What information should you prepare before shipping?

Start with origin, destination and deadline

A quotation is meaningful only when everyone understands the scope of work. “Shipping overseas” or “taking goods to a warehouse” is not enough to identify the transport legs, delivery arrangements and relevant charges.

Specify collection and delivery addresses, or ports and airports if you need only one leg. For an industrial park or building, include vehicle restrictions, receiving hours and the person responsible.

Distinguish the cargo-ready date from the delivery deadline

The cargo-ready date is when packages can be handed over after packing and other preparation. The delivery deadline is the date your business wants or needs to meet at destination. The time between these milestones is the basis for assessing options.

For example, goods due at the end of the month but packed just before that date will have different options from goods ready earlier in the week. Provide both dates rather than simply saying “urgent delivery”.

Describe the cargo after packing

Dimensions and weights should describe the packages that will actually travel, not just the products inside. Pallets, wooden crates and protective materials can change the space occupied or the weight.

• Cargo name and enough detail to understand its characteristics and use.
• Package count; length x width x height for each package group; clear units of measurement.
• Gross weight and total volume, if calculated.
• Stackability, upright handling or moisture-protection requirements.
• Photos of packages, labels and packing where clarification is needed.

Mention special requirements early

Goods containing batteries, liquids or chemicals, temperature-sensitive products and oversized packages should be discussed early. This information affects acceptance, documentation and vehicle selection.

Confirm whether forklifts, ramps or loading staff are available at handover points. Even a suitable transport plan may need adjustment if the delivery site cannot accommodate the proposed vehicle.

Compare quotations on the same scope

When reviewing several proposals, compare the included legs, loading and unloading, formalities, origin and destination charges, and conditions for additional costs. A lower price may simply reflect a narrower scope.

Ask about quotation validity, weight and volume assumptions, estimated timings and the contact for updates. Items that remain unclear should be marked for confirmation rather than assumed to be included.

A short template to get started

Prepare a brief with the cargo description; package count and dimensions; weight; collection and delivery points; cargo-ready date; delivery deadline; special requirements; and contact person. Then send it to SEALLOGS to discuss options.

Initial information does not need an elaborate format. What matters is clarity, units of measurement and updates when the shipment changes. A consistent information sheet helps the sender, receiver and transport provider coordinate more easily.