Set out the route and parties
Record origin, destination, collection and delivery points, shipper, consignee and relevant service providers. Clarify who will instruct each provider. State whether the scope ends at port, customs clearance or final delivery.
Describe the cargo precisely
Include product description, quantity, package count, gross/net weight and dimensions. Identify any special handling or restrictions that need provider review. Do not guess missing measurements; quotation accuracy depends on the actual cargo profile.
State readiness and timing assumptions
Record the expected cargo-ready date and what must happen first. Separate an estimate from a confirmed date. List dependencies such as packing, document completion and inspection. Avoid promising a sailing or delivery date before provider confirmation.
Agree responsibilities and documentation
Record the agreed trade terms and clarify who handles booking, transport, insurance and customs steps. Gather invoices, packing details and other applicable documents. Ask the appointed broker to confirm route-specific requirements.
Make quotes comparable
Ask providers to show inclusions, exclusions, surcharges, validity and assumptions. Check origin, main carriage and destination costs separately. A lower headline rate can still produce a higher total when excluded items are added.
Use one action tracker
Maintain task, owner, due date, status and open issue. Record provider confirmations and changes. A coordination tracker improves visibility but does not replace each provider's contract or operational responsibility.