Courier quotation that keeps the account
Clients check a courier bill against their own records. Price each run under 20 km, waiting time in 15 minute blocks and after hours surcharges, and the monthly figure holds up.
- Same day runs, waiting blocks and after hours surcharges
- Runs times rate, totaled for a month of deliveries
- Edit free in your browser and send a PDF
What to put on a delivery quote template
A courier quotation has to price distance, time and urgency in a way the client can check against its own job sheets. This template puts runs, waiting time and surcharges on separate lines, so a medical practice, law office or retailer can see what a month of deliveries will cost before it signs. Swiftlane’s clinic contract loads as the sample in the quote maker, ready for your own rates.
Courier clients buy reliability, so spell out the service level as well as the price. Write the pickup and drop off points, the distance band, the delivery window, what counts as waiting, every surcharge and the vehicle you will send. Then a month of runs bills exactly the way the client expects it to.
- Pickup and drop off pointsAddresses or zones at each end, contact names, and any loading dock, reception desk or security sign in rules.
- Distance or zone bandsA price per run inside a band, such as under 20 km (about 12 miles), with a rate per extra mile or km beyond it.
- Service levelSame day, two hour, one hour or direct. State the booking cut off, for example orders placed by 2 pm delivered the same day.
- Vehicle and load limitsBike, car, van or small truck, with a weight and size limit per run. Anything bigger moves to a different rate.
- Waiting timeFree minutes at each stop, then a charge per 15 minutes. Clinics and building sites often keep drivers waiting, so this line protects your schedule.
- SurchargesAfter hours, weekend, holiday, fuel and extra stops, each with the trigger that applies it.
- Proof of delivery and handlingSignature or photo on delivery, chain of custody for specimens or legal papers, and temperature control when the goods need it.
- Volume and termExpected runs per day or week, the contract period and the date rates will next be reviewed.
Sample courier quotation with example prices
Swiftlane Couriers quotes Oakridge Medical for same day runs between two clinics, five days a week for one month. Twenty runs under 20 km at $28 each make $560. The quote also allows eight 15 minute waiting blocks at $9 and four after hours surcharges at $15, for a $692 subtotal. There are no optional lines and no deposit, because the account is billed monthly. The rates shown are examples.
| Item | Group | Qty | Rate | Amount |
|---|---|---|---|---|
| Same day run, under 20 km | Labor | 20 each | $28.00 | $560.00 |
| Waiting time Per 15 min | Labor | 8 each | $9.00 | $72.00 |
| After hours surcharge | Labor | 4 each | $15.00 | $60.00 |
| Subtotal before tax | $692.00 | |||
3 lines are filled in, from same day run, under 20 km to after hours surcharge. Put in your own courier rates, then download the PDF.
How to price courier and delivery work
Courier rates are usually built from a base charge per job plus a distance or zone rate, with time based extras for waiting and after hours work. Contract clients with regular runs often get a lower per run price in exchange for guaranteed volume over the month.
- Per run by zone or bandA flat price for any run inside a zone. Easy for clients to budget, and you set each band from your average time and cost per mile.
- Base charge plus distanceA pickup charge plus a rate per mile or km. Fairer for one-off jobs over varied distances; show the route and mileage you used.
- Hourly van and driverA vehicle and driver by the hour for multi drop routes or a dedicated driver for the day. Good when the stops change daily and distance is hard to predict.
- Monthly contract rateA set number of scheduled runs for a fixed monthly price, with any extra runs at the standard rate.
Your cost per mile includes fuel, tires, servicing, registration and wear on the vehicle itself, so work it out before you set bands. The overhead cost guide shows how to spread fixed vehicle costs across billable hours, and the markup calculator checks the margin on top.
Worked example: pricing a 30 mile van delivery
One-off jobs are best priced from cost upward. Every figure here is an example; use your own vehicle and driver costs.
- Cost per mileFuel, tires and servicing for the van come to an example $0.42 per mile.
- DistanceThe run is 30 miles out and 30 miles back empty, so 60 miles. 60 x $0.42 = $25.20 in running costs.
- Driver timeLoading, driving and unloading take 1.75 hours. At a loaded driver cost of $30 an hour, that is $52.50.
- Overheads and marginRunning costs and driver time total $77.70. Adding 35% for overheads and profit gives $104.90.
- QuoteRound to a $105 fixed price for the run, with waiting beyond 15 minutes charged at $9 per 15 minutes.
Return loads, traffic at the time of day, tolls, parking and how long the receiver keeps you waiting all move the numbers, so track actual times for the first month of any contract.
Courier inclusions and exclusions
Usually included
- Pickup and delivery between listed addresses
- Runs within the stated distance band
- Proof of delivery by signature or photo
- Up to 15 minutes waiting per stop
- Fuel within the agreed route
Excluded unless priced
- Runs outside the distance band
- Tolls, parking fees and ferry charges
- Items over the weight or size limit
- Dangerous goods unless agreed in writing
- Weekend and holiday runs
- Temperature controlled transport
Courier quote mistakes
Delivery margins are thin, so small gaps in a courier quote turn into real losses over a month of runs.
- Pricing the outbound miles only and forgetting the empty trip back.
- Having no waiting charge, so a clinic that holds drivers 40 minutes a day costs you a run’s worth of time.
- Leaving the booking cut off out of the quote, then being asked for same day service at 4:45 pm.
- Quoting a monthly rate without a run count, so volume creeps up at the same price.
- Skipping a rate review date, so fuel and wage rises come straight out of your margin.
- Not stating size and weight limits, then being handed a pallet at a car rate.
Courier quotation questions
How do I quote for courier work?
Find out the pickup and drop off points, how often, how urgent, and the size of the items. Price each run from your cost per mile and driver time, add overheads and margin, then add waiting time and surcharges as separate lines. For regular work, quote a per run rate with the expected monthly volume.
Do couriers charge per mile or per job?
Both. Many charge a base price per job that includes a set distance, then a rate per extra mile or km. Zone pricing, where every run inside an area costs the same, suits regular business clients because the monthly invoice is predictable. Related layouts for moving quotes and towing quotes are also in the template library.
Should waiting time be on a courier quote?
Yes. Offer a free window, often 10 to 15 minutes, then charge per 15 minutes after that. It keeps your schedule moving and gives the client a reason to have parcels ready. The sample allows eight waiting blocks across the month.
What is an after hours surcharge?
An extra amount added to runs booked or delivered outside your normal hours, such as before 7 am, after 6 pm or on weekends. Put the hours and the amount on the quote so the client knows exactly when the surcharge applies.
How long should a courier quotation be valid?
Thirty days for the offer is common, with contract rates fixed for a set period such as six or twelve months. Fuel prices move, so include a review clause or a fuel surcharge rule in longer agreements. The guide to quote validity has wording you can adapt.
Can an accepted courier quote become monthly invoices?
Yes. Once the client accepts, bill the runs completed each month at the agreed rates. WhizInvoice turns an accepted quote into an invoice in one click and tracks payment; see quote to invoice for how that works.
