How to ship freight (steps 1–9)
The following steps outline how to properly plan, prepare, and manage a freight shipment.
Step | Process | Detailed Description |
1 | Determine Shipping Requirements | Identify what you’re shipping (type of goods), measure dimensions and total weight, and choose the appropriate shipping mode — LTL, FTL, Air, Ocean, or Rail — based on size, cost, and time. |
2 | Choose Freight Class & Packaging | Determine the Freight Class (using NMFC codes) according to density, handling, stowability, and liability. Use correct packaging — pallets for LTL, crates for fragile items, and secure with straps or shrink-wrap. |
3 | Prepare Shipping Documentation | Complete all required paperwork: Bill of Lading (BOL), Commercial Invoice, Packing List, and any export/customs forms (Certificate of Origin, Export Declaration, Insurance Certificate). |
4 | Select Carrier or Freight Broker | Choose between a Carrier (who transports freight directly) or a Freight Broker/3PL (who arranges shipping). Compare rates, service levels, and reliability. |
5 | Schedule Pickup & Delivery | Book the shipment, confirm pickup/delivery times, and provide any accessorial details (e.g., liftgate, inside delivery, dock hours). Confirm all instructions are documented. |
6 | Label & Load Properly | Label each pallet with shipper/consignee info, BOL or tracking number, and ensure even weight distribution. Avoid pallet overhang and follow hazmat regulations when applicable. |
7 | Track the Shipment | Use the carrier’s tracking system or a logistics platform to monitor shipment progress. Communicate with consignee and carrier to manage delays or exceptions. |
8 | Confirm Delivery & Keep Records | Obtain Proof of Delivery (POD) with signature, inspect freight immediately for damage, and retain all documents (BOL, POD, invoices) for records or potential claims. |
9 | File Freight Claims (if necessary) | In case of damage or loss, document issues with photos, note them on the POD, and submit a freight claim including BOL, POD, photos, and invoice to the carrier. |
What is the typical process for freight shipping from pickup to delivery?
- Preparation and Booking: Pack and label freight, book with a carrier or broker, and receive the BOL and labels.
- Pickup: Have freight ready during the pickup window. Provide the BOL and note any exceptions before signing.
- In Transit: LTL moves through terminals, FTL usually runs direct, intermodal uses rail plus drayage, and international moves include port or airport legs. Track progress with the provided numbers.
- Customs (International): Broker files entries and pays duties and taxes before final delivery.
- Delivery Scheduling: Appointments or notifications may be required, especially for residential or limited-access points.
- Delivery: Receiver unloads, inspects, and signs the delivery receipt. Note any damage or shortages before signing.
- After Delivery: Retain documents for billing and potential claims.