Arrange a 1688 Supplier Handoff to Your Freight Forwarder
Write a pickup instruction, confirm the handoff point and handling responsibilities, and reconcile the cargo receipt before the shipment moves.
Write down the physical handoff point
Confirm whether the supplier makes the finished cargo available for pickup or delivers it to a facility. A city name is too broad for dispatch. Collect the street address, building and loading entrance, local contact, access hours, and the date when all handling units will be ready. Ask whether a vehicle appointment or entry registration is required.
When the sales agreement uses an Incoterms® rule, keep the named place and version with the order. Confirm how the seller and buyer agreed to allocate loading, export formalities, and transport obligations. The pickup instruction then translates the agreed responsibilities into practical details for the driver and receiving team.
Write an instruction the seller and driver can both use
Consider an illustrative lot of 12 cartons from one supplier. The order reference is PO-417 and the seller labels the cartons PO-417 01/12 through PO-417 12/12. The pickup request gives the agreed collection window, gate, local contact, 12-carton total, and who will load the vehicle. The booking asks for a receipt or handover record showing the actual count and visible condition.
If the supplier says only 10 cartons will be ready, pause the instruction for all 12. Decide whether to wait or make an authorized split. If splitting, assign each lot a reference, issue separate packing counts, and ask how the additional pickup and timing change the quote.
Reconcile the handover before the booking moves
Compare the handover receipt with the dispatch instruction and latest packing list. Investigate missing marks, missing cartons, damaged packaging or a pallet count that differs from the booking. Ask the seller and handler for a corrected record or a clear disposition before they send the lot onward.
Keep three records together: the instruction sent to the supplier, the final packing list, and the signed receipt or carrier confirmation. The set identifies what was expected and what moved. If the handoff includes another provider, ask who owns the next status update and which reference the buyer should quote when following up.
Common questions
Can a seller send cartons directly to a forwarder facility?
Only after the receiving party confirms the location, receiving hours, shipment reference, and whether it accepts the intended vehicle or parcel service. Ask the seller to use the approved labels and provide dispatch references.
Who loads the truck at the supplier address?
Check the contract and the specific handoff arrangement. Confirm the seller or carrier has the equipment and staff they need, and write the agreed responsibility in the pickup instruction.