1. Define the journey
Provide the collection and delivery locations, including a full address or the relevant port or airport. Include site opening hours, access restrictions and any appointment requirements. A city name alone may leave important parts of the journey undefined.
2. Describe the cargo as it will be shipped
List the number of pieces, the packed dimensions of each type of piece and the gross weight including packaging. State whether cargo is palletised, stackable, fragile, unusually shaped or dependent on specific loading equipment.
Mention batteries, hazardous materials, temperature requirements or other special handling needs at the beginning. Acceptance and suitability need to be assessed separately; providing those details does not establish that a standard service can carry the cargo.
3. Set a realistic timing window
Share the date cargo will be ready and the date it needs to arrive. Distinguish a firm production or delivery deadline from a preferred schedule. This helps compare transport modes and identify where the plan needs flexibility.
4. Clarify the service scope
Agree which legs are included: collection, terminal handling, main transport, storage if required and final delivery. Clarify who coordinates documentation and any customs formalities. Requirements vary by route and cargo; confirm the details for your specific shipment.
5. Record contacts and handoffs
Identify the people who can confirm cargo readiness, loading arrangements, document availability and delivery acceptance. Define how instructions and updates will reach the next party in the chain.
6. Review the brief before requesting rates
Incomplete dimensions, changing dates or an unclear delivery scope can make quotations difficult to compare. Use the same cargo and service information when discussing options, and confirm any exclusions and assumptions.
- Collection and delivery locations
- Cargo description and piece count
- Packed dimensions and gross weight
- Ready date and delivery requirement
- Loading, unloading and special handling needs
- Responsibilities, contacts and document handoffs
Download the plain-text freight checklist, or create a shipment brief with your route and cargo details.
Choose the next conversation
Explore ocean freight for container shipping, air freight for time-sensitive requirements, and road transport for inland connections. For multiple providers or recurring flows, review 4PL coordination.