A transport order is the starting point for the entire shipping operation. Its quality affects not only delivery efficiency but also cargo safety, regulatory compliance, and the ability to claim damages if problems arise.
Unfortunately, transport orders are often incomplete, unclear, or internally inconsistent. As a result, the carrier doesn’t know exactly what to do, and the forwarder wastes time requesting clarifications. This is a direct route to delays, errors, and even significant losses.
So what exactly must every transport order include? Below is a practical checklist – ready for anyone preparing a freight transport request.
1. Shipper and consignee information
✅ Full company name
✅ Pickup and delivery addresses (with postal code and building number)
✅ On‑site contact person (name, phone, email)
✅ Warehouse or dock opening hours/access availability
Why this matters: Without precise details, the carrier may arrive late, miss the delivery location, or be denied entry at the site.
2. Loading and unloading schedules
✅ Exact dates for loading and unloading
✅ Time windows (e.g. 8:00 – 12:00)
✅ Indication if appointment time is fixed or flexible
✅ Notification requirements (e.g., 24 h prior arrival)
Missing this information often causes staging delays, misunderstandings, or extra charges (e.g. waiting time fees).
3. Cargo details
✅ Description of goods (e.g., pallets of building materials, furniture, food items)
✅ Quantity and packaging type (e.g., 33 EUR pallets, loose, big bags)
✅ Total weight and dimensions
✅ Is the cargo ADR subject (dangerous goods)?
✅ Temperature requirements (for refrigerated goods)
✅ Stackable or non‑stackable load?
✅ Need for special equipment (liftgate, pallet jack, straps)?
More specifics reduce the risk of the wrong vehicle type being dispatched – the most common reason for refusal at the dock.
4. Vehicle type and transport requirements
✅ Required vehicle type (e.g. curtain‑side, reefer, tautliner, van)
✅ Minimum loading length (e.g., 13.6 m)
✅ Internal height of the trailer (if cargo is tall)
✅ Need for straps, corner protectors, load bars, seals?
Choosing the wrong vehicle “by guess” often causes ramp problems, and last-minute vehicle swaps cost time and money.
5. Loading/unloading instructions
✅ Who loads/unloads (shipper or driver)?
✅ Special procedures needed? (e.g., document scanning, signed delivery note)
✅ Time constraints (e.g,. max waiting time)?
Critical for “just‑in‑time” deliveries or clients with strict internal logistics processes.
6. Required transport documents
✅ List of documents: CMR consignment note, invoice, product specification, goods issue note (WZ)
✅ Are customs documents required? (for international transport)
✅ How many copies should be provided?
✅ Where should original documents be returned?
Missing or incorrect documents often block unloading and may result in non-payment for the service.
7. Payment terms
✅ Agreed transport rate (net/gross)
✅ Payment deadline (e.g. 30 days from invoice date)
✅ Is payment conditional on receiving original documents?
✅ Additional fees (e.g., waiting time, accommodation, delays)?
The carrier must be aware of the contractual terms in advance to deliver reliably and without surprises.
8. Liability and insurance
✅ Does the carrier carry full liability for the goods (according to CMR)?
✅ Is additional insurance required (e.g., high-limit freight goods liability – OCP)?
✅ Who is responsible for damage during loading/unloading?
This is especially important when transporting high-value goods, electronics, glass, or pharmaceuticals.
9. Billing details and payer contact
✅ Details of the company that will pay for transport
✅ Tax ID, address, email for invoice delivery
✅ Contact person responsible for payments
Often overlooked, this information is crucial for avoiding delays in payment processing.
10. Additional instructions
✅ Is the transport time-sensitive?
✅ Are special security measures required?
✅ Who is the client-side contact person (for queries during transport)?
✅ Is the transport subject to reporting obligations (e.g., SENT, INTRASTAT)?
A Complete Transport Order = Peace of Mind
A transport order is not a mere formality. It is the document that defines expectations, clarifies responsibilities, and minimizes the risk of errors. The more precise and complete your order, the greater the chance that the entire transport process will be seamless, stress-free, and cost-effective.
Remember: use this checklist as a daily tool. If you want to ensure that your transport orders are always accurate and compliant – or simply want professional support handling your shipments – reach out to us at eXportsy. We handle every step with care.
