---
title: "How Road Freight Rates Are Set: 8 Factors Behind Your Quote"
description: "What decides a road freight quote: route, FTL or LTL, return loads, border waits, fuel, customs and timing. Plus a checklist for an accurate price."
url: https://dealtilogistics.com/en/insights/how-road-freight-rates-are-set
language: en
date_published: 2026-10-13
date_modified: 2026-10-26
author: "Dealti Insights"
publisher: "Dealti Logistics"
---

# How Road Freight Rates Are Set: 8 Factors Behind Your Quote

_In short_

- A road freight rate is built from the carrier's real costs plus the conditions of the specific trip.
- In a French long-distance cost survey (CNR, 2024), driver costs were about 29% and diesel about 22% of the total; much of the rest depends on time, not kilometres.
- Eight factors explain most price differences: distance and route, shipment size and mode, return load balance, border and ferry time, fuel, transit documents and customs, cargo type and handling, and timing.
- In shared transport the price is based on chargeable weight, so bulky and non-stackable cargo costs more than its actual weight suggests.
- Eurostat reports that 21.8% of EU road freight vehicle-kilometres were run empty in 2025, which is why direction and return loads affect the rate.
- A freight rate normally covers transport; customs brokerage, duties, cargo insurance, detention and storage are usually separate.

A road freight rate is the price a carrier charges to move a shipment from one point to another, and it is built from the carrier's real costs (driver, fuel, vehicle, tolls, overheads) plus the conditions of that specific trip. Eight factors explain most of the difference between two quotes: distance and route, shipment size and mode, return load balance, time lost at borders and ferries, fuel, transit documents and customs, cargo type and handling, and timing. This article explains each one, so you can read a quote, compare two of them fairly and give a carrier the information needed for an accurate price.

## What a Carrier's Cost Is Made Of

Before looking at what changes a quote, it helps to know what a truck costs to run. The French National Road Committee (CNR) surveys long-distance articulated trucks every year, and its breakdown is one of the most detailed public references in Europe.

| Cost item | Share of total cost (2024) |
| --- | --- |
| Driver wages and related costs | about 29% |
| Diesel | about 22% |
| Company overheads | about 14% |
| Vehicle ownership (tractor and semi-trailer) | slightly above 12% |
| Maintenance and tyres | about 8% |
| Tolls and infrastructure charges | about 6% |

These are French figures, and the exact shares differ from country to country and from route to route. The structure is what matters: roughly half of the cost of a long-distance truck is the driver and the fuel, and a large part of the rest is tied to time, not to kilometres. A truck that stands still continues to cost its owner the driver, the vehicle and the overheads. That single point explains several of the factors below.

## The 8 Factors Behind a Road Freight Quote

### 1. Distance and Route

Distance is the obvious starting point, but the route matters as much as the kilometres. Between the same two cities there are often several ways to go, with different tolls, transit fees, border crossings and total duration. On our [Turkey to Central Asia road routes](/en/insights/turkey-central-asia-road-routes), typical end-to-end times to Almaty are 16 to 19 days via the Russia transit route, 19 to 22 days via Azerbaijan and 25 to 29 days via the Caspian ferry. A route that keeps the truck and driver occupied for ten more days is a different cost, even if the map distance is similar.

This is why a quote always refers to a specific route, and why a change of route after booking, for example because a border is congested, can change the price.

### 2. Shipment Size and Transport Mode

The second question is how much of the truck you need. With [full truckload (FTL)](/en/insights/full-truckload-ftl) you pay for the whole vehicle, whether or not you fill it. With [less than truckload (LTL)](/en/insights/less-than-truckload-ltl) you pay for the space you use, and the truck is shared with other shippers.

In shared transport the price is not based on actual weight alone. It is based on [chargeable weight](/en/insights/chargeable-weight), which is the higher of the actual weight and the weight equivalent of the space the cargo occupies, usually measured in [loading metres (LDM)](/en/insights/loading-metre-ldm). Light but bulky cargo, such as furniture or insulation, is priced by the floor space it takes. Whether pallets can be stacked matters for the same reason: non-stackable pallets use the full height of the trailer above them.

You can check these numbers yourself with the [LDM calculator](/en/tools/ldm-calculator) and the [volume calculator](/en/tools/m3-calculator), and the [FTL or LTL tool](/en/tools/ftl-or-ltl) helps with the choice between the two modes. The full comparison is in [FTL vs LTL: Choosing a Road Freight Mode](/en/insights/ftl-vs-ltl).

### 3. Return Load Balance

A truck that delivers your cargo has to go somewhere next. If there is a paying return load, a [backhaul](/en/insights/backhaul), waiting near the delivery point, the outbound trip only has to cover its own costs. If there is not, the carrier must price in the kilometres the truck will run empty afterwards.

[Empty running](/en/insights/empty-running) is a measurable part of the industry. According to Eurostat, 21.8% of all road freight vehicle-kilometres in the EU were run empty in 2025; the share was 26.0% in national transport and 12.9% in international transport. Those are EU averages. On corridors where trade flows are uneven, the direction with fewer loads is typically cheaper than the direction with more, because carriers compete for whatever cargo brings the truck back.

For a shipper this means that the same distance can have two different prices depending on the direction, and that prices on a lane can move when the trade balance on that lane changes.

### 4. Time Lost at Borders and Ferries

On international routes a large part of the journey is not driving. Trucks wait in border queues, at customs offices in [transit countries](/en/insights/transit-country) and, on some routes, for ferry space. As the cost breakdown above shows, the driver, the vehicle and the overheads are paid for every one of those days.

Carriers therefore price a route on the number of days the truck is realistically tied up, not on the best case. A crossing or a sea leg that is known for long and unpredictable waits makes the route more expensive, and it also makes it harder for the carrier to plan the next load. The capacity limits of the Caspian crossing, described in our article on [the Middle Corridor](/en/insights/what-is-the-middle-corridor), are an example of a bottleneck that shows up in both transit time and price.

### 5. Fuel

Fuel is the most volatile of the large cost items. In the CNR breakdown it was about 22% of the cost of a long-distance truck in 2024, and it has ranged between roughly 20% and 27% over the past decade as diesel prices moved.

The effect on rates can be fast. The European road freight rate benchmark published by Transport Intelligence, Upply and IRU reported that in the second quarter of 2026 the contract rate index rose 7.9 points to 148.0 and the spot rate index rose 14.6 points to 146.8, while cross-border volumes between major EU economies fell by 1.6%. The increase was attributed mainly to fuel and operating costs: diesel averaged about 27% above its level a year earlier. Prices went up while demand went down, which shows how directly cost feeds into rates.

In the industry, fuel risk is handled in two common ways. A quote can be valid for a short period only, or a longer contract can include a fuel adjustment clause that moves the rate when diesel passes an agreed threshold. If you are comparing quotes, check how long each one is valid and whether fuel is fixed or adjustable.

### 6. Transit Documents and Customs

Crossing borders requires documents, and documents have a cost. A shipment in transit moves under a [T1 or a TIR Carnet](/en/insights/t1-vs-tir-carnet), and the choice between them depends on the route and affects both cost and border time. The export and import [customs declarations](/en/insights/customs-declaration) are usually prepared by a [customs broker](/en/insights/customs-broker) for the shipper and the consignee.

Two quotes can differ simply because one includes these items and the other does not. A transport price normally covers the transport. Customs brokerage, duties and taxes at destination are separate unless the quote says otherwise. Duties and taxes in particular are not a transport cost; they are owed to the customs authority of the importing country.

### 7. Cargo Type and Handling

What you ship decides which vehicle is needed and how much work loading takes. Standard palletised goods travel in a standard tilt trailer. Temperature-controlled goods need [refrigerated transport](/en/service/refrigerated-transportation), which costs more to buy and to run. Cargo that exceeds standard dimensions or weights needs [heavy transport](/en/service/heavy-transport) equipment and often permits and route planning. Each of these narrows the number of suitable trucks, and a smaller pool of trucks usually means a higher price.

Handling time counts as well. A quote assumes that loading and unloading are completed within an agreed [free time](/en/insights/free-time). If the truck is kept waiting beyond it, the carrier may charge [detention](/en/insights/detention-demurrage). Side loading or top loading, a ramp or no ramp, a forklift on site or not: these details decide how long the truck stands at your door.

### 8. Season, Lead Time and Market Conditions

Truck capacity is not constant through the year. Before holidays, at the end of quarters and during harvest or peak retail periods, more shippers look for trucks at the same time and prices rise. Winter adds its own uncertainty on mountain and sea sections of long routes.

Lead time works in the same direction. A request for a truck tomorrow is filled from the trucks that happen to be free tomorrow, at the price of that day. A request with a week or two of notice lets the carrier plan the vehicle and the return load, which is usually reflected in the rate. This is also the difference between spot and contract rates: a spot rate is the price of one shipment in today's market, a contract rate is an agreed price for regular volume over a period, generally more stable in both directions.

## What a Quote Usually Includes and What It Does Not

Practice differs between carriers, so the table below is a general guide and not a rule. The wording of the quote itself decides.

| Item | Usual treatment |
| --- | --- |
| Transport from loading point to delivery point, driver, fuel, tolls on the agreed route | Included in the freight rate. |
| Carrier's liability under the CMR Convention | Applies by law to international road carriage and is limited by weight; see [CMR insurance](/en/insights/cmr-carrier-liability-insurance). |
| Insurance for the full value of the goods | Separate. [Cargo insurance](/en/insights/cargo-insurance) is arranged by the shipper or consignee, or on request. |
| Customs brokerage, export and import declarations | Often separate; confirm whether it is in the quote. |
| Customs duties and taxes at destination | Not a transport cost. Paid by the importer. |
| Waiting beyond the agreed free time | Charged separately as detention, if it occurs. |
| Storage before loading or after arrival | Separate; see [storage services](/en/service/storage-services). |

## How to Compare Two Quotes Fairly

A lower number is not always a lower cost. Before choosing, check that the two quotes describe the same service:

- **Same scope.** Is it [door-to-door](/en/insights/door-to-door-transport) on both, or does one end at a terminal or a border?
- **Same route and transit time.** A cheaper route that takes ten days longer may cost more in stock and missed deadlines than it saves in freight.
- **Same basis.** For LTL, are both priced on the same chargeable weight and the same stackability assumption?
- **Same inclusions.** Transit document, customs brokerage, insurance and free time are the usual places where quotes differ quietly.
- **Validity.** How long does the price hold, and is fuel fixed or adjustable?

## What to Send to Get an Accurate Quote

Most revised quotes are revised because the first request was incomplete. The more of the following you provide at the start, the closer the first price will be to the final one:

1. Loading and delivery addresses, at least city and country, and whether delivery is to a company site, a warehouse or a customs terminal.
2. What the goods are, and whether they need temperature control or special handling.
3. Number of packages or pallets, dimensions of each, and total gross weight.
4. Whether the pallets can be stacked.
5. The date the goods will be ready and any delivery deadline.
6. How loading and unloading will be done: ramp, forklift, side or rear loading.
7. Whether you need customs clearance support at export, at import or both.
8. The value of the goods, if you want cargo insurance quoted.
9. Whether this is a single shipment or a regular flow.

## Getting a Quote from Dealti Logistics

Dealti Logistics carries [full truckload](/en/service/full-truckload) and [less than truckload](/en/service/less-than-truckload) shipments between Turkey and Central Asia, with [customs clearance services](/en/service/customs-clearance-services) where needed. Every quote is prepared for the specific shipment, on the route and dates that apply to it. To request one, send the details above through our [get a quote](/en/get-offer) page.

Sources

- Eurostat, Road freight transport by journey characteristics (data extracted August 2026), on the share of empty vehicle-kilometres in the EU in 2025: 21.8% overall, 26.0% national, 12.9% international.
- Comité National Routier (CNR), annual long-distance survey, as published in the CCFA 2025 statistical yearbook, on the cost structure of long-distance road freight in France in 2024.
- Transport Intelligence, Upply and IRU, European Road Freight Rate Development Benchmark, Q2 2026 (presented 11 August 2026), on contract and spot rate indices, diesel prices and cross-border volumes.

The figures above describe European averages and one national cost survey. They are given to explain how rates are formed and are not a price reference for any specific route. Freight rates change with fuel, capacity and border conditions; the only valid price for a shipment is a current quote for that shipment.

## Key takeaways

- A quote always refers to a specific route; a different route is a different price.
- For LTL, check the chargeable weight and the stacking assumption, not only the kilograms.
- The same distance can cost more in one direction than the other because of return loads.
- Days lost at borders and ferries are paid for, so carriers price the realistic duration.
- Compare quotes on scope, route, inclusions and validity before comparing the number.
- Complete shipment details in the first request give a first price close to the final one.

## Frequently asked questions

### How is a road freight rate calculated?

A carrier starts from its costs for the trip (driver, fuel, vehicle, tolls, overheads) over the realistic number of days the truck is tied up, then adjusts for shipment size, the chance of a return load, documents and customs, cargo requirements and current market conditions.

### Why do two carriers quote different prices for the same shipment?

Usually because the quotes do not describe the same service. They may use different routes and transit times, include or exclude the transit document, customs brokerage or insurance, assume different free time, or the carriers may have different return load prospects.

### Why is LTL priced on chargeable weight and not actual weight?

A trailer runs out of space as well as payload. Chargeable weight is the higher of the actual weight and the weight equivalent of the space occupied, usually measured in loading metres, so light but bulky cargo pays for the floor space it takes.

### Why can the same route cost more in one direction?

Because of return loads. If trucks easily find paying cargo for the way back, the outbound trip covers only its own costs. Where loads are scarce in one direction, carriers price in empty kilometres, and the direction with fewer loads is typically cheaper.

### Does a freight rate include customs duties and insurance?

Normally not. A freight rate covers transport. Customs duties and taxes are paid by the importer to the customs authority, customs brokerage is often separate, and insurance for the full value of the goods (cargo insurance) is arranged separately from the carrier's limited CMR liability.

### How long is a freight quote valid?

It depends on the carrier and the market, and the quote itself should state it. Because fuel and capacity change quickly, spot quotes are often valid for a short period, while contracts may fix a rate for longer with a fuel adjustment clause.

### What is the difference between a spot rate and a contract rate?

A spot rate is the price of a single shipment in the market on that day. A contract rate is agreed for regular volume over a period and is generally more stable, moving less than spot rates in both directions.

### What information do I need to give to get an accurate quote?

Loading and delivery locations, the type of goods, number and dimensions of pallets or packages, total gross weight, whether pallets can be stacked, the ready date and deadline, loading conditions, customs support needed, and the value of the goods if you want cargo insurance.

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Source: [How Road Freight Rates Are Set: 8 Factors Behind Your Quote](https://dealtilogistics.com/en/insights/how-road-freight-rates-are-set) - Dealti Logistics.