Treat readiness as a decision gate
Before dispatch, review the commercial agreement, documents and physical cargo together. Adapt the checklist to the goods, route and receiving arrangements. Assign each check to a named person and distinguish confirmed information from assumptions. The person authorising dispatch should be able to see every outstanding dependency.
Confirm the commercial foundation
Check counterparties, specifications, quantities and delivery obligations against the current purchase order. Confirm payment milestones and the evidence required at each stage. Retain approved changes to the transaction and assess their effect on sourcing, documents and transport before proceeding with the original schedule.
Establish documentary completeness
Review the invoice, packing information and transport instructions together. Identify who will provide origin evidence, technical records and documents requested by destination specialists. Refer unresolved classification, valuation or admissibility questions to authorised professionals with the relevant product and transaction details.
Validate the physical movement
Check cargo availability, packed dimensions, packaging suitability and handling restrictions against the booking. Coordinate collection, document cut-offs and expected arrival with onward delivery and receiving arrangements. Confirm which party has arranged transport and insurance under the agreement, and obtain the relevant evidence.
Record the release decision
Record unresolved issues, the person responsible and the likely effect on time or cost. Where conditional release is authorised, retain the approval, its reasons and the follow-up deadline. Carry outstanding actions into the shipment record after dispatch so that they remain visible until resolved.