Before the Freight Moves, the Plan Should Be Clear
International freight usually becomes difficult when details are missing early. A shipment may be delayed because the commercial invoice is incomplete, the importer is not ready, the cargo description is unclear, the delivery location cannot receive the freight, the customs broker receives documents too late, or the selected freight mode does not match the shipment timeline.
This checklist helps you prepare the key information RRA needs to review the shipment properly before cargo moves. It applies to freight moving:
- Into Canada
- Into the United States
- Out of Canada
- Out of the United States
- Across the Canada–US border
- From overseas suppliers to North American buyers
- From North American exporters to global customers
- Through ports, airports, warehouses, terminals, and final delivery points
Confirm the Shipment Direction
Before documents, quotes, or pickup can be reviewed properly, confirm exactly how the freight is moving.
Common Shipment Types
- Overseas supplier to Canada
- Overseas supplier to USA
- Canada to USA
- USA to Canada
- Canada or USA to overseas destination
- Port-to-door shipment
- Airport-to-door shipment
- Warehouse-to-customer delivery
- Cross-border truck shipment
- Project cargo or oversized move
- Import shipment requiring warehousing or transload
Why This Matters
The shipment direction affects customs requirements, documents, routing, carrier selection, transit time, delivery planning, and total cost.
For example, an import into Canada may require Canadian importer setup and customs clearance. A shipment entering the United States may involve US customs entry requirements. A Canada–US truck move may require border documents before the truck reaches the crossing.
RRA Note: RRA can help review the full routing plan before freight moves, including freight mode, customs requirements, pickup, delivery, warehousing, and cross-border coordination.
Confirm the Parties Involved
Every shipment should clearly identify who is responsible at each stage.
Key Parties to Confirm
- Shipper
- Supplier
- Exporter
- Consignee
- Buyer
- Importer of record
- Customs broker
- Freight forwarder
- Carrier
- Warehouse
- Final delivery location
- Overseas agent or forwarding partner
Who is responsible for customs clearance, duties, taxes, delivery, and communication? If this is not clear before the shipment moves, the cargo may arrive before the right party is ready to clear or receive it.
RRA Note: RRA works with importers, exporters, overseas suppliers, and overseas forwarders that need one North American partner to coordinate freight, customs, trucking, warehousing, and final delivery.
Prepare Complete Cargo Details
Accurate cargo details help determine freight mode, customs requirements, pricing, carrier selection, equipment, and delivery planning.
Send These Cargo Details
- Product name
- Clear commercial description
- HS code, if available
- Country of origin
- Quantity
- Number of pieces, cartons, crates, or pallets
- Gross weight
- Net weight, if applicable
- Dimensions
- Packaging type
- Cargo value
- Currency
- Stackability
- Hazardous status, if applicable
- Temperature requirements, if applicable
- Oversized or overweight details, if applicable
- Special handling instructions
Avoid Vague Descriptions
Avoid descriptions such as:
Better descriptions explain what the product is, what it is made of, and what it is used for.
For customs purposes, country of origin, classification, value, and permit requirements may affect whether cargo can be released smoothly — see our customs brokerage & trade compliance service. CBSA highlights origin, permits, restrictions, regulations, and other government department requirements as key import considerations for commercial goods entering Canada.
Prepare the Core Shipping Documents
Most commercial shipments need a set of basic documents before freight can move smoothly.
Commercial Invoice
The commercial invoice is one of the most important shipment documents. It is used for export and import clearance and may be used by customs authorities to assess duties and taxes. A good commercial invoice should include:
- Seller
- Buyer
- Importer, if different
- Consignee
- Invoice number
- Invoice date
- Product description
- Quantity
- Unit value
- Total value
- Currency
- Country of origin
- HS code, if available
- Incoterm
- Reason for shipment
Packing List
The packing list explains how the cargo is packed. It normally includes the package count, weights, dimensions, and details of what is inside each carton, pallet, crate, or package. Freight forwarders use this information to confirm weights and freight costs, and customs authorities may use it to verify package contents. A good packing list should include:
- Number of packages
- Package type
- Gross weight
- Net weight, if available
- Dimensions
- Contents by package
- Marks and numbers
- Pallet or crate details
- Special handling notes
Bill of Lading or Air Waybill
The transport document supports the movement of cargo by ocean, air, or truck. Depending on the mode, this may include:
- Ocean bill of lading
- House bill of lading
- Master bill of lading
- Sea waybill
- Air waybill
- Truck bill of lading
- Delivery order
Certificate or Certification of Origin
Some shipments may require origin documentation, especially when claiming preferential tariff treatment or when the destination country requires proof of origin. The International Trade Administration notes that certificates of origin may be required by some countries, even when the commercial invoice contains similar information.
Permits, Certificates, or Other Agency Documents
Some goods may require additional documents before they can be imported or exported. This can apply to products such as:
- Food
- Agriculture
- Plants
- Animals
- Chemicals
- Vehicles
- Medical products
- Electronics
- Steel or aluminum
- Textiles
- Controlled goods
- Hazardous materials
- Energy or industrial equipment
RRA Note: Send documents early. Customs and freight planning should happen before the cargo reaches the port, airport, border, warehouse, or terminal.
Confirm the Incoterm
The Incoterm helps explain who is responsible for freight cost, pickup, export handling, import handling, insurance, risk transfer, and delivery responsibilities.
Common Incoterms You May See
- EXW
- FCA
- FOB
- CFR
- CIF
- DAP
- DDP
Why This Matters
A freight quote changes depending on the Incoterm. For example:
- Under EXW, the buyer may need pickup from the supplier's facility.
- Under FOB, the buyer may only need freight from the origin port onward.
- Under CIF, ocean freight may be arranged, but destination charges, customs, drayage, and delivery may still need to be handled.
- Under DAP, delivery may be arranged to a named place, but import duties and taxes may still be the buyer's responsibility.
- Under DDP, the seller may be taking responsibility for import duties and taxes, but this must be set up properly.
RRA Note: If you are not sure what your supplier's Incoterm means, send RRA the invoice or purchase order before booking. We can help identify where your responsibility begins and which services still need to be arranged.
Choose the Right Freight Mode
The best freight mode depends on shipment size, urgency, budget, destination, cargo type, and handling requirements.
Common Freight Options
Best for larger, heavier, or less urgent international shipments.
- FCL
- LCL
- Breakbulk
- Out-of-gauge
- Reefer
- Port-to-door
Best for urgent, high-value, production-critical, or time-sensitive cargo.
- Emergency replenishment
- Production-critical parts
- Retail deadlines
- Delayed ocean recovery
- High-value cargo
Best for domestic, cross-border, port recovery, warehouse delivery, and final-mile freight.
- FTL
- LTL
- Flatbed
- Step deck
- Dry van
- Reefer
- Cross-border trucking
Used when containers move from port, rail, or terminal to warehouse, transload, or final delivery.
Useful when freight needs to be stored, sorted, consolidated, cross-docked, repacked, staged, or transferred from ocean container to truck.
Used when cargo is oversized, overweight, out-of-gauge, breakbulk, or requires route planning, permits, specialized equipment, and site delivery coordination.
RRA Note: RRA coordinates ocean freight, air freight, customs brokerage, cross-border logistics, ground freight and trucking, warehousing, drayage, and project cargo services.
Plan Customs Before Arrival
Customs clearance should not begin after cargo arrives. It should be reviewed before pickup, departure, vessel arrival, flight arrival, border crossing, or port recovery.
Customs Details to Prepare
- Importer of record
- Exporter
- Commercial invoice
- Packing list
- HS code
- Country of origin
- Cargo value
- Currency
- Incoterm
- Permits or certificates
- Customs broker information
- Broker authorization
- Duties and taxes responsibility
- CARM setup for Canadian imports, when applicable
- US entry requirements for US imports, when applicable
For Canadian imports, see our CARM readiness guide.
Why This Matters
A shipment can be physically ready to move but still delayed because the customs file is incomplete. Common issues include:
- Missing importer information
- Vague product description
- Incorrect value
- Missing country of origin
- HS code not reviewed
- Required permit not available
- Broker not authorized
- Documents sent too late
- Freight arrives before customs release is ready
CBP reminds importers and exporters that certain commodities may have specific requirements from partner government agencies, and CBSA also identifies permits, restrictions, regulations, and other government department requirements as important import considerations.
Confirm Pickup, Delivery, and Receiving Details
A shipment is not complete when it reaches the port, airport, rail terminal, or border. Final delivery planning matters.
Confirm These Details
- Pickup address
- Delivery address
- Contact name
- Contact phone number
- Receiving hours
- Appointment requirements
- Dock availability
- Forklift availability
- Liftgate requirement
- Limited access location
- Construction site restrictions
- Delivery date requirement
- Unloading method
- Warehouse or transload instructions
- Special handling instructions
- Empty container return requirements, if applicable
Common Delivery Problems
- Warehouse cannot receive containers
- Delivery appointment was not booked
- Cargo needs a liftgate
- Site cannot unload flatbed or container
- Container free time expires
- Delivery location has restricted hours
- Cargo needs to be transloaded before final delivery
- Driver arrives before customs release is complete
RRA Note: RRA's integrated model is built around reducing handoffs between freight forwarding, customs, trucking, warehousing, and final delivery. The company describes this as one team with fewer handoffs, clearer ownership, better documentation alignment, and more predictable communication.
Understand What Affects the Quote
A proper freight quote depends on more than origin and destination.
Quote Factors
- Freight mode
- Origin
- Destination
- Cargo dimensions
- Cargo weight
- Number of pieces
- Commodity
- Cargo value
- Timeline
- Incoterm
- Customs requirements
- Pickup requirements
- Delivery requirements
- Equipment needed
- Port, airport, terminal, or rail routing
- Drayage
- Warehousing
- Transload
- Accessorial charges
- Fuel
- Market capacity
- Special handling
Important reminder: A low freight rate is not always the lowest total cost. If a quote excludes customs clearance, destination charges, port pickup, delivery, storage, detention, demurrage, duties, taxes, or warehousing, the final shipment cost may be higher than expected.
RRA Note: RRA reviews the full move, not only one leg. That means freight, customs, trucking, warehousing, and final delivery can be planned together before the shipment moves.
Send RRA the Shipment Package
For faster review, send all key details together.
Minimum Information to Send
- Origin
- Destination
- Cargo ready date
- Required delivery date
- Commercial invoice
- Packing list
- Cargo description
- HS code, if available
- Country of origin
- Cargo value
- Dimensions
- Weight
- Number of pieces
- Incoterm
- Freight mode requested
- Importer/exporter details
- Customs broker details, if already assigned
- Delivery requirements
- Special handling requirements
For Ocean Freight
- FCL or LCL preference
- Container size, if known
- Port of loading
- Port of discharge
- Final delivery location
- Drayage or transload needs
For Air Freight
- Airport of origin
- Airport of destination
- Required arrival date
- Cargo value
- Dimensions and chargeable weight details
- Urgency level
For Cross-Border Freight
- Commercial invoice
- Packing list
- Broker information
- Importer information
- PARS/PAPS requirements, if applicable
- Pickup and delivery appointment details
For Project Cargo
- Drawings or photos
- Exact dimensions
- Exact weight
- Lifting points
- Center of gravity, if available
- Route restrictions
- Permit requirements
- Site delivery restrictions
- Loading and unloading method
Quick Shipment Checklist
Use this before requesting a quote or booking freight.
Shipment Basics
- Origin confirmed
- Destination confirmed
- Cargo ready date confirmed
- Required delivery date confirmed
- Import, export, or cross-border direction confirmed
- Incoterm confirmed
Cargo Details
- Product description prepared
- HS code available, if known
- Country of origin confirmed
- Value and currency confirmed
- Dimensions confirmed
- Weight confirmed
- Package count confirmed
- Special handling identified
Documents
- Commercial invoice prepared
- Packing list prepared
- Bill of lading or air waybill details available
- Certificate of origin available, if required
- Permits or certificates available, if required
- Broker authorization confirmed
Customs
- Importer of record confirmed
- Exporter confirmed
- Customs broker confirmed
- Duties and taxes responsibility understood
- Canada or US customs requirements reviewed
- CARM readiness checked for Canadian imports, if applicable
Logistics
- Freight mode selected or under review
- Pickup requirements confirmed
- Delivery requirements confirmed
- Warehouse appointment confirmed, if needed
- Drayage or transload needs identified
- Final delivery equipment confirmed
Common Mistakes That Delay Shipments
How RRA Helps Keep the Shipment Connected
RRA is built for shipments that need more than one service. Instead of coordinating separate vendors for freight forwarding, customs clearance, trucking, warehousing, drayage, and final delivery, clients can work through one accountable North American logistics team.
The earlier RRA sees the shipment details, the easier it is to identify the right freight mode, missing documents, customs requirements, routing issues, and delivery risks before the cargo moves.
Common Questions
Have a Shipment to Review?
Send RRA the origin, destination, cargo details, documents, and timeline. Our team will review the freight mode, customs requirements, routing, warehousing, trucking, and delivery plan before the cargo moves.
This guide is general information only. Requirements may vary by commodity, origin, destination, value, mode of transport, importer/exporter setup, and government agency requirements. RRA can review shipment details and documentation before cargo moves.