Preparing cargo for international freight: a checklist

Cargo that is well packed and correctly documented moves faster and is less likely to be damaged, rejected or held. These checks apply to most sea and air shipments.

Packaging

• Use packaging strong enough for stacking and for several handlings, not just the first truck.

• Fill empty space so goods cannot move inside the carton.

• Protect against moisture on long sea voyages — desiccants for sensitive goods.

• For machinery, bolt units to skids and protect exposed parts.

Pallets

• Use pallets that meet the destination’s import rules. Many countries require solid wood packaging to be heat-treated and marked under ISPM 15.

• Keep cargo within the pallet footprint — overhang increases volume and damage risk.

• Stretch-wrap and band pallets so they travel as one unit.

• Record the final dimensions and weight of every pallet.

Marking and labels

• Consignee, shipment reference and piece count on each package.

• Handling marks: this way up, fragile, keep dry, where relevant.

• Dangerous-goods marks and labels exactly as the DG regulations require.

Documents

• Commercial invoice with a clear description, HS code, value and Incoterm.

• Packing list matching the physical pieces and weights.

• Certificate of origin if preferential duty is claimed.

• Permits, licences and certificates for controlled or regulated goods.

Before collection

Confirm that the cargo-ready date is real, that the loading site can accommodate the vehicle, and that someone is available to sign the collection documents. A missed collection often means a missed vessel cut-off.