5 Great Freight Broker Email Templates To Copy & Paste

In the fast-moving world of freight brokering, your emails need to be clear, concise, and effective.

Referring to a template is a simple way to ensure you hit the right notes without starting from scratch every time.

Here are five foundational email templates designed to streamline your communications and help you build better connections.

Tips for Writing Freight Broker Emails

• Make your subject line do the work.
• Pack it with the essentials—lane, equipment type, or load ID. A good subject line tells a carrier or shipper if the email is worth opening before they even click.
• Get straight to the point.
• Skip the long intros. State your purpose and provide all the key details upfront: weight, commodity, pickup and delivery times, and any special requirements. This cuts down on the back-and-forth.
• Keep it clean and scannable.
• No one wants to read a wall of text, especially on a phone. Use short sentences and paragraphs. When listing load details, use bullet points to make the information easy to digest at a glance.
• End with a clear next step.
• Don't leave them guessing what you want. Tell them exactly what you need, whether it’s "Reply with your rate and truck number" or "Please call to confirm." A direct ask gets a faster response.

Types of Freight Broker Email Templates We Will Cover

1. Introduction Email Template
2. Rate Quote Email Template
3. Load Confirmation Email Template
4. Follow-Up Email Template
5. Thank You Email Template

5 Freight Broker Email Templates

1) Introduction Email Template

<template>

Subject: Introduction from [Your Company Name]

Hi [Contact Name],

My name is [Your Name], and I represent [Your Company Name]. I'm writing to you today because I specialize in [mention your specific niche, e.g., LTL shipping, refrigerated transport] and believe we can support your logistics needs.

We partner with businesses like [Shipper Company Name] to streamline their shipping operations. Our focus is on providing access to a reliable network of carriers to ensure your freight moves efficiently and on schedule. We handle [mention specific services, e.g., rate negotiation, carrier vetting, and shipment tracking] so you can focus on your core business.

Are you available for a brief call next week to discuss how we might be able to assist with your current shipping requirements? Please let me know what time works best for you.

Best,

[Your Name]

[Your Position]

[Your Company Name]

[Your Phone Number]

[Your Email Address]

</template>

2) Rate Quote Email Template

<template>

Subject: Rate Quote for [Lane or Load ID]

Hi [Contact Name],

As requested, here is the rate quote for your shipment. Our all-in rate is [$Rate] based on the following details:

• Origin: [City, State]
• Destination: [City, State]
• Commodity: [Type of Goods]
• Weight: [Weight in lbs]
• Equipment: [e.g., 53' Dry Van, Reefer]
• Pickup: [Date and Time]
• Delivery: [Date and Time]

This quote is valid for [e.g., 48 hours]. If everything looks correct, please reply to this email to confirm, and we can get this load booked.

Let me know if you have any questions or require any adjustments.

Best,

[Your Name]

[Your Position]

[Your Company Name]

[Your Phone Number]

[Your Email Address]

</template>

3) Load Confirmation Email Template

<template>

Subject: Load Confirmation - [Load ID #]

Hi [Carrier Contact Name],

This email confirms that you are booked on the following load. Please review all details below to ensure they are correct.

• Load ID: [Load ID #]
• Rate: [$Rate]
• Commodity: [Type of Goods]
• Weight: [Weight in lbs]
• Equipment: [e.g., 53' Dry Van, Reefer]
• Pickup: [Date, Time, Full Address, Contact Info]
• Delivery: [Date, Time, Full Address, Contact Info]
• Special Instructions: [e.g., Tarp required, Lumper fee details, Appointment number]

The official Rate Confirmation document is attached. Please sign and return it as soon as possible to finalize this booking.

If you notice any discrepancies or have questions, contact me immediately. We look forward to a successful haul.

Best,

[Your Name]

[Your Position]

[Your Company Name]

[Your Phone Number]

[Your Email Address]

</template>

4) Follow-Up Email Template

<template>

Subject: Following Up on [Lane or Load ID] Quote

Hi [Contact Name],

I'm following up on the rate quote I sent over for your shipment from [Origin] to [Destination].

Is this lane still a priority for you? If you have any questions about the quote or if there are any adjustments needed, please let me know. We're ready to get this booked for you.

Looking forward to hearing from you.

Best,

[Your Name]

[Your Position]

[Your Company Name]

[Your Phone Number]

[Your Email Address]

</template>

5) Thank You Email Template

<template>

Subject: Thank You for Your Partnership - [Load ID #]

Hi [Contact Name],

I’m writing to thank you for your business and to confirm that load [Load ID #] has been successfully delivered. We appreciate the opportunity to work with you.

Our goal is to make shipping as seamless as possible for our partners, and we hope this was a smooth process for you. We value your business and look forward to supporting your future logistics needs.

Please keep us in mind for your next shipment. We're ready to assist when you need us.

Best,

[Your Name]

[Your Position]

[Your Company Name]

[Your Phone Number]

[Your Email Address]

</template>

What About Using Flodesk?

While these five freight broker email templates provide a solid foundation, sending and managing them requires the right platform. Flodesk is an email marketing tool designed for small businesses to build and manage their email lists. You can design, send, and automate your communications without needing any coding or design experience, allowing you to connect with your audience and support your business goals.

With an intuitive email builder, effective automations, and well-designed forms, Flodesk provides the necessary tools for your email marketing. Our platform is built to give you everything you need for your email strategy, removing the usual complexity. Trusted by over 100,000 businesses, Flodesk helps you send emails that get results, simply and effectively.

Wrapping Up

Clear and consistent emails are essential for building trust in the freight industry. Use these templates as your starting point for professional communication.

Flodesk provides the tools to design, send, and manage your emails effectively. Sign up at Flodesk to put your strategy into action.