Truck export process: from a confirmed specification to handover
Truck export process: from a confirmed specification to handover
Plan an export order through five checkpoints: destination acceptance, written scope, vehicle inspection, shipment and arrival handover.
1. Confirm the destination and the exact vehicle
Begin with the importer, receiving country, vehicle category and intended use. Send the complete configuration for destination review before committing to a purchase.
- Match chassis/model code, new or used condition, steering position, engine and emissions documents.
- Keep the importer’s written list of required approvals, inspections and registration documents with the enquiry.
2. Agree the commercial scope
Incoterms® 2020 allocate delivery obligations, costs and risk between buyer and seller. Record the chosen rule and named place; agree the other commercial terms in writing.
- Itemise the vehicle, body, accessories, inspection, inland transport, freight, insurance and exclusions.
- State currency, quote validity, payment milestones, delivery assumptions, warranty scope and the procedure for configuration changes.
3. Inspect the vehicle against the accepted specification
Use the same revision for purchasing, inspection and shipping. An inspection record should identify the actual vehicle and any unresolved differences.
- Record VIN/chassis identity, component labels, body dimensions, agreed equipment and dated photographs.
- Retain the agreed inspection results and resolve discrepancies before releasing the vehicle for dispatch.
4. Prepare the shipment and document pack
For shipping, record actual mass in kilograms and stowed length, width and height. Have the carrier confirm the transport method, handling conditions and acceptance of any loose equipment.
- Prepare contract, invoice, transport document and packing list; confirm applicable permits and supporting documents with the customs declarant.
- Align consignee, vehicle identity, quantities and descriptions across the pack; retain booking, port cut-off and agreed insurance details.
5. Close the arrival and support handover
Confirm who handles arrival clearance, port release and inland delivery. At receipt, compare the vehicle and accessories with the dispatch record.
- Record condition, missing items and delivery documents; report discrepancies through the agreed carrier and seller channels.
- Retain manuals, service requirements, spare-parts identification and the written warranty contact and claim procedure.
Source notes
ICC: Incoterms® 2020 — allocation of obligations, costs and risk.
General Administration of Customs of China: Goods Declaration service guide — commercial documents and applicable permits.
Wallenius Wilhelmsen: Labelling of high and heavy units — mass and dimensions. Carrier requirements are shipment-specific.
Sources reviewed 24 September 2026. The checkpoints are a procurement planning checklist.
Prepare the order documents
Make the next step specific.
Describe the job, destination and requirements so the configuration can be discussed together.
SHACMAN DUMP TRUCK