01 / BEFORE YOU BOOK
Start with the arrangement, not just the route.
Tell us what you are importing, where it is coming from and where it needs to go. Then explain which parts are already arranged by the supplier and which parts you need help with. A shipment booked to a port and one booked to your premises can leave very different work outstanding.
If you also need help with the importing arrangement, discuss it before the goods move. We will review suitability for the goods and circumstances. Do not assume a freight or brokerage booking means Seabra will become the importer or hold the required product permissions.
A connected service works best when the importer, supplier, broker, carrier and receiver understand their own tasks. Put the agreed scope, exclusions and contacts in writing.
02 / MAKE THE TASKS VISIBLE
Who handles what?
Use this discussion table to build your shipment plan. It is a coordination checklist, not a replacement for the contract or applicable requirements.
| Work to coordinate | What to agree |
|---|---|
| Importer and permissions | The importing entity, registration arrangements and any product approvals or licences to be checked before shipment. |
| Supplier information | Who supplies the invoice, packing list, specifications and origin evidence—and who resolves inconsistencies. |
| Declaration preparation | The appointed broker, the person answering product questions and the person authorised to review commercial details. |
| Payments | Who arranges duty, tax and service payments, when approval is needed and which reference to use. |
| Transport | Who books each leg, confirms cargo availability and communicates changes to the collection or delivery plan. |
| Receiving | The site contact, appointment window, unloading arrangements and the person who can acknowledge receipt. |
Name a backup contact for time-sensitive questions. If the main approver is unavailable, the team should know how to obtain a decision without guessing.
03 / DEFINE THE END POINT
“Door delivery” needs a precise address and scope.
Share the agreed Incoterms® rule, version and named place. These rules allocate specified obligations, costs and risks between seller and buyer; they do not replace a complete shipment brief. The exact place and unloading arrangements matter. ICC guidance ↓
Confirm whether the service ends at a receiving bay, includes unloading or requires movement inside the premises. Do not assume unpacking, installation, upstairs delivery or special lifting equipment is included.
Ask how waiting, storage, a failed delivery attempt or a change of address would be handled. Agree any approval process for additional services before the truck is dispatched.
04 / FOLLOW THE NEXT ACTION
Arrival, release and delivery are separate milestones.
- Prepare. Confirm the importing arrangement, documents, contacts and delivery requirements.
- Review. Answer outstanding questions and review the information requested by the team.
- Clear and confirm availability. Follow the applicable customs process and confirm the cargo can be collected. An arrival notification alone is not a collection instruction.
- Arrange the delivery. Coordinate the vehicle, site appointment and receiving resources around confirmed availability.
- Record the handover. Confirm the shipment reference, packages received and any visible discrepancy with the delivery team.
Ask the Seabra team about document access and shipment visibility for your operation. Explore digital visibility →
Explore digital visibility05 / HELP THE RECEIVER GET READY
A delivery brief that answers the practical questions.
- Location: full address, site name, entrance instructions and a map pin if helpful.
- People: receiver’s name, working telephone number and backup contact.
- Timing: opening hours, appointment requirements and any restricted receiving days.
- Access: vehicle size limits, gate procedures, height restrictions and suitable parking or unloading space.
- Cargo: number of packages, dimensions, weights and handling requirements.
- Unloading: who supplies the people, forklift, dock or other agreed equipment.
- Completion: purchase-order or shipment reference and the agreed proof-of-delivery process.
Tell us about fragile, oversized or temperature-sensitive goods before booking. The appropriate equipment and service must be confirmed for the actual cargo.
06 / PUT IT INTO PRACTICE
A delivery address is only the beginning.
Example: palletised cargo to a factory
The buyer provides a factory address and requests delivery on Friday. A useful brief also states the pallet count and weight, the booking window, which gate accepts trucks, whether the receiver has a suitable forklift and who signs for the cargo.
If the site cannot receive on Friday, tell the coordinator early. Confirm the revised plan and any storage or redelivery implications before dispatching the vehicle.
This small amount of preparation can avoid a truck arriving at the correct address with no practical way to complete the handover.
07 / COMMON QUESTIONS
Before the final handover.
Can you help if my supplier already arranged freight?
Share the booking details and agreed scope. We can discuss the remaining clearance and delivery work, subject to the goods and arrangements.
Can you import under your company’s name?
Do not assume this is included. Contact us before booking so the proposed importing arrangement and suitability can be reviewed explicitly.
Can delivery be guaranteed from the arrival date?
An expected arrival date is only one input. Clearance, cargo availability, vehicle arrangements and the receiver’s appointment all need to align.
What if something is visibly damaged or missing?
Notify the delivery team and your Seabra contact promptly. Record the discrepancy against the shipment, retain relevant packaging and photographs, and follow the agreed reporting procedure. Do not assume a clean receipt records an exception.
Let’s agree the whole handover.
Send your cargo details, route and delivery requirements. We will help identify the work still to arrange and the information needed to plan it.
Plan your import and delivery ↗Prepare your customs documents ↗Build your import cost plan ↗Reference and scope
General coordination guidance, updated 12 September 2026. Specific responsibilities depend on the contract, goods and applicable requirements. The image is illustrative. External references open in a new tab.