What you should know about your cargo

In order to arrange transportation of cargo properly and to take due account of all peculiarities it is necessary to inform freight forwarder and the carrier as for verifiable and detailed information about the cargo. To cut time and preliminary work, it is more convenient to forward all the details to the forwarding agent at once. If it is not possible to do so, forward the basic first and then request the rest of the information and forward it upon its receipt.

We remind that a client is obliged to provide a forwarding agent with full, precise and sound information as for the cargo in ample time and liable for all breaches of duty to provide information.

For more detailed information, consult “Rights and responsibilities of the forwarding agent and a client”.

The list of basic data needed:

For calculation of transportation costs:

  • Full name of the cargo. For chemical cargo - name of the chemical substances.
  • What exactly is required (loading, transportation, customs clearance etc.) according to the bill and your demands.
  • Departure point. If your cargo is sent from a warehouse of the seller, then: for Russia – region and preferably the nearest city, for Europe – zip code (ZIP), for USA – state and zip code.
  • Point of destination. If the cargo is delivered to the buyer warehouse, then: for Russia – region and preferably the nearest city, for Europe – zip code (ZIP), for USA – state and zip code.
  • For railway services: full name and railway station code.
  • If you have already decided where the customs clearance will take place (at the border or the transit from/to customs checkpoint is required), advise the freight forwarder.
  • Total weight - Net and Gross.
  • For break-bulk cargo and general cargo: number of freight pieces, packing type, size and weight of each piece of freight. Weight of the package is advisable. Maximum size should be stated.
  • For pallets: number and size of a pallet, cargo height on a pallet, how it is secured. Number of freight pieces and cargo weight on each pallet.
  • For loading and repacking: maximum stack height (if it is possible to load one freight piece upon the other and how many tiers may be laid).
  • Whether the cargo is considered to be dangerous. If yes, classes as per IMO and UN.
  • If any carriage conditions are required (temperature, humidity, priority etc.).
  • If import or export is limited, advise your freight forwarder whether you have all necessary documents (clearance, quota etc.)
  • Whether you have all necessary documents (certificates, Health Certificate). If no, when you are going to obtain them and whether you need help of the freight forwarder.
  • All cargo characteristics that you are familiar with.


For transportation arrangement:

  • Full name of the Consignor and Consignee in English (ownership, name and address) as per invoices used for customs clearance.
  • Consignor’s and consignee’s contact persons in office and warehouse and means of communication (phone, fax, mobile phone, e-mail).
  • Name of the cargo in English according to the invoice.
  • Exact address of warehouses, road map of transport vehicles, working time.