Describe both ends of the route
Give the pickup and delivery city, country and location type: factory, warehouse, port, airport or terminal. Explain access restrictions and whether loading help is needed. Share exact private contact details only with the people who need them.
Describe the cargo as it will travel
Use a plain description, package count, packaging type, gross weight and packed dimensions. Separate measured values from estimates. Disclose batteries, temperature requirements, dangerous goods or oversized pieces so the provider can assess suitability.
Separate your dates from the transit estimate
State when the cargo will actually be ready and whether the pickup window is flexible. If arrival timing matters, explain the requirement. A provider’s estimated transit time is a separate item to discuss, not a promised delivery date.
Say what the offer should include
List the services you need, such as pickup, main transport, customs support or final delivery. If you use an Incoterm, include its named place. Ask the provider to confirm included services rather than assuming the term alone defines every quoted charge.
Before you continue
- Pickup and delivery locations are clear.
- Weight and packed dimensions are measured or marked as estimates.
- Packaging and any special handling are described.
- Ready date and requested services are stated.
Sources & further reading
Practical guidance. Confirm shipment-specific requirements and charges with your provider.
