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Includes internal reference numbers, creation date, and the requesting department to link the request to orders, invoices, or customer service cases for traceability.
A complete request reduces transit delays, minimizes billing disputes, and provides the data carriers need for routing, customs clearance, and insurance. Accurate fields support tracking, liability limits, and faster claims resolution while also documenting chain-of-custody for compliance and audit purposes.
People across the supply chain prepare and act on shipment requests; roles differ by organization and volume of shipments.
Assign clear ownership for request creation, carrier confirmation, and final delivery acceptance to reduce errors and speed processing.
| Field | Configuration |
|---|---|
| Required Fields | Shipper, recipient, pickup date, weight, declared value |
| Validation Rules | Auto-validate ZIP, phone format, and weight ranges |
| Approvals | Set dollar-based approvals for high-value shipments |
| Notifications | Email/SMS to confirm booking and exceptions |
Choose a platform that supports common document formats, secure transport, and integrations with your carrier or TMS.
Ensure your chosen system supports audit trails, role-based access, and attachments so carrier confirmations and proofs are retained alongside the original request.
Usually by 16:00 local time for next-day pickup
Carrier responds within 1–24 hours depending on volume
Scheduled date plus defined two- to four-hour window
Varies by service level; carriers publish transit days
File damage claims per carrier terms, often within 7–21 days
Originator completes form and attaches required documents.
Carrier confirms pickup and assigns a tracking number.
Carrier collects cargo and updates status to 'In Transit.'
Recipient signs proof of delivery; close out shipment in system.
Includes internal reference numbers, creation date, and the requesting department to link the request to orders, invoices, or customer service cases for traceability.
Full legal name, billing address, contact phone and email, and tax or account numbers used for carrier billing and customs documentation when applicable.
Recipient name, delivery address with suite or dock information, contact person and daytime phone to reduce failed delivery attempts and exceptions.
Line-item descriptions, SKU numbers, quantities, weights, dimensions, and any hazardous material codes required for accurate quoting and regulatory compliance.
Requested service level, pickup/delivery windows, Incoterms for international shipments, and acceptance terms that define liability and payment responsibilities.
Signature blocks or e-signature fields, tracking number placeholders, and space for proof-of-delivery attachments to support audits and claims.
Itemizes value and harmonized system codes for customs clearance; required for cross-border shipments and typically submitted as PDF.
Details package contents, dimensions, and weights for carrier handling and verification at pickup and delivery.
Include certificates of origin, hazardous material declarations, or compliance documents as required by destination authorities, typically as PDFs.
Save completed requests as PDF for records and as structured CSV/XML for import into TMS or ERP systems.