What this guide explains
Many preventable shipment problems begin before the cargo leaves the supplier. A clear pre-shipment handover helps the buyer, supplier, freight forwarder and clearance team work from the same information.
This checklist applies whether the supplier is in China or another international market. The exact documents and approvals still depend on the goods and route.
In 30 seconds
- Confirm what the goods are and how they may be classified.
- Identify the legal buyer, consignee and importer.
- Confirm final quantities, weights, dimensions and packing.
- Agree which documents and certificates the supplier must issue.
- Check product approvals before shipment—not after arrival.
- Confirm the freight mode, Incoterm and division of responsibility.
- Send reliable documents to the clearance team before arrival.
Start with one approved supplier brief
Send one written instruction covering the legal buyer and consignee names, billing and delivery details, product description, origin information, invoice and packing-list format, shipping marks, required certificates and the people who must receive draft and final documents.
Avoid managing critical instructions through scattered messages with no final approved version. A single brief gives every party a clear reference when documents and cargo details are reviewed.
Six checks that prevent avoidable gaps
Approve draft documents
Review the draft invoice, packing list and certificate information before the transport document is finalized. Names, descriptions, quantities, values, weights and origin details should agree.
Confirm the physical cargo
Ask for final packing details and clear photographs where useful. Identify batteries, chemicals, liquids, magnets, temperature-sensitive products, wooden packaging or unusually heavy pieces.
Agree responsibilities using the Incoterm
Confirm who handles origin pickup, export formalities, main freight, insurance, destination charges and final delivery. An Incoterm does not replace a complete operational plan.
Check Jordan requirements
Use the exact commodity to review the proposed HS classification, importer eligibility, prior approvals, conformity requirements, original documents and special handling conditions.
Match the booking to the cargo
Confirm the selected sea, air or land service can accept the actual dimensions, weight, packaging and any dangerous, fragile or temperature-controlled characteristics.
Send documents before arrival
Provide reliable shipment documents early enough for clearance preparation. Jordan Customs states that pre-arrival declaration allows work on the customs declaration to begin before the goods reach Jordan, subject to official rules and inspection requirements.
Supplier handover checklist
- Supplier contact and pickup address
- Cargo-ready date
- Final commercial invoice and packing list
- Certificate-of-origin information
- Product specifications and proposed HS code
- Package count, weight and dimensions
- Cargo photographs where useful
- Battery, chemical, hazardous or temperature details
- Chosen freight mode and Incoterm
- Carrier booking and transport reference
- Required approvals and certificates
- Document deadline for pre-arrival work