# Switching freight forwarder and running a successful freight RFQ

You switch freight forwarders when the signals add up: ignored emails, no dedicated contact, repeated delays, opaque invoices, no visibility. Switching is less risky than it seems if you proceed in stages: scope your need, run an RFQ with a precise specification, compare the offers line by line (and not just on the base price), then migrate gradually while keeping an overlap. A good incoming forwarder knows how to organize the transition without interrupting your flows.

[Source](https://www.ovrsea.com/insights/en/guides/switching-freight-forwarder-rfq)

Language: en
Updated: 2026-10-16

Switching freight forwarders is daunting: you picture interrupted flows, lost history, weeks of disorganization. In practice, a well-run transition happens without disruption - and the cost of staying with a failing provider often far exceeds that of switching. You just need to know when to take the leap and how to go about it.

## The signs it's time to switch

An isolated incident is not grounds for a break. A recurring pattern is, if:

- your **emails go unanswered** or bounce from department to department;
- you **have no contact** who knows your file;
- **delays and damage recur** without anything improving;
- your **invoices are unreadable**, peppered with surprise fees;
- you **have no visibility** on the state of your shipments.

If these signals persist despite your follow-ups, the problem is not temporary: it is structural.

## Running a useful RFQ

A good RFQ starts with a clear specification. Document:

- your **lanes and modes** (Asia-Europe, transpacific, FCL/LCL, air, rail);
- your **annual volumes** and their seasonality;
- your **Incoterms** and transit-time requirements;
- your **customs and carbon reporting** needs;
- your **visibility and integration** expectations (portal, API).

Then ask the questions that reveal the service: who will my point of contact be? How will I be alerted to a delay? What fees might be added to the quote? The precision and speed of the answers during the RFQ faithfully predict the quality of the service that follows.

## Comparing apples to apples

The classic mistake is comparing "all-in" prices that do not cover the same items. Insist on the **line-by-line detail**: base freight, surcharges, origin and destination THC, customs clearance, final delivery. A very attractive base freight often catches up through add-on fees. And factor service into the equation: responsiveness, visibility, delay and customs management. The cheapest on paper is rarely the cheapest in total.

## Migrating without disruption

The transition is planned. A serious incoming forwarder:

1. retrieves your **history** and references;
2. takes over **shipments in progress** without interruption;
3. proposes a **gradual migration** (one lane or one flow first), with an overlap while it finds its footing.

This is the approach of OVRSEA, a digital freight forwarder with 64 offices in 15 countries, part of a French transport and logistics group (1,000 employees, 1,500+ clients): scope the need, organize a step-by-step transition, and provide a dedicated point of contact and a platform that centralizes everything from the start - so that switching freight forwarders is an immediate improvement, not a leap into the unknown.

## FAQ

### What are the signs it's time to switch freight forwarders?

When the warning signs add up: unanswered emails, no contact who knows your file, repeated delays and damage, unreadable invoices with surprise fees, no visibility on your shipments. An isolated incident can be managed; a recurring pattern that does not improve despite your follow-ups is the real signal that it is time to compare.

### How do I change freight forwarder without disrupting my supply chain?

Proceed in stages: scope your need and volumes, run a precise RFQ, select on overall value and not just price, then migrate gradually (one lane or one flow first) while keeping an overlap with the previous provider. A good incoming forwarder plans the transition, retrieves the history, and takes over shipments in progress without disruption.

### How do I run a freight RFQ tender?

Prepare a clear specification: lanes and modes, annual volumes, Incoterms, transit-time requirements, customs and carbon reporting needs, visibility and integration expectations. Ask for quotes itemized line by line and for references. Ask the right questions (dedicated contact, delay management, add-on fees): the quality of the answers during the RFQ predicts the quality of the service.

### How do I compare freight forwarder quotes apples to apples?

Compare on the same basis: insist on the detail of every line (freight, surcharges, origin and destination THC, customs, delivery), not just an 'all-in' price. Be wary of a very low base freight that catches up through add-on fees. Also factor service (responsiveness, visibility, customs) into the comparison: the cheapest on paper is rarely the cheapest in total.