Used Truck Quotation Checklist: Compare the Full Scope

Describe the application, load or trailer, road conditions, destination, quantity and budget. Specify the vehicle form, steering side, preferred configuration and acceptable year and condition range. For a tipper include material and body needs; for a tractor head include trailer information; for a tanker identify the liquid, working capacity and equipment requirement.

Ask each supplier to respond with actual-unit details and to identify any departures from your request. Keep preferred specifications separate from mandatory destination requirements. Do not compare an offer that meets an essential requirement with one whose compliance is still unknown as though both are equivalent.

Check whether the price is per unit or for the whole order, and whether the body, trailer or fitted equipment is included. Link the quotation to current photos, identifying details, specifications and inspection findings. For multiple trucks, request a unit-by-unit schedule because year, mileage, components and condition may differ.

Record the repairs and preparation included in the price, the evidence required to accept them and the items the buyer will handle after arrival. A new coat of paint, a replacement tire set and an engine repair are different deliverables. Avoid treating an unspecified refurbishment promise as an all-inclusive mechanical guarantee.

If the offer uses Incoterms, include the exact rule, named place or port and version. ICC explains these rules as a framework for allocating delivery responsibilities, costs and risks. The three-letter label should be read with the actual sales contract and transport arrangement; it does not identify the truck, settle its condition or define a warranty.

Do not equate freight paid to a destination with risk transferring only on arrival. For a CIF offer, ask the seller and forwarder to explain the insurance scope and any remaining destination charges. For container or other handling arrangements, have them confirm the appropriate term rather than selecting FOB simply because the journey includes a ship.

Begin with the agreed vehicle and included preparation. Add only costs outside that offer: additional inspection or work, origin handling, carriage, insurance, destination charges, import-related costs, onward transport and agreed local preparation as applicable. Identify the responsible person and evidence source for every figure. Get destination figures from your broker for the actual vehicle rather than copying another country's estimate.

For example, if freight is already included in the offer, do not add the same freight quotation again. If terminal handling is excluded, leave it as a separate amount to confirm. Keep a possible repair allowance distinct from contracted repairs and confirmed charges. This worksheet organises quotations; it does not provide a live price, freight rate, tax calculation or guaranteed landed cost.

Vehicle availability, exchange-rate assumptions and carrier quotations can change on different dates. Record each offer's currency, expiry and booking conditions. Before payment, verify the contracting party and beneficiary through a known contact channel and resolve any unexplained difference. Ask the seller to document inspection and acceptance milestones, preparation completion and the evidence needed before loading.

Write down any warranty that is actually offered, including coverage, limits, exclusions and the process for a claim. Where no warranty has been agreed, leave that explicit. Keep the accepted quote, unit evidence, repair list, shipment plan and destination review together so the loading decision refers to the same vehicle and scope you priced.