International transport requires good organisation and a precise exchange of information. Many problems that arise during delivery are not caused by the driving itself, but by mistakes made before the vehicle is even provided.
Incomplete data, missing information about warehouse opening hours or an incorrectly stated weight can cause delays, additional costs or the need to completely re-plan the transport.
Which Mistakes Occur Most Often?
1. Too Little Information in the Transport Enquiry
One of the most common mistakes is sending a very general enquiry, for example:
“I need transport from Poland to Germany. What’s the price?”
This is not enough to reliably assess whether the shipment can be carried out. The carrier needs, among other things:
- the exact loading and unloading locations,
- the date,
- the type of goods,
- the weight,
- the number of pallets or the dimensions,
- the required vehicle type.
The more data provided at the start, the faster a specific and accurate quote can be prepared.
2. Incorrect Weight or Dimensions of the Goods
This mistake can have very serious consequences. If the cargo turns out to be heavier, taller or larger than stated in the order, it may happen that:
- it will not fit on the vehicle provided,
- the permissible weight will be exceeded,
- a different vehicle will have to be provided,
- the entire transport will be delayed.
That is why weight and dimensions should be verified before the transport is ordered, not during loading.
3. No Information About Warehouse Opening Hours
“Loading on Wednesday” can mean very different things. One warehouse operates from 6:00 a.m. to 10:00 p.m., another only from 8:00 a.m. to 2:00 p.m. If the carrier does not know these hours, they may schedule the vehicle’s arrival when the warehouse is already closed. The same applies to unloading.
It is therefore worth always providing:
- the warehouse opening hours,
- the required time window,
- information about delivery appointments (booking slots),
- any time restrictions.
4. Missing Reference Number or Other Data Needed for Loading
At many warehouses, the driver will not be admitted without the correct reference number. Missing this information can mean a long wait, additional phone calls and sometimes even being unable to load at all.
Before the vehicle arrives, make sure the driver has all the necessary data:
- the order number,
- the reference number,
- the company name,
- the address,
- contact details,
- site entry instructions.
5. Omitting Additional Requirements
Every non-standard requirement should be communicated before the transport is confirmed. This may concern:
- a specific vehicle type,
- a particular trailer height,
- side or top loading,
- pallet exchange,
- additional load securing,
- straps, edge protectors or anti-slip mats,
- special documents,
- the requirements of a specific consignee.
If such information appears only at loading, it may be too late to change the vehicle.
6. Ordering Transport Too Late
Of course, there are situations in which transport must be arranged immediately. But if the shipment can be planned in advance, it is worth doing so. Ordering well ahead gives you more options:
- finding a suitable vehicle,
- better route matching,
- checking restrictions,
- planning the driver’s working time,
- obtaining a more favourable offer.
An order sent at the last minute significantly limits the available solutions.
7. Failing to Report Changes
A transport plan can change. The problem arises when the carrier is not informed. A shifted loading time, a changed address, a different number of pallets or additional requirements can affect the entire organisation of the shipment.
Every significant change should be communicated as quickly as possible. The sooner the carrier learns about it, the greater the chance that the plan can be adjusted without delays.
8. Assuming the Carrier “Will Surely Know”
In transport, it is not worth relying on assumptions. If something is important, it should be clearly stated in the transport order. This applies in particular to information about:
- deadlines,
- warehouse requirements,
- the type of goods,
- the loading method,
- documents,
- the driver’s additional duties.
Good communication eliminates most misunderstandings before they arise.
9. Not Checking Documents
In international transport, documentation is extremely important. Depending on the type of shipment, you may need, among other things:
- transport documents,
- invoices,
- packing lists,
- customs documents,
- reference numbers,
- additional confirmations required by the consignee.
A single missing document can stop a transport for many hours and, in some cases, even longer. That is why documents should be checked before the shipment begins.
10. No Contact Person
In a problem situation, sometimes every minute counts. If the carrier has no contact with a person who can make a decision quickly, even a minor problem can significantly delay the transport.
Always name a contact person and provide a phone number or e-mail address, especially when loading or unloading takes place outside standard working hours.
Most Problems Can Be Avoided
International transport is a process in which many elements must work together. It is impossible to foresee every situation on the road, but many problems can be eliminated before the vehicle sets off. The most important things are:
- complete information,
- correct data about the goods,
- clear requirements,
- the right documents,
- fast communication.
A well-prepared transport order allows the carrier to plan the shipment properly, select the right vehicle and minimise the risk of unnecessary delays.
In transport, many problems start with one missing detail. The better the information at the start, the smoother the whole delivery.