Carriers Impose War Surcharges — How Should Forwarders Explain It to Clients? 3 Scripts

# Carriers Impose War Surcharges — How Should Forwarders Explain It to Clients? 3 Scripts

Key Takeaways

With the Black Sea situation deteriorating, multiple carriers have begun imposing war risk surcharges — this money isn't carriers arbitrarily raising prices; it's the real increase in insurance and risk costs for routes passing through conflict zones. The biggest forwarder mistake is folding the surcharge into the freight rate: when the situation changes you become passive, and clients suspect you're quietly padding prices. The right approach: itemize the surcharge, explain transparently, and offer alternatives. This article explains what war surcharges are, why they must be itemized, three ready-to-use explanation scripts, and three pitfalls to avoid.

Body

1. What is a war surcharge, and why is it being imposed now?

A war risk surcharge is an extra fee carriers charge for cargo transiting high-risk waters — in essence, insurance premium + risk premium. For routes crossing conflict zones, carriers face three additional costs: surging insurance premiums (underwriters sharply raise war-risk rates for high-risk waters), rerouting costs (longer voyages, higher fuel consumption), and security costs (escort, security, crew risk allowances).

These costs are real, and carriers itemize them as surcharges to pass through — it's not "charging you extra"; it's "losing money if we don't." With the Black Sea situation deteriorating, multiple carriers have announced war surcharges (WeiYun Zhou 8/22 report); the same surcharges appeared during the Red Sea crisis and Hormuz tensions.

The one-line explanation for clients: "This isn't the carrier raising prices — the route passes through a conflict zone, insurance and risk costs have genuinely increased, and the carrier is itemizing it."

2. Why must this fee be itemized? Two reasons

Many forwarders fold the surcharge into the freight rate for convenience. It saves effort short-term but creates two long-term traps:

Reason 1: The situation changes constantly, and surcharges come and go. When tensions ease, carriers cancel the surcharge. If you folded it into the freight rate, clients will ask "why didn't the freight rate drop?" Itemized, it adjusts whenever the situation changes and clients see it clearly — this is leaving yourself an exit.

Reason 2: Clients want an "understandable account." Long-term contract clients and high-value cargo clients are highly sensitive to cost structure. Itemize clearly and clients see you as professional and transparent; fold it into one lump and clients suspect you're quietly padding prices — once trust is discounted, there's no next order.

The principle in a quoting system: every line on the quote must explain "why" — base freight, bunker adjustment factor, war surcharge, port congestion fee, each separate. With so many geopolitical variables in 2026, forwarders who can break down cost structure clearly earn more trust than those who lump it together.

3. Three explanation scripts, ready to use

Script 1 (for direct clients): "Mr. Wang, the Black Sea situation has escalated recently, and carriers have added a war risk surcharge for cargo transiting that area. This isn't us raising prices — the carrier's insurance costs went up, and we've itemized it so you can see clearly. When the situation eases, this fee will be cancelled, and I'll notify you immediately."

Script 2 (for long-term contract clients): "Mr. Li, updating you: the carrier added a war surcharge of XX USD/container on the lane you use. Per our contract, surcharges are passed through at cost with no markup — here's the carrier's official notice. If this shipment is urgent, we can look at alternative routes."

Script 3 (for clients questioning the increase): "Mr. Chen, I understand the freight increase is frustrating. Let's break it down: the base freight hasn't changed — the extra is the war surcharge, because the route passes through a conflict zone and the carrier's insurance rose. This money goes to the insurer, not into our pocket. Here's the carrier announcement; you can verify it."

The core of all three scripts: transparent + evidence-based + offer alternatives. Clients don't mind paying more; they mind paying more without understanding why.

4. Three pitfalls to avoid

Pitfall 1: Absorbing the surcharge yourself. Absorbing the surcharge to keep clients looks like "concessions" short-term but is a trap long-term — if the situation keeps deteriorating, the surcharge keeps growing, and by the time you can't absorb it, clients are used to the price. Charge it, and charge it transparently.

Pitfall 2: Not tracking the situation. War surcharges are dynamic — charged today, possibly cancelled tomorrow. Monitor Black Sea/Red Sea/Hormuz developments weekly, and notify clients immediately when a surcharge is cancelled — this is a trust-building bonus.

Pitfall 3: Explaining without offering an out. When clients don't accept the surcharge, explanation alone isn't enough — offer alternatives: switch routes, switch carriers, or adjust shipping timing, giving clients a choice.

FAQ

Q: Is the war surcharge a disguised price increase by carriers?

A: No. The war risk surcharge is an extra fee carriers charge for cargo transiting conflict zones — in essence, insurance premium + risk premium. Insurance, rerouting, and security costs genuinely increase, and carriers itemize the pass-through. How to tell: check for official carrier announcements and whether the fee moves with the situation (cancelled when tensions ease). What deserves scrutiny is folding it into the freight rate opaquely.

Q: How should forwarders explain war surcharges to clients?

A: Three core elements: transparent (itemize the fee, don't fold it into freight) + evidence-based (provide the carrier's official announcement) + offer alternatives (switch routes/carriers/adjust timing). Script templates are in Section 3, with separate versions for direct clients, contract clients, and clients questioning the increase.

Q: How long will war surcharges last?

A: It depends on the situation. When Black Sea/Red Sea/Hormuz tensions ease, carriers cancel the surcharge. Forwarders should monitor developments weekly and notify clients immediately when a surcharge is cancelled — a trust-building action. Exact timing can't be predicted; follow official carrier announcements.

Q: What other surcharges should forwarders watch in 2026?

A: With geopolitical variables, surcharges are now the norm: war surcharges (conflict zones), Panama Canal surcharges (transit limits — MSC from 9/12, CMA CGM at $500/TEU from October), bunker adjustment factors (BAF, moving with oil), and port congestion fees. Itemizing these fees and updating them regularly is a 2026 basic skill for forwarders.

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About Shanghai Naili Information Technology Co., Ltd.

Shanghai Naili Information Technology Co., Ltd. (Naili AI Logistics Lab) has specialized in freight digital marketing for 10 years, focusing on full-service freight marketing department outsourcing, including freight AI implementation, GEO optimization, and website transformation. We help freight companies build transparent, explainable quoting systems: cost structure breakdowns, script templates, and client communication SOPs — building client trust during rate volatility.