FREE LOGISTICS AND DELIVERY TEMPLATE
Logistics and Delivery Proposal Template
Create a logistics and delivery proposal covering lanes, volumes, service levels, equipment, accessorial charges, fuel adjustment, liability limits and payment terms. Customize it online, download the PDF or send it as a tracked proposal.
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Published by ReplyToQuote · Updated 2026-09-21
Delivery and logistics proposals are won or lost on accessorials. The linehaul or per-stop rate is easy to compare; what separates a sustainable contract from a losing one is whether waiting time, inside delivery, liftgate service, redelivery and fuel adjustment are priced up front.
This editable template defines the lanes or service area, expected volumes and service levels, the equipment and staffing committed, a published accessorial schedule, the fuel adjustment method, and cargo liability limits stated plainly rather than implied.
Editable logistics and delivery proposal template
Every field below is editable right here. Fill in what you know now — your edits are kept in this browser and carry into the full builder when you continue.
Company
The contact details your customer will see on the proposal.
Customer and project
Add the information that identifies this proposal.
Scope of work
Describe what is included, the expected result and any important deliverables.
Check my scope
Paste rough notes or a draft. You get missing details and short suggestions—nothing is changed unless you apply it.
Pricing
Add each service, material or fee as a separate line.
Schedule and validity
Set expectations without promising dates you cannot confirm.
Payment and working terms
Adapt these terms to your business and jurisdiction. No contractual commitments are added automatically.
Example proposal
A completed example showing how the scope, pricing, schedule and terms fit together. The companies, people, projects and prices below are fictional and are shown only to illustrate the format.
Vector Route Logistics
Alicia Barron · alicia@example-vectorroute.test
Proposal LOG-9084
2026-09-10
Dedicated Delivery Services — Metro Route Program
Prepared for Kyle Mendes, Distribution Manager · Dedicated two-truck metro delivery route, Monday–Friday
Scope of work
Dedicated delivery service using two 16-foot box trucks with liftgates and two drivers, Monday through Friday, from the Ironwood distribution center to commercial customers within a 45-mile metro radius. Volume basis: 34–42 stops per day combined, average shipment 340 lbs on 1–2 pallets. Loading at the DC begins 6:30 a.m.; delivery window 8:00 a.m.–4:00 p.m.; order cutoff 4:00 p.m. the prior business day. Included: driver staffing, vehicles, fuel, maintenance, liftgate service at the curb, photo and signature proof of delivery through our scanning app, real-time tracking access for two Ironwood users, and a weekly on-time and exception report. On-time is measured as delivery within the 8:00 a.m.–4:00 p.m. window, excluding receiver-caused delays documented in the app.
Subtotal $1,530
Total $1,530
Schedule
Service begins Monday, November 2. Operating days Monday–Friday excluding six observed holidays. Order cutoff 4:00 p.m. prior business day. Weekly reporting each Monday by 10:00 a.m.
Payment terms
Invoiced weekly, net 30. Accessorials billed as incurred. Fuel adjustment applied monthly when the regional diesel average exceeds $4.25 per gallon, at 1.5% of the weekly route charge per $0.25 above that baseline. Rates fixed for 12 months.
- Schedule
- Service begins Monday, November 2. Operating days Monday–Friday excluding six observed holidays. Order cutoff 4:00 p.m. prior business day. Weekly reporting each Monday by 10:00 a.m.
- Assumptions
- Stated volumes are representative; sustained volume above 48 stops per day triggers a rate review. 30 minutes free loading at the DC and 20 minutes free unloading per stop. Shipments are palletized, labeled and staged at the scheduled load time. Delivery points are accessible to a 16-foot box truck.
- Exclusions
- Customs and international shipments, packaging or palletizing, inside delivery beyond the ground-floor threshold, installation or debris removal, storage, hazardous materials, temperature-controlled freight, and fees imposed by receiving facilities.
- Payment terms and change orders
- Invoiced weekly, net 30. Accessorials billed as incurred. Fuel adjustment applied monthly when the regional diesel average exceeds $4.25 per gallon, at 1.5% of the weekly route charge per $0.25 above that baseline. Rates fixed for 12 months.
Download or customize
Downloading a blank or example PDF is free and does not use your free tracked proposal.
How to write this proposal
Gather this before pricing delivery service
Delivery costs are driven by time, not distance. Get the data that predicts time on site.
- Stop counts and density by day of week, including seasonal peaks
- Average weight, dimensions and pallet counts per shipment
- Receiving conditions: docks, liftgate need, appointment requirements
- Loading time at origin and the order cutoff the customer needs
- Proof-of-delivery and reporting requirements
Define service levels you can measure
Write the delivery window, the order cutoff, how on-time is defined and measured, the proof-of-delivery method, and what happens on a failed attempt. A service level without a measurement method becomes an argument at the first quarterly review.
Publish an accessorial schedule
Waiting time beyond free time, liftgate, inside delivery, redelivery, after-hours and residential stops belong in a visible table with free-time allowances stated. Accessorials priced after the fact feel like surprise billing; published in the proposal, they read as normal industry practice.
How logistics pricing is usually organized
Dedicated routes are priced per truck per day or per week; on-demand and last-mile work is priced per stop, per mile or by zone. State the volume basis the rate depends on and the threshold that triggers a rate review, then show the fuel adjustment method as a formula with a baseline rather than a vague surcharge.
Describe the schedule and reporting
Give the service start date, operating days, holiday exceptions, the daily cutoff and the reporting cadence. Say who receives tracking access and what the weekly report contains.
What causes confusion on delivery proposals
Free time, inside delivery and liability. Define the free loading and unloading minutes, state exactly where delivery ends — curb, threshold or point of use — and give the cargo liability limit as a number with the option to declare higher value.
Verify before sending
Check that the volume basis, accessorial schedule, fuel adjustment formula, free time, liability limit and rate-review trigger are all present, plus payment terms and expiration. Adapt contract language to your business and jurisdiction.
This template is a starting point, not legal advice, and it does not guarantee that any term is enforceable. Adapt contractual language to your business and your jurisdiction, and have a professional review agreements you rely on.
Before you send your proposal
- Service area, lanes and volume basis are stated
- Delivery window, cutoff and on-time definition are measurable
- Equipment, staffing and tracking commitments are listed
- Free loading and unloading time is defined
- Accessorial schedule is published with rates
- Fuel adjustment method and baseline are shown
- Cargo liability limit and declared-value option are stated
- Rate term, review trigger, payment terms and expiration are included
A professional proposal is only the beginning
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Track This Proposal FreeFrequently asked questions
What should a delivery services proposal include?
Service area or lanes, volume basis, service levels with a measurable on-time definition, equipment and staffing, proof-of-delivery method, a published accessorial schedule, fuel adjustment method, cargo liability limit, exclusions, pricing, rate term and an expiration date.
Should delivery be priced per stop or per truck per day?
Dedicated service is normally priced per truck per day because the cost is the committed capacity. On-demand and overflow volume is normally priced per stop, per mile or by zone. Many contracts use a dedicated base rate plus a per-stop rate above a daily threshold.
Why do accessorial charges belong in the proposal?
Because they are the difference between a profitable route and a losing one, and customers dislike discovering them on an invoice. Publishing free time and accessorial rates up front makes billing predictable for both sides.
How should fuel adjustment be described?
As a formula: a published index or regional average, a baseline price per gallon, and the percentage adjustment per increment above or below it. An unexplained 'fuel surcharge' line is the most commonly disputed item on logistics invoices.
How is cargo liability different from insurance?
Cargo liability is the carrier's stated limit of responsibility per shipment, typically with an option to declare a higher value for an additional charge. It is not the same as the customer's own cargo insurance, and the proposal should state the limit as a number rather than implying full coverage.
Can this proposal be tracked after sending?
Yes. Send it as a ReplyToQuote tracked link to see when the distribution manager opens it, and give them one place to accept, decline, ask a question or request a revision. Your first tracked proposal is free.