1. Supplier locations and collection
List each supplier’s city and collection address. Say whether the supplier will deliver to a warehouse or whether collection needs to be arranged. Give each order a reference so quantities, ready dates and packing updates can be matched to the right supplier.
2. Destination and delivery point
Give the destination country, city and requested endpoint: port, airport, warehouse, shop or delivery address. Include the postal code when available. Mention appointments, vehicle access restrictions and unloading facilities. If the address is still pending, identify it as an open item.
3. Products and special characteristics
Use specific product names and useful model references instead of “general cargo.” Flag batteries, liquids, powders or fragile parts for review. Keep photos and technical information ready for follow-up; describing a product does not confirm acceptance for a transport service.
4. Package count, weight and dimensions
Provide the number of packages, gross weight and outside dimensions after packing, with units. Distinguish weight per package from total shipment weight. List different package sizes separately. Label supplier estimates and product-only dimensions clearly; request packed measurements before treating them as final.
5. Packaging and handling needs
Describe cartons, pallets, crates or other packaging. Identify fragile, long, heavy or non-stackable items. For a packing review or an agreed check, describe the actual request, such as package counts or visible-condition photos, and clarify the scope before dispatch.
6. Ready dates and desired arrival
Give a ready date for each supplier and distinguish confirmed dates from production estimates. For several orders, say whether you prefer to wait for all goods or discuss separate dispatches. State your desired receipt date and any flexibility; it remains a planning target until arrangements are confirmed.
7. Services you want considered
Identify the stages you need help arranging: collection, consolidation, agreed checks, storage, repacking, international freight or final delivery. When comparing transport options, use matching collection and delivery boundaries. A warehouse-to-port offer and a door-to-door offer cover different work.
8. Existing arrangements and documents
Share shipping arrangements already agreed with the supplier, including any stated trade term and named place. List the invoice, packing list and product information available, noting drafts. Mark missing classifications or document details as unresolved so the responsible parties can clarify them.
A message you can copy
Use this outline directly in the inquiry form, or copy it for your own notes. Add your shipment details and mark estimates and unknowns clearly. Keep supporting files ready for follow-up; the form accepts text, without attachments.
Review the scope of a door-to-door quote ↗Apply this to your shipment
ILLUSTRATIVE EXAMPLE
Two suppliers are preparing 8 and 12 cartons. One has confirmed packed measurements; the other has only product dimensions. Send both order references, label the second set as estimates, and state whether the shipment must wait for both suppliers. Ask for the next measurement needed before comparing prices.
Check before the next step
- Separate confirmed measurements from supplier estimates.
- Give the full delivery address and the person who can receive the cargo.
- Name the missing information and who will provide it.
Terms in plain language
- Gross weight
- The weight of the goods together with their packaging. Record it separately from product-only net weight.
- Consignee
- The person or organisation named to receive the shipment. Confirm the exact name and receiving contact.
- Service scope
- The tasks and endpoints explicitly included in a proposal. Name the party responsible for anything excluded.
NEXT STEP
Shipping documentation
Prepare the commercial invoice and packing list, and clarify the importer’s responsibilities before booking.
