Before the vehicle collects, agree who’s preparing the customs paperwork and check that the descriptions and quantities match the goods. Give your transport team the collection and delivery details and the name of the person to contact if a document is missing.
Get the information ready early
The transport team needs a clear description of the shipment before planning the journey. Agree who is arranging the customs work and when the necessary documents and references will be available.
Describe the goods and packaging
Give a clear goods description, package count, packed dimensions and weights. Send the supporting commercial documents to the person preparing the customs work, and ask them to confirm what else is needed for your shipment.
Keep the transport team informed
Share the planned collection time and delivery requirement with everyone involved. If paperwork is still being prepared, say so when requesting a vehicle rather than assuming it can be sorted during the journey.
Check for differences before collection
If the invoice, packing list and actual load differ, flag it before loading. An extra pallet or changed quantity can affect both the vehicle requirement and the paperwork.
Details that are easy to miss
Make time to check names, addresses and references. A short check with the sender and receiver is easier than trying to resolve an unanswered question after departure.
Use clear descriptions
Avoid descriptions that tell the reader little about the goods. Ask the person preparing the documents to confirm that the information is suitable for the shipment.
Name the paperwork contact
Provide a working phone number and email address for the person dealing with the customs documents. Check who can respond if a query arrives outside normal office hours.
Match the ready time to the plan
Confirm when the goods will be packed and available, as well as when the paperwork is expected. Let the transport team know if either time changes.
What a dedicated vehicle changes
A dedicated vehicle can reduce depot transfers and keep the route focused on your shipment. It still needs the applicable customs formalities, and checks or queries can affect the arrival time.
If the shipment is urgent
Send the details you have immediately and identify anything still outstanding. Give the latest delivery time and explain the reason for it. The team can then check what is practical and explain which details are still needed.
Prepare the collection and delivery brief
Include the full addresses, ready time, receiving hours, site contacts and booking references. Describe how the goods will be loaded and unloaded, and mention any restrictions on vehicle access.
Choose a suitable vehicle
The paperwork describes the shipment; the vehicle must also suit its size, weight and loading method. Check both before confirming the booking.
For a dedicated van
Send the packed dimensions and gross weight of each item. Small-looking loads can still be heavy, and the door opening or loading method may affect which van is suitable.
For a dedicated truck
Include the pallet count, footprints, heights and total weight. State whether the load needs side or rear loading, and confirm the equipment available at both sites.
If the load changes
Tell the team about changes to the quantity, weight, packaging or goods before collection. Ask the paperwork contact whether the documents also need updating.
Agree how updates will be shared
Choose the contact who will receive transport updates and pass them to the receiving site. If an arrival estimate changes, check whether the unloading booking needs to move.
Before confirming the booking
Check the proposed vehicle, timing and services included in the quote. Confirm who is responsible for each outstanding action and make sure the collection site knows what has been agreed.
Planning a European shipment?
Send the route, load details and required times to ACS. Tell us who is handling the paperwork and what is ready so we can review the transport arrangements with you.
