1. Route and timing
- Pickup and deliveryProvide the full city, province or state, postal code and country. Add the street address when it is available and appropriate to share.
- Ready dateState when the freight will be packed, labelled and available to the carrier.
- Required deliveryShare the requested delivery date or time window, and say whether it is a firm requirement or a preference.
- Site conditionsNote docks, forklifts, tailgate needs, appointments, limited access, residential delivery, floor level and other pickup or delivery constraints.
- Shipment scopeIndicate domestic, import or export and whether you need door-to-door, terminal-to-terminal or another handoff.
2. Cargo details
- Plain-language descriptionDescribe what is moving. Product names such as “parts” or “samples” usually need more detail.
- Pieces and packagingList the number of cartons, crates, pallets, drums or other handling units and how they are secured.
- WeightProvide the actual scale weight for each handling unit and the total. Identify estimates clearly.
- DimensionsMeasure the greatest outside length, width and height of every handling unit, including the pallet, wrapping and anything that projects beyond it.
- Handling profileState whether units are stackable, fragile, oversized, high-value, temperature-sensitive or must remain upright.
- Commercial detailsFor international cargo, provide value and currency, country of manufacture or origin and the HS code if it has already been confirmed.
3. Special and regulated requirements
Flag regulated or unusual cargo before booking. Acceptance can depend on the exact commodity, quantity, route, mode, packaging, documents and carrier rules.
- Dangerous goods, chemicals, aerosols, dry ice or lithium batteries
- Food, plants, animals or products regulated by the CFIA
- Controlled goods, export-controlled technology or permit requirements
- Temperature control, security, time-critical handling or high declared value
- Oversized, overlength, heavy or out-of-gauge pieces
Do not guess a dangerous-goods classification or tender regulated cargo until the required details, packaging, labels and documents have been confirmed.
4. Customs and commercial setup
- PartiesIdentify the shipper, consignee, importer of record and exporter of record, as applicable.
- BrokerProvide the customs broker’s contact information if one has already been appointed.
- Trade termIf the buyer and seller agreed to an Incoterms® rule, provide the named rule, place and version. Do not choose one only for the quote form.
- ReferencesAdd purchase-order, booking or internal reference numbers that must appear on documents.
- Permits and certificatesIdentify any licence, permit, certificate or proof of origin already known to apply.
A useful minimum request
If time is short, send the origin, destination, ready date, delivery target, commodity, piece count, packaging, exact dimensions and actual weight. Add any special handling or regulatory concern. A freight specialist can then identify the remaining questions.
Avoid including payment-card details, government ID numbers or unrelated personal information in an initial quote request. Ask your Aeromax contact how to provide sensitive documents when they are genuinely required.
Primary sources
Primary sources
Use these links to verify current rules and carrier guidance before a shipment moves.