Before You Ship Checklist

Import/export operations, sourcing, logistics, finance, and quality teams · Before cargo is released, loaded, or handed to the carrier

Risk warnings

Do not release cargo until commercial approval, quality release, payment condition, booking details, insurance, customs documents, loading evidence, and exception ownership are confirmed in writing.

Match final PO, proforma, contract, invoice draft, SKU list, currency, Incoterm, named place, quantity, and shipment value before cargo release.
Confirm product, SKU, pack size, carton count, palletization, carton markings, labels, batch or lot codes, and destination-language requirements against the approved order.
Record production completion, inspection result, approved sample status, photo evidence, nonconformance closure, and quality-release owner before booking final pickup.
Verify the payment milestone and release condition are met, such as deposit received, balance paid, LC/document terms satisfied, or written credit approval.

Confirm freight booking, carrier or forwarder, mode, routing, ETD, ETA, cargo cutoff, document cutoff, VGM or weight cutoff, and loading appointment.
Confirm insurance responsibility, insured value, coverage start and end points, policy/certificate evidence, exclusions, and who files a claim if cargo is damaged or lost.
Prepare the customs document pack: commercial invoice, packing list, transport document instructions, certificates, licenses, and regulated-product documents.
For food, chilled, frozen, hazardous, or other controlled cargo, confirm temperature setting, packaging, shelf-life/date evidence, certificates, handling instructions, and monitoring records.

Collect warehouse and loading evidence: pallet photos, container or truck condition, seal number, load plan, loading timestamp, and final piece or pallet count.
Send the pre-alert pack to buyer, broker, forwarder, finance, and warehouse with document versions, booking references, ETD/ETA, and exception contacts.
Name the exception owner for late documents, customs questions, payment holds, quality disputes, cargo damage, missed cutoffs, rollovers, or temperature deviations.
Do not ship if commercial terms conflict, payment release is incomplete, inspection failed, insurance is unclear, documents are missing, regulated-product evidence is incomplete, or no one owns the exception path.