Execute the shipment

Use the process established by your agency to execute the shipment. Generally the main steps are:

Align all parties

To ensure the shipment is fulfilled according to plan, start a few days before the scheduled pickup date. Coordinate with the transportation service provider (TSP) and the shipper, the person responsible for packing and preparing the shipment to turn over to the TSP, to ensure they have the proper paperwork and to confirm the pickup and delivery details. The shipper should notify the receiver of the scheduled shipment.

Sometimes things don’t go as planned and you may need to add accessorial services such as:

• Demurrage — the charge that the shipper pays for the use of the container within the freight terminal (facility where shipments are transferred between modes) beyond the free time period
• Detention — a fee charged to the shipper when the truck is detained, at the pick-up or delivery location, longer than the allotted free time
• Redelivery — when the carrier attempts delivery but is unsuccessful it will add a redelivery charge to the invoice. The charge is generally only valid when the TSP is not at fault for having to redeliver. For example the destination facility is closed or there is special equipment needed to unload (e.g. hydraulic lift gate service)
• Reweigh or weight verification — the shipment is reweighed by the TSP and the weight provided by the shipper was incorrect

Confirm pickup

Make sure the shipper, also called the consignor, has the driver sign a copy of the bill of lading (BOL) showing it was picked up by the TSP. When using multiple BOLs for a single shipment, make sure the driver receives a copy of each BOL to issue to the corresponding TSPs involved in the shipment.

Confirm delivery

Upon delivery and while the driver is at the delivery location, the receiver, also known as the consignee, should conduct a full inspection of the cargo for loss, shortage, and/or damage as follows:

1. Note any exceptions to condition or count on the delivery receipt or BOL prior to signing it
2. Have the driver initial or sign next to any damage notation
3. Sign the delivery receipt or BOL
4. Keep the original delivery receipt or BOL and provide a copy to the driver

The annotated and signed delivery receipt or BOL is the TSP’s proof that the shipment was delivered.