Gather accurate shipment details
Before requesting freight quotes, collect consistent information from the supplier. Incomplete or changing cargo details can lead to revised rates, unsuitable equipment, and booking delays.
- Goods description: provide a clear, specific description and the applicable product or HS classification where known.
- Quantity and packaging: list cartons, pallets, crates, or other handling units.
- Weight and dimensions: confirm gross weight and the length, width, and height of each package or pallet.
- Cargo value: use accurate commercial values for invoicing, customs, and insurance discussions.
- Special handling: identify fragile, temperature-controlled, oversized, hazardous, or regulated goods before booking.
- Locations and dates: confirm pickup address, delivery address, cargo-ready date, and required delivery window.
Choose the right mode of transport
The best option depends on cargo size, urgency, route availability, budget, handling needs, and the shipment's total landed cost.
| Transport mode | Often suitable for | Planning considerations |
|---|---|---|
| Ocean freight | Large, heavy, or less time-sensitive international cargo. | Transit time, port schedules, container type, port fees, and consolidation. |
| Air freight | Urgent, high-value, or relatively lightweight shipments. | Chargeable weight, airport handling, security requirements, and flight capacity. |
| Road freight | Domestic and cross-border regional movements. | Border processes, road restrictions, driver schedules, and delivery access. |
| Rail freight | Some long-distance land routes and planned freight movements. | Rail network, terminal access, transfer points, and schedule reliability. |
| Multimodal | Shipments combining two or more transport modes. | Handoffs, transfer timing, through documentation, and responsibility at each stage. |
Confirm the sales and delivery terms
Agree with the seller or buyer on the applicable delivery term and name the precise place or port. Incoterms® rules help allocate specified costs, risks, and responsibilities between the parties, but they do not replace the sales contract or determine every issue in a transaction.
- Confirm the exact rule and version used in the sales agreement.
- Write the named place or port clearly—for example, the agreed terminal or delivery address.
- Clarify who books and pays for transport, export and import formalities, and insurance where applicable.
- Identify the point at which risk transfers from seller to buyer under the selected rule.
- Make sure the freight forwarder and customs broker receive the same instructions.
For complex transactions, confirm the selected term with a qualified trade or logistics professional. Do not assume that the party paying freight automatically carries the cargo risk throughout the journey.
Key freight and trade documents
Requirements vary by commodity, origin, destination, transport mode, and local regulations. Confirm the required documents with your freight forwarder, customs broker, carrier, and relevant authorities before dispatch.
| Document | Typical purpose |
|---|---|
| Commercial invoice | Describes the sale, parties, goods, quantities, values, and agreed currency. |
| Packing list | Shows package count, contents, weights, and dimensions to support handling and inspection. |
| Bill of lading | Ocean transport document; its function and negotiability depend on the document type and terms. |
| Air waybill | Air cargo transport document and shipment record. |
| Certificate of origin | Certifies or supports a claim about where goods originate, when required. |
| Export / import declarations | Provide customs authorities with required information about the movement of goods. |
| Insurance certificate | Evidence of cargo insurance when coverage has been arranged and a certificate is issued. |
| Permits or product certificates | Support compliance for controlled, regulated, food, plant, animal, or other specialized products. |
Coordinate the shipment from pickup to delivery
Assign one contact for shipment updates and share a written schedule with everyone involved. Depending on the shipment, participants may include the seller, buyer, freight forwarder, carrier, customs broker, warehouse, inspection provider, and final consignee.
Manage costs, delays, and cargo risks
- Request itemized quotes: distinguish freight charges from origin, destination, customs, storage, and delivery costs.
- Build in schedule flexibility: allow time for document review, cut-off dates, customs processing, and possible delays.
- Review cargo insurance: ask what risks, values, routes, exclusions, and claims procedures apply.
- Check packaging and labeling: use packaging appropriate for the cargo, handling method, and journey.
- Verify restricted-goods rules: confirm dangerous goods, batteries, chemicals, food, and other regulated cargo requirements before tendering.
- Keep records: save quotes, booking confirmations, shipping instructions, declarations, receipts, and delivery evidence.
Freight planning FAQ
When should I start planning a freight shipment?
Start as soon as the purchase and approximate cargo details are known. Begin earlier for regulated goods, peak-season capacity, special equipment, or shipments requiring permits or inspections.
Should I use a freight forwarder?
A freight forwarder can help arrange transportation, coordinate providers, and manage shipment information. Confirm exactly which services are included and who is responsible for customs declarations and other regulated tasks.
What is the difference between a freight quote and a landed cost?
A freight quote may cover only specified transport and handling services. Landed cost estimates the broader cost of getting goods to the buyer, potentially including freight, insurance, duties, taxes, customs fees, and delivery. The exact calculation depends on the transaction.
Who handles customs clearance?
The importer or exporter remains responsible for meeting applicable legal requirements, even when using a customs broker or agent. Confirm who will prepare and submit declarations and provide supporting documents.
How can I track a shipment?
Use the carrier or forwarder's tracking reference and request milestone updates such as cargo received, departed, arrived, customs released, out for delivery, and delivered.