftgates or temperature control, and any special handling needs. Also, provide a clear timeline for the entire RFP process: the deadline for questions, the final submission date, and when you expect to make a decision. The more precise information you provide, the higher the quality of the proposals you will receive from carriers.
How do I decide which carriers to invite to my RFP?
Selecting the right mix of carriers to invite is critical for a competitive RFP process. Start with your incumbent carriers, as they already understand your business and you can evaluate their new proposal against their current performance. Next, identify carriers that have a strong operational presence in your key regions. A carrier with a dense network in your primary shipping lanes can often provide more reliable service and better pricing. You can discover these carriers through industry directories, trade shows, or by asking for recommendations from other shippers in your network. It's wise to include a mix of large national carriers, strong regional players, and any niche specialists that fit your needs. Inviting between five and ten qualified carriers usually creates a healthy competitive environment without becoming overwhelming to manage.
How do I compare the responses from different carriers? Is the lowest price always the best?
Comparing RFP responses requires looking beyond just the bottom-line cost. While price is a major factor, the cheapest rate is not always the best value. Create a scorecard to evaluate each proposal across several key criteria. First, analyze the pricing structure. Did the carrier bid on all your lanes or only the ones they prefer? Look closely at their fuel surcharge program and accessorial fee schedule, as these can significantly impact your total cost. Next, evaluate their proposed service levels and transit times against your requirements. Review their financial stability, safety ratings, and available technology, such as their tracking portal. A slightly more expensive carrier that offers superior reliability, better communication, and fewer surprise fees can often result in a lower total cost of ownership and fewer operational headaches. The goal is to find the best overall value, not just the lowest per-mile rate.
What are common mistakes shippers make when running a freight RFP?
One of the most common mistakes shippers make is providing incomplete or inaccurate data in their RFP. Using spotty or outdated shipping history leads to vague proposals from carriers, making an apples-to-apples comparison impossible and often resulting in rate adjustments later. Another frequent error is focusing exclusively on price while ignoring carrier service metrics, capacity commitments, and financial health. This can lead you to partner with an unreliable carrier that causes service failures and damages customer relationships. Finally, many shippers fail to provide feedback to the carriers who were not selected. Taking a few moments to inform them of the decision and why they were not chosen is a professional courtesy that maintains good relationships for future bids. A well-run process respects the time and effort all participants invested.
We don't have time for a full RFP. Are there other options?
For many small and medium-sized businesses, the time and data analysis required for a formal RFP process are simply not feasible. The good news is you can still achieve competitive pricing and reliable service without running a massive bid every year. An alternative is to partner with a modern freight service provider that handles carrier procurement and negotiation on your behalf. For example, the Freight Mastery team has personally moved more than $100 million in freight and leverages that buying power to establish favorable rates with a network of vetted carriers. Instead of shippers constantly managing RFPs, our members get immediate access to our pre-negotiated Mastery Rates. This model, which uses a predictable membership fee instead of a variable markup on each shipment, allows members to typically save 10-20% on their freight spend while outsourcing the entire procurement process.