The direct answer
Plan delivery as a sequence from approved drawings to site handover, not just a shipping date. Confirm packing dimensions, transport responsibilities, destination requirements, unloading access and the installation team before dispatch. Import costs and paperwork depend on the shipment and destination and need local confirmation.
Write down the delivery responsibilities
Record the exact named delivery place and agreed trade term. ICC explains that Incoterms rules do not determine ownership or payment terms. Document those separately in the sales agreement. Ask your logistics provider to explain the responsibility boundaries for the selected arrangement before you compare freight offers.
Review the document set before dispatch
Ask the broker or forwarder which documents and product information they need for this destination. Reconcile the commercial description, quantities and packing list with the order. Obtain crate dimensions, gross weights and lifting instructions early enough to plan transport and unloading. Leave tariff classification and applicable charges for qualified local confirmation.
Separate production, transit and installation dates
Ask when production starts after drawings and finishes are approved, and what can change that date. Track dispatch, transit, clearance, final delivery and installation as separate milestones. Allow a planning buffer for unresolved steps and avoid scheduling a venue opening solely around an estimated vessel arrival.
Prepare for arrival and record condition
Confirm vehicle access, unloading equipment, a suitable storage area and the person authorized to receive the shipment. Photograph packaging and visible condition, count packages against the packing list and follow the agreed process for reporting damage or shortages. Keep hardware and drawings identified by module for the installer.
Before you request a quotation
- Named place, responsibilities and separate payment terms
- Confirmed document list, crate sizes and weights
- Unloading plan, installer and staged schedule