A handover-by-handover shipping plan
Use this guide to prepare the information, approvals and handover records for your shipment. The route and services are confirmed in the written scope for your cargo.
01 · Choose the origin handover
Supplier-direct dispatch suits cargo already packed and ready for the agreed pickup or export handover. Guangzhou warehouse receiving adds a receiving and preparation stage when goods arrive from one or more suppliers.
- Prepare and confirm
- Provide supplier addresses, contacts, package counts and expected ready dates. For warehouse receiving, obtain the receiving reference, label instructions and receiving contact before the supplier dispatches.
- Responsibility and attention points
- The supplier and customer confirm what is ready; the logistics team confirms the receiving arrangement. Do not send goods to an address without an agreed reference.
02 · Prepare the quote and documents
Build a cargo list using packed dimensions and gross weight, with clear descriptions and quantities. Identify the recipient, delivery address and any special handling needs at the start.
- Prepare and confirm
- Supply invoice and packing-list information, cargo photos, value and currency, and the ready date. Review the written quote for origin charges, main freight, destination services, validity and exclusions.
- Responsibility and attention points
- The customer provides accurate cargo information and approves the scope. Acceptance and any additional document requirements must be reviewed before dispatch.
03 · Record the physical handover
Match the delivered package count and references against the receiving instruction. If warehouse services are agreed, confirm the requested inspection, repacking or consolidation before it is performed.
- Prepare and confirm
- Keep the delivery reference and available receiving record. Report visible packaging damage or count differences promptly, and agree the next action before releasing affected cargo.
- Responsibility and attention points
- A package count is not a product-quality inspection. Record what was actually checked and what remains for the supplier or customer to verify.
04 · Confirm dispatch and follow the shipment
Before release, confirm the final package data, routing and transport reference with the team. Keep the version of the invoice and packing list that matches the shipped cargo.
- Prepare and confirm
- Use the correct parcel, air waybill, booking or bill-of-lading reference when requesting updates. Respond to document requests through the agreed contact, and confirm any proposed cost or route change in writing.
- Responsibility and attention points
- Departure and arrival estimates are planning information. Ask which event an update represents rather than treating every status as confirmation of final delivery.
05 · Prepare delivery and close the record
Confirm the recipient contact, access conditions and unloading arrangements before final delivery. Review package counts and visible condition at handover when practical.
- Prepare and confirm
- Keep the delivery record and report a shortage or damage promptly with photos, packaging evidence and references. Follow the notification requirements in the agreed service or policy documents.
- Responsibility and attention points
- Close the shipment with the final documents and agreed charges together. A delivery record and a resolved exception are separate items; keep unresolved issues visible.
Questions before dispatch
Does every shipment have to pass through Guangzhou?
No. The receiving path depends on the supplier, cargo preparation and agreed transport scope. Tell the team if cargo is ready for supplier pickup or a different export handover so the suitable path can be reviewed.
Can I compare quotes before all details are ready?
You can compare service approaches, but identify every assumption and missing item. Confirm packed measurements, acceptance and the full scope before relying on a final amount or sending the cargo.
What should I send when something changes?
Send the shipment reference, the changed information and the decision you need. Updated dimensions, package counts, ready dates or delivery details can affect arrangements, so request written reconfirmation where relevant.