ELEVGRID / EXPORT & DELIVERY
Export Packing & Delivery Coordination
Delivery planning starts with equipment dimensions, weight, sensitive components, destination conditions and agreed trade terms.
Bring these inputs into the quotation early so packing, documents and handovers can be reviewed against the actual supply scope.
Share your delivery requirementsReview the planning checklist
- 01EquipmentDimensions · weight · configuration
- 02Packing & recordsProtection · identification · documents
- 03Agreed handoverNamed place · trade term · responsible party
- 04DestinationAccess · unloading · receiving contact
Coordination scope and logistics services require project-specific agreement.
01 / DELIVERY PLANNING
Delivery Inputs Required Early
A destination name alone is not enough. Share the receiving conditions and commercial basis before the delivery scope is priced.
Country & destination
Identify the destination country, named port or terminal, and final site address where known. Distinguish the shipping destination from the site.
Trade term & named place
Provide the preferred Incoterm, the precise named place or port and the intended rules edition. Flag terms that still need commercial review.
Transport & handling
State any requested transport mode, unloading restrictions, lifting constraints, access limits or handling conditions.
Target date & receiving window
Explain whether the target is dispatch, port arrival or site receipt. Include site receiving hours and dependencies; a requested date is subject to confirmation.
Documents & packaging
List required documents, language, copies, marking instructions, packaging requirements and any receiving or storage conditions.
People & approvals
Identify the buyer’s delivery contact, consignee details and who approves the packing basis, document drafts and shipping instructions.
02 / DELIVERY PLANNING
Packing Basis by Equipment
The packing proposal should follow the equipment configuration, handling method and expected exposure. These are review factors, not fixed packing specifications.
Conceptual layers
No packaging grade is implied.
Transformers
Confirm the shipping configuration, overall dimensions and weight, lifting information, sensitive fittings and any items removed for transport. For oil-filled equipment, obtain the manufacturer’s agreed transport condition and handling instructions.
Distribution equipment
Review enclosure dimensions, panel or section splits, exposed interfaces, internal restraints and moisture-sensitive parts. Confirm how each shipping section is identified and handled.
Components & accessories
Review fragility, exposed connection surfaces, corrosion or moisture sensitivity, quantities and separation needs. Agree protective materials and handling instructions for the actual items.
Any timber treatment, barrier protection, desiccant, weather protection or other packaging requirement must be checked for the destination and agreed supply scope. No standard packing grade is assumed.
03 / DELIVERY PLANNING
Equipment and Loose-part Identification
Agree a traceable packing list so the receiving team can match each package to its equipment and documents.
One reference structure.
Use the agreed equipment tag or serial reference as the starting point.
- Main equipmentEquipment reference ↔ main shipping unit
- Removed partsParent equipment reference ↔ separate package
- Accessories & sparesItem description + quantity ↔ package reference
- Documents & marksDocument revision ↔ equipment and package list
Confirm package numbers, descriptions, quantities, weight and dimensions where applicable. Agree handling marks and document locations before dispatch; avoid labels that cannot be reconciled to the final packing list.
04 / DELIVERY PLANNING
Export Document Coordination
The document set depends on the contract, destination requirements and actual supply scope. Confirm who prepares, checks and issues each item.
Commercial invoice
Check the agreed parties, goods descriptions, commercial references and trade-term details against the order.
Packing list
Reconcile equipment and loose parts, package references, quantities, and the final weight and dimensions supplied for dispatch.
Transport information
Confirm consignee and notify-party details, shipping instructions and the transport document required for the agreed mode. Issuance rests with the appropriate party.
Origin & project documents
Identify whether origin documents, inspection records or other project documents are required. Confirm availability, issuer, format and timing before committing to supply them.
The document list is a planning guide. Availability, certification and destination acceptance require confirmation; this page does not promise a complete customs document package.
05 / DELIVERY PLANNING
Delivery Coordination Workflow
Agree an owner, review point and required record for each stage. Dispatch readiness is a checkpoint; it does not confirm a transport booking or arrival date.
- 01
Data Confirmation
Align equipment data, destination, timing needs and trade terms.
- 02
Packing Plan
Review the shipping configuration, protection and handling basis with the responsible parties.
- 03
Marking & Document Check
Reconcile package references and document drafts; resolve discrepancies.
- 04
Dispatch Readiness
Confirm agreed release conditions, packing status and outstanding actions.
- 05
Shipping Handover
Record package count, visible condition and handover details with the responsible transport party.
- 06
Arrival Coordination
Align the receiving contact and access arrangements. Reconcile delivered packages and report discrepancies through the agreed process.
06 / DELIVERY PLANNING
Incoterms & Responsibility Boundary
State the Incoterm, named place or port and rules edition in the quotation. Confirm the delivery point and risk transfer separately from the destination.
COMMERCIAL AGREEMENT
Who arranges it?
Who pays?
When does risk transfer?
Keep these questions explicit for every handover. Paying freight to a destination does not necessarily mean risk transfers there.
ICC guidance on Incoterms® rules- Transport & handover
- Identify the party arranging carriage, the agreed delivery point and the handover record.
- Insurance
- Confirm who arranges cover, the required scope, exclusions and evidence. Do not assume insurance is included.
- Clearance & charges
- Confirm export and import clearance roles, the importer and responsibility for applicable duties, taxes and charges.
- Unloading & site work
- Assign unloading, lifting, access preparation, storage and any site services explicitly. These are not automatically included.
- Arrival & exceptions
- Name the receiving party and agree how shortages, damage or delays are recorded and escalated.
ElevGrid’s coordination role does not automatically include carriage, insurance, customs clearance, unloading or installation. The agreed quotation and contract define the supplied scope.
07 / DELIVERY PLANNING
Oversized or Project Cargo Considerations
Where dimensions, weight or the shipping configuration may affect transport, obtain project-specific feasibility input from the responsible specialists.
Dimensions & weight
Confirm the final shipping envelope, gross weight, centre-of-gravity information and handling points with the equipment supplier.
Route & terminals
Review route restrictions, transfers, permits and proposed port or terminal handling conditions with the transport provider.
Lifting & site access
Confirm lifting arrangements, ground and access conditions, laydown space and the receiving team’s constraints before handover.
These are planning factors. Route surveys, permits, heavy lifting, port handling and specialist transport are included only where expressly agreed with the responsible provider.
08 / DELIVERY PLANNING
Pre-dispatch Checklist
Buyer and supplier should jointly review these points and assign an owner to every open item before the agreed dispatch release.
Equipment data agreed
Final shipping dimensions, weights, configuration and handling instructions are available.
Packing basis reviewed
Protection, restraint, sensitive parts and relevant destination requirements have been reviewed.
Packages reconciled
Main equipment, removed parts, accessories and spares match the package references and quantities.
Documents checked
Required drafts, issuer responsibilities, consignee details and revision status have been checked.
Responsibilities recorded
Trade term, named place, risk transfer, insurance, clearance and unloading responsibilities are clear.
Handover prepared
Release conditions, collection or shipping arrangements and the handover contact are confirmed by the responsible parties.
Arrival planned
The receiving team has the package list, access information and an agreed way to record condition and discrepancies.
Open items resolved
Remaining approvals, exceptions and timing dependencies have an owner and an agreed resolution.
Before dispatch / Connected requirements
Prepare the handover inputs.
Testing & Factory Acceptance
Confirm the agreed inspection and acceptance records before planning release.
Document controlsQuality & Project Control
Connect approvals, document revisions and unresolved items to the handover.
Recommended Next StepTransformer Procurement Guide
Gather destination, timing and project documents for the existing RFQ.
09 / DELIVERY PLANNING
Make destination part of the RFQ.
Share your equipment scope, destination and preferred trade terms so the delivery requirements can be reviewed with the quotation.
Use Destination Country / Port, Required Delivery / Target Date and Preferred Incoterm in the existing RFQ. Add site access, unloading, packing and document requirements under Additional Technical Requirements, and attach available specifications.
Request a quote Explore equipment scope