1. Distance and route:

Distance

The longer the distance, the higher the cost – that much is obvious. However, it’s worth remembering that costs don’t increase linearly. First and foremost, the carrier has to cover fixed costs such as:

• vehicle leasing,

• insurance,

• driver’s salary,

• other company operating expenses.

These expenses are incurred daily, regardless of how many kilometers are driven. Only then are variable costs added, such as:

• fuel,

• road tolls,

• vehicle wear and tear.

This is one of the reasons why there is no universal per-kilometer rate – each transport job requires an individual calculation.

Estimated example:

If you’d like to make a rough estimate of transport costs, you can assume:

fixed costs: approx. €250–350 per day for a tractor + trailer unit, variable costs: approx. €0.70/km under EU conditions.

Example route – 600 km: (600 km × €0.70) + €300 = €720

Route – what matters?

• Countries and roads – Transport costs depend on where the vehicle is operating. Road tolls in the EU range from €0 to as much as €0.50/km on certain stretches in the Alps or Austria. The average rate is around €0.30/km.

• Terrain – This has a significant impact on fuel consumption.

A loaded truck can burn up to 10 liters more fuel per 100 km in mountainous areas compared to flat terrain. This results in a cost difference of about €15 per 100 km.

• Supply and demand – The availability of cargo and vehicles has a huge impact on rates. The rule is simple:

fewer trucks = higher rates, fewer shipments = lower rates.

That’s why, for example, exports to France, southern Germany, or Italy can cost up to twice as much as imports from those regions.

2. Type of cargo – trailer and vehicle type

ADR (hazardous), refrigerated, oversized, pallet-exchange, or high-value cargo increases risk and requires specialized equipment and special permits – which raises the rate.

The general rule is:

more specialized cargo = higher rate, more universal cargo = lower rate

3. Delivery time and vehicle availability

Express shipments (e.g. urgent deliveries or weekend transports) come with higher rates.

High seasonality, especially around holiday periods, affects both vehicle availability and transport service prices.

Less time-sensitive shipments are usually cheaper to transport – the more flexibility there is for pickup and delivery, the lower the cost can be. However, it’s important to note that if the time between loading and delivery significantly exceeds the actual travel time, this is considered a storage or warehousing service, which comes with additional costs.

Example: You want to transport a shipment from Warsaw to Berlin. Loading takes place on Monday morning. Normally, the delivery could take place the same day or on Tuesday morning (distance: 570 km = approx. 8 hours of driving at an average speed of 70 km/h).

However, if the client requests delivery on Wednesday or Thursday, a storage fee must be added to the transport cost.

4. Supply and demand

The transport industry has shown clear seasonality for years. This is driven by a variety of factors, such as:

• increased production at the end of the year

• factory shutdowns during July and August

• seasonal fruit and vegetable harvests in the autumn, especially in Southern Europe

All of these factors directly affect the availability of both cargo and vehicles, which leads to fluctuations in transport service prices.

When the number of shipments exceeds the availability of vehicles – rates go up.

When there are many free carriers on the market – rates go down.

5. Operating costs – independent of the carrier

These are costs over which we have no direct control, yet they make up the largest portion of total transport expenses. Government regulations and geopolitical situations have the biggest impact on them.

The main costs include:

• fuel

• driver salaries

• road tolls, vignettes, toll fees

• maintenance, insurance (including cargo liability insurance), leasing

6. Loading and unloading conditions

The time spent on loading and unloading directly affects the cost of transport. The longer the driver waits in line, secures the cargo, or performs additional tasks, the higher the service cost. This is because the driver’s working time is limited – both driving hours and total active work time. Long waits reduce the available driving time, which directly impacts the company’s efficiency and costs.

Currently, there are no clear regulations specifying the maximum waiting time without additional charges. However, the industry standard assumes:

• maximum loading or unloading time is 4 hours

• for each additional hour, an extra fee of about €30 applies

The same applies to additional tasks such as self-loading or unloading by the driver – these are also not regulated by law. If such tasks are to be performed, they should be agreed upon in advance and properly calculated.

Looking for a reliable transport company in Głogów, Lubin, Polkowice, or nearby?

Trust Relon Logistics – professionals with experience who offer competitive prices and ensure the safety of your cargo.