Identify both sites
Give collection and delivery cities, site types, access arrangements and booking windows. Explain security check-in and known vehicle restrictions. For cross-border movements, identify the countries and the party arranging clearance.
Describe the loaded cargo
List pallet or package count, outside dimensions and gross weight. State whether goods can be stacked and how they are secured. Share photographs through an agreed channel when dimensions alone do not explain handling needs.
Discuss full and shared loads
Explain shipment size and the required arrival window so the team can assess full truckload or less-than-truckload options. Ask for the proposed collection and delivery plan for each option rather than assuming both operate identically.
Assign loading, unloading and handover
Confirm who supplies equipment and staff at both ends and whether appointments are needed. Share opening hours and waiting constraints. Agree the delivery evidence, the recipient of exception reports and who can approve changes. Connect the movement to the party responsible for the preceding and following steps.