Resources and checklists for shipping and logistics
This page collects the practical tools we use most often when planning shipments, preparing customs documents and organising storage and delivery. Each checklist below is designed to be printed or copied straight into your own workflow, so you can move from planning to booking without missing a step. Use them alongside our detailed guides to fill any gaps specific to your goods and routes.
Pre-Shipment Preparation Checklist
- Confirm the exact dimensions and gross weight of each pallet or carton, then calculate volumetric weight (length × width × height in cm ÷ 5000) to know which figure carriers will bill on.
- Agree the Incoterm in writing with your buyer or supplier — for example EXW, FOB or DAP — so responsibility for transport, insurance and duties is clear before goods move.
- Check whether your product needs an export licence, phytosanitary certificate or dangerous-goods declaration, especially for food, chemicals, batteries or wood packaging.
- Prepare a commercial invoice and packing list that match exactly: same values, quantities, HS codes and net/gross weights on both documents.
- Verify the ISPM 15 heat-treatment stamp on any wooden pallets or crates leaving the EU to avoid rejection at the border.
- Label every package with sender, consignee, order reference and handling symbols (fragile, this way up, keep dry) in clear, weatherproof print.
- Book collection with a realistic ready time and give the driver a contact name and phone number for the loading point.
- Photograph the loaded goods and secured pallets before handover as evidence of condition in case of a later damage claim.
Customs Documentation Checklist
- Register for an EORI number before your first shipment outside the EU — you cannot lodge a customs declaration without one.
- Classify each product with the correct 8- or 10-digit commodity (HS) code, as this determines duty rate, VAT and any restrictions.
- State the customs value on the commercial invoice, including whether it covers goods only or also freight and insurance, in line with your Incoterm.
- Include the country of origin for each item and keep supplier declarations or a EUR.1 certificate on file if you want to claim preferential duty rates.
- Check that consignee VAT and tax identification numbers are valid, as errors here are a common cause of clearance delays.
- Confirm who will act as declarant — you, your buyer or your forwarder — and give them written authority to clear on your behalf.
- Keep copies of all declarations, invoices and proof of export for the retention period required by French customs (generally several years).
- Set aside funds or a deferment account for import duty and VAT so goods are not held while payment is arranged.
Quick Reference
- Volumetric weight for air and road freight is usually calculated as length × width × height in cm divided by 5000; carriers charge on whichever is greater, actual or volumetric.
- A standard 20-foot container holds roughly 28–30 m³ of usable space; a 40-foot container roughly 58–60 m³, depending on packaging.
- Under EXW the buyer takes on almost all responsibility from the seller's door; under DDP the seller handles everything including import duties — the two extremes of the Incoterms scale.
- An EORI number is mandatory for any business importing or exporting goods across the EU customs border.
- Wooden packaging leaving the EU must carry an ISPM 15 mark showing it has been heat-treated or fumigated.
- The commercial invoice and packing list must agree on values, quantities and weights — mismatches are one of the most frequent reasons for customs holds.
What is the difference between freight forwarding and a courier service?
A courier handles smaller parcels door to door on its own network, ideal for documents and light packages. A freight forwarder organises larger, multi-leg movements — arranging carriers, consolidating loads, booking sea or air space and handling customs — acting as a coordinator rather than owning every vehicle.
How do I know which Incoterm to use?
Choose based on how much of the journey and risk you want to control. If you prefer the buyer to manage transport, EXW or FOB shift responsibility early; if you want to deliver a fully landed price, DAP or DDP keep control in your hands longer. Match the term to your experience with the destination country's rules.
What documents do I always need for an international shipment?
At minimum you need a commercial invoice and a packing list. Depending on the goods and route you may also need a bill of lading or air waybill, a certificate of origin, licences for restricted products and any health or safety certificates. Keeping these consistent with each other prevents most delays.
How can I reduce my shipping costs without losing reliability?
Consolidate smaller orders into fewer, fuller shipments, optimise packaging to cut volumetric weight, and plan lead times so you use sea or road freight instead of expedited air. Reviewing your Incoterms and comparing consolidated groupage rates against dedicated transport also often reveals savings.
What is last-mile delivery and why does it matter?
Last-mile delivery is the final stage that takes goods from a local depot to the customer's door. It is often the most expensive and complex part of the journey because of individual stops, access restrictions and delivery-time expectations, so getting it right has a large effect on customer satisfaction and total cost.
How do I choose the right warehousing option?
Consider your storage volume, how quickly stock turns over, whether goods need temperature control or security, and how close you need to be to customers or ports. Shared or third-party warehousing suits variable volumes, while a dedicated facility can make sense for steady, high-throughput operations.
Guides
How freight forwarding works, step by step
Understand what a freight forwarder does, how shipments are booked and routed, and what to expect when moving goods by road, sea or air in France.
Choosing the right warehousing option for your goods
Compare warehousing options for storage, distribution and inventory, and learn how to pick the right facility and terms for your business in France.
Last-mile delivery: how the final step works
Learn how last-mile delivery works, the challenges of the final leg, and how to plan reliable, cost-effective delivery to customers across France.
Customs paperwork explained for shippers
A clear guide to customs documentation, declarations and duties, and how to prepare the paperwork needed to move goods in and out of France.
Incoterms basics: who pays and who is responsible
Understand the main Incoterms, what they mean for cost and risk, and how to choose the right term when arranging international shipments.
Practical ways to reduce shipping costs
Discover practical ways to reduce freight and delivery costs, from consolidation and packaging to route planning and choosing the right service level.