Information to Gather First
- Trailer type (dry van, reefer, flatbed, storage)
- Length (48 ft, 53 ft, other)
- Quantity needed
- Axle configuration preference
- Door type (swing, roll-up)
- Special features needed (e-track, liftgate, multi-temp)
- Start date or week needed
- Rental duration (days, weeks, months)
- Flexibility on start date
- Extension likelihood
- Pickup location or delivery address
- Operating region (GTA, Ontario, cross-border)
- Storage yard requirements if applicable
- Access constraints at pickup/delivery locations
- Company name and contact person
- Insurance coverage status
- Payment method preference
- Credit application readiness (for lease/buy)
Key Specs to Understand
Determines availability and pricing. Reefers cost more than dry vans.
53 ft is standard but 48 ft may be required for certain routes or customers.
Tandem is most common. Tridem needed for heavier loads.
Swing doors are standard. Roll-up may be needed for certain docks.
Wood, aluminum, or steel. Affects payload and durability.
E-track, vents, partition walls, or reefer temperature settings.
- ?What is the primary use for this trailer?
- ?How long will I need it?
- ?Do I need delivery or can I pick up?
- ?What is my budget range?
- ?Is this a one-time need or recurring?
- ?Do I have the insurance coverage needed?
- ?Am I ready to make a decision, or still exploring?
- Q:What type and size of trailer do you need?
- Q:When do you need it and for how long?
- Q:Where will it be used or stored?
- Q:What will you be hauling?
- Q:Do you need delivery?
- Q:What is your company name and contact information?
- Q:Do you have commercial insurance?
Timeline Planning
Decision Guide: Common Request Situations
Then: Call vendors directly after submitting your request. Note the urgency in your request. Be flexible on specifications to maximize availability.
Then: Submit separate requests for each or note that you want both options. Clearly state your expected usage duration to help vendors recommend the right option.
Then: Describe your cargo and operations. Vendors can recommend appropriate trailer specifications based on what you are hauling and where you are operating.
Then: Mention the full scope upfront. Vendors may offer better rates for longer commitments or larger quantities. Fleet-level needs warrant different pricing discussions.
Then: Note any special requirements in your request. Some operations require specific documentation or certifications. Clarifying this upfront saves time.
Real-World Quote Request Examples
Situation:
Small trucking company needs their first rental trailer for a new contract. Unsure about process and requirements.
Approach:
Gather: trailer type from customer requirements, expected duration, pickup location preference, and confirm insurance coverage extends to rentals.
Result:
Complete request submitted with all key information. Vendor responds with availability, rates, and notes that renter needs to provide certificate of insurance naming vendor.
Situation:
Established carrier needs 3 additional dry vans for holiday season. November through January, may extend if volumes remain high.
Approach:
Specify quantity, type, date range, and note extension possibility. Mention existing fleet to establish credibility. Request delivery to yard.
Result:
Vendor provides multi-unit rate and flexible extension terms. Delivery scheduled with 2-day notice. Clear process for extending or returning.
Frequently Asked Questions
The more detail you provide, the more accurate the quotes you receive. At minimum, specify trailer type, length, duration, and start date. Additional specifications help vendors match your needs exactly.
It is okay to indicate uncertainty in your quote request. Select the 'unsure' options where available in the form, or include your questions in the additional notes section. Experienced vendors can help clarify specifications and recommend appropriate options during their follow-up conversation with you.
TrailerMatch connects you with multiple vendors through a single request. There is no need to submit multiple forms. You will receive options from relevant vendors in our network.
Most vendors respond within 24-48 hours. Complex or specialized requests may take longer. If you have an urgent need, indicate that in your request.
Most vendors require a certificate of insurance (COI) showing liability and physical damage coverage. Have your insurance agent's contact ready as they may need to issue a certificate naming the vendor.
Yes. Contact the vendor directly if your needs change. Minor changes like date adjustments are usually simple. Major spec changes may require a new quote.
Cancellation policies vary by vendor. Ask about cancellation terms when reviewing quotes. Most vendors require advance notice and may charge fees for late cancellations.
Yes. Most vendors offer better monthly rates for longer commitments. If you know you need equipment for 6+ months, mention this in your request to receive long-term pricing options.
What to Ask Vendors
When you receive quotes, ask these questions to ensure you understand the full scope of the rental agreement and avoid surprises.
Common Pitfalls to Avoid
These mistakes can delay your quote process or lead to unexpected costs. Review this list before submitting your request.