The short version
Send what you have, in plain words. If you do not know something, say so. A good first enquiry answers six questions:
- What is the cargo?
- How much is there, by weight and by volume?
- How is it packed?
- Where does it start, and where must it end?
- When is it ready, and when is it needed?
- Who arranges which part of the trip under your sales contract (the Incoterm)?
Why each detail matters
Cargo type. It decides the mode, the equipment and the paperwork. Food, chemicals, machinery and furniture travel differently. Say if anything is refrigerated, hazardous, fragile or oversized. For customs, add the HS code (the number that classifies goods) if you know it.
Weight and volume. Sea and air freight are priced on weight or volume, whichever is greater. A shipment of light, bulky goods is priced on its space; a small, heavy one on its weight. Give the total in kilograms or tonnes and in cubic metres. For several items, give the size and weight of each.
Packing. Cartons, pallets, crates, drums, bags or loose. Add the number of packages and the size of each, and say whether pallets can be stacked. This decides how the cargo fits in a container or a truck.
Origin and destination. A full address, or the city and the port or airport. Collecting from a factory and delivering to a site are different jobs from port to port. Mention access limits: narrow roads, no forklift, site hours.
Dates. The date the cargo is ready, and the date it is needed by, if there is one. A fixed arrival date can change the mode and the route.
Incoterm. The Incoterms 2020 rule in your sales contract, such as FOB or CIF, says who arranges and pays for each part of the trip. It tells us which legs are ours to arrange. If you are unsure, send the contract line and we will read it with you.
Details that change the plan
- Dangerous goods. Give the UN number, the class and the safety data sheet (SDS). Not every carrier accepts every class.
- Temperature. Give the range, and whether the cargo is chilled or frozen.
- Oversized or heavy pieces. Give the exact dimensions and weight of each piece, drawings, and the lifting points.
- Permits and licences. Some goods need an import or export permit. Tell us if you already hold one.
An example
We need to move 18 pallets of packaged food from our warehouse on one island to a distributor on another. Full addresses below. Each pallet is 1.2 x 1.0 x 1.5 m and weighs about 650 kg. The cargo is dry, not chilled, and pallets cannot be stacked. It is ready on the 3rd and should arrive before the 20th. We need collection and delivery to the door.
This is an illustration of a useful enquiry, not a past shipment.
That is enough to work out a route, the container or truck, and the steps. Questions about documents and insurance can follow.
What happens next
We read your enquiry and reply by email with the route, the documents needed, and any questions. You see the plan before anything is booked. Send an enquiry.