Quick answer
Before collection, reconcile the signed machine description, completed work, attachments and package list. Record the condition and identification at handover, then share the final records with the receiving team. The agreed trade term and named place determine important responsibilities, while the carrier controls its loading requirements. A loading photograph is evidence of that moment, not proof of delivery or of every mechanical condition.
Key takeaways
- Use the final agreed machine and attachment list.
- Close agreed repair items with specific records.
- Identify each loose package and its contents.
- Record condition before and after loading where practical.
- Keep handover responsibility and delivery confirmation separate.
1. Match the offer to the machine at collection
Check the model, stock reference and available manufacturer identification against the final commercial documents. Confirm that the attachment and accessories are those agreed. Resolve substitutions or differences before collection rather than relying on an old message. Ask me to keep any agreed change in the written machine description. The receiving team should be able to identify what was purchased without interpreting several versions of photographs and quotations.
2. Close the work agreed before shipping
List repairs, servicing, cleaning or preparation that the quotation includes. Ask for the relevant completion record and any agreed retest, with date and machine identity. If an item remains open, record the action and responsibility before dispatch. Do not describe the whole machine as rebuilt when only a limited repair was performed. Keep these commercial acceptance items separate from the carrier's decision that the cargo can be handled.
3. Reconcile attachments and loose items
Use an itemised packing list for detached buckets, parts, pins, keys and documents. Label packages so they can be matched at arrival, and record their contents before they are closed. Ask the packing team how sensitive components are protected and secured. The CTU Code provides general packing and securing principles; the loading team must apply appropriate methods to the actual cargo. Photographs do not replace a competent lifting or securing plan.
Sources for this section:[1]
4. Confirm the handover point and responsible parties
Write the selected trade term with the named place and agreed version in the contract. ICC's rules distinguish delivery and risk responsibilities; these should not be inferred from a short message saying shipping included. Confirm who arranges collection, loading, insurance and destination handling under your actual agreement. Ask the forwarder and your advisers to clarify any gap. This checklist does not decide customs eligibility or replace the applicable contract terms.
Sources for this section:[2]
5. Create a useful condition and loading record
Record clear overall views, identifiable attachments and existing visible damage before handover. Add loading and securing views where safe and permitted, plus transport-unit identification where applicable. Date and label the files. Keep people clear of loading operations; the camera should not interrupt the competent team's procedure. Explain what the images show rather than treating them as proof that the machine has arrived, cleared customs or passed a comprehensive inspection.
6. Give the receiving team one organised file
Share the final machine description, package list, agreed work records, handover images and relevant shipping documents with your receiving contact. Confirm who they should notify about discrepancies and preserve original records. Arrange destination unloading with suitable people and equipment. When you ask me about a shipment, use the machine reference and the relevant document version so we can answer the same question across sales, transport and receiving teams.
References
- IMO/ILO/UNECE Code of Practice for Packing of Cargo Transport Units ↗International Maritime Organization · Accessed 2026-10-28
- Incoterms® 2020 Rules ↗International Chamber of Commerce · Accessed 2026-10-28
Editorial standard: Updated 2026-10-28. This guide separates general process guidance from machine-specific facts. Confirm the current inventory ID, machine evidence, inspection scope, carrier quotation and destination requirements before making a transaction decision. Read our editorial and verification standard.