Transport and delivery: Enquiry form for express freight operators
An enquiry form for express freight operators that asks for the latest delivery time, dimensions, weight and loading situation in one go, so the planner can judge straight away whether a trip is feasible.
What makes an enquiry complete for express freight operators.
At an express freight operator, an enquiry often arrives as a short email: can this still go to Germany today? What is missing is exactly what decides feasibility. Does the customer mean today before the recipient's warehouse closes, or before midnight? How many packages, how heavy, is it on a pallet and is there a forklift at the collection point? The planner calls back, the customer is in a meeting and fifteen minutes later the driver who was nearby has been given another job. The difference between a hard deadline and a preference is rarely recorded either, yet it decides whether a dedicated trip is needed or a shared run will do.
Enquiry form for express freight operators
Example- 1
Pin down the deadline
DoneThe form does not just ask for a date, but for the latest moment of delivery and what happens if that is missed.
- 2
Ask about cargo and loading
In progressDimensions, weight, number of packages and type of packing sit in fixed fields.
- 3
Hand over a complete request
NextThe planner receives the enquiry as one overview with deadline, cargo, addresses and on-site contacts.
From form to assessed enquiry.
Pin down the deadline
The form does not just ask for a date, but for the latest moment of delivery and what happens if that is missed. A production line at a standstill is something else than a delivery that would ideally arrive today. That answer decides whether the planner sends a dedicated vehicle or can combine the shipment with another job.
Ask about cargo and loading
Dimensions, weight, number of packages and type of packing sit in fixed fields. Then come questions about the collection address: is there a loading dock, a forklift, or does the driver have to load with a hand truck? If a measurement is missing, the form flags the enquiry as incomplete instead of passing it on unseen.
Hand over a complete request
The planner receives the enquiry as one overview with deadline, cargo, addresses and on-site contacts. A hard deadline moves the enquiry up the list. The requester gets a confirmation that the assessment is under way and a phone number for changes, so no second email with additions ends up next to the first.
Enquiries in one place, not the inbox.
Enquiries now come in through a shared mailbox, the phone, sometimes a web form on the current site and, for regular clients, through a portal or export. The new form does not replace those channels all at once. It delivers the same fields the planning board or transport system needs, so the planner retypes nothing. The requester remains the owner of the dimensions and addresses they gave; the planning desk owns the assessment and the final commitment.
Short form or full questionnaire
A short form with only addresses and a time gets filled in more often, but leads to call-backs. A full questionnaire asks more of the requester at a stressful moment. A middle path is a form that starts with deadline and cargo and only then asks about loading details, and only when the shipment is bigger than a box or an envelope.
Fixed fields or free description
A free text box feels friendly, because every urgent request is different. Yet free text tends to leave out exactly the details that decide the vehicle. Fixed fields for size and weight, with room alongside for a note, work better in practice: the planner can sort and compare, and the requester can still mention what is unusual.
Accounts for regular clients or not
A regular client who books express work every week does not want to retype their addresses and contacts each time. An account with saved locations saves time, but means managing users and permissions. One-off requesters still need a form without logging in, because they are the ones with no time to create an account first.
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Read the storyWhich questions the form asks.
The request form asks for deadline, load, addresses and loading situation and places each request in the planner's list, with a flag on hard deadlines. We go through two requests together before the form opens: an ordinary parcel within the country, and a heavy consignment with the loading details missing. Saved addresses for regular clients and automatically reading export files from their systems can be switched on later.
View pricingHosting and careGood to know.
Explore pricing and optionsWhat if a requester does not know the dimensions of the load?
They can give an estimate or add a photo and mark the measurements as uncertain. The planner sees that flag and, when in doubt, can reserve a larger vehicle or check first. An honest estimate is better than a field left empty or filled in with a guess.
Can the form show straight away whether a deadline is achievable?
Not as a commitment. Feasibility depends on which driver is free, where they are and how busy the route is at that moment. The form can, however, warn that a deadline is very tight for the distance, so the requester knows the planner will probably call with an alternative.
How do we avoid duplicate enquiries for the same shipment?
Each enquiry gets its own reference shown in the confirmation. If the requester wants to change something, they do it on that enquiry rather than sending a new one. If a second enquiry still arrives with the same collection address and time, the planner sees a warning before two vehicles are dispatched.
Do phone enquiries need to go through this form as well?
The planner can use the same form during the call. It works as a prompt: questions that often get forgotten in an email come up naturally on the phone. Phone and online enquiries then sit in the list in the same format, and you can later see exactly what was agreed.
What often connects to this.
- Website for express freight operatorsA website for express freight operators that explains which express trips and direct deliveries you run, what makes a deadline achievable and which details let you assess an enquiry quickly.
- Quotation software for express freight operatorsQuotation software for express freight operators that builds a direct trip price from distance, vehicle, empty return and waiting exposure, and records the assumptions that price relies on.
- AI enquiry assistant for express freight operatorsAn AI enquiry assistant for express freight operators that answers questions about feasible delivery times with approved information and passes a request to the planner as soon as a commitment is needed.
Enquiries that arrive complete.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Enquiry form for express freight operators: collect deadline, cargo and loading details in full, so the planner can give a quick yes or no.
- Pin down the deadline
- Ask about cargo and loading
- Hand over a complete request