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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

The paperwork describes the shipment; the vehicle must also suit its size, weight and loading method. Check both before confirming the booking.

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.

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.

Tell the team about changes to the quantity, weight, packaging or goods before collection. Ask the paperwork contact whether the documents also need updating.

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.

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.

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.