How to send freight through a transport company: from enquiry to proof of delivery
The six details without which nobody can price a movement, how to build a pallet that survives handling, and what happens between signing the order and proof of delivery.
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Six details a quote needs
Most enquiries come back with questions because the basics are missing. The full set is:
- Collection and delivery points - a postcode is enough, but it has to be exact.
- What is moving - the type of goods, not just “freight”. It decides the trailer type and whether ADR or SENT apply.
- How much - number of pallets or pieces, dimensions and gross weight.
- Whether it can be stacked. This single question can halve the price, because it decides how the space is used.
- Timing - ready-for-collection date and the delivery date you need.
- Special requirements - temperature, tail lift, side loading, a booking slot at the warehouse.
FTL or LTL
Up to roughly eight pallets, groupage (LTL) usually wins: you pay for the space you occupy. Above that, a full load (FTL) can be cheaper per pallet and is always faster, because it runs direct. For urgent or fragile freight, FTL wins even at two pallets, fewer handlings, fewer chances of damage.
Building a pallet
- A euro pallet is 120 × 80 cm. Nothing may overhang, a protruding corner gets torn off at the first transhipment.
- Heavy at the bottom, light on top, cardboard between layers.
- Wrap stretch film from the base upwards, catching the pallet itself, at least five turns.
- Label two adjacent sides, not the top.
- Keep it under 180 cm and it can be double-stacked, above that you pay for two spaces.
Paperwork
International carriage needs a CMR consignment note and an invoice or packing list. Non-Union goods add a T1 or EX, dangerous goods add the ADR set, and sensitive goods in Poland add a SENT declaration. See our article on freight transport documents.
How an order runs
| Stage | What happens |
|---|---|
| Enquiry and quote | you give the six details. You get a rate and a timescale |
| Order | written confirmation of scope, price and dates |
| Vehicle supplied | on site within the booked window; the driver checks the goods and records reservations in box 18 of the CMR |
| In transit | route status; with ADR and SENT, position reporting is mandatory |
| Delivery | the consignee signs box 24, without it delivery is unproven |
Three things that most often cause delay
- No booking slot at the consignee’s warehouse, the vehicle waits and demurrage is chargeable.
- Weight that does not match the declaration - at a roadside check this ends in detention.
- Incomplete customs paperwork on non-EU destinations.
Destinations and shipment types: road freight, FTL and LTL groupage.
Frequently asked
How long does a quote take?
With the full set of details, usually around fifteen minutes in working hours.
Do I need my own pallets?
No, but palletised freight costs less to move than loose goods. It loads faster and secures better.
Who is responsible for loading?
Normally the consignor. The driver is responsible for how the load is positioned and secured on the trailer.