How to book an import to Moravia, step by step
Booking an import to Moravia takes five steps: get the consignment details from your supplier, send an enquiry, receive a binding quote within 30 minutes, confirm it by email, and we book the vehicle and arrange collection. The key points are knowing in advance who pays for transport under your delivery terms, and giving your supplier the reference and collection date.
Who pays for transport: you or the supplier?
Before arranging transport, check the sales contract or invoice for the agreed delivery term (Incoterms). Under EXW or FCA the buyer – you – arranges transport, and that is when we organise the import to Moravia for you. Under terms such as DAP or DDP the seller delivers all the way to you. Under EXW, loading is formally the buyer’s responsibility; in practice the supplier’s warehouse usually loads, but it is worth getting that confirmed explicitly.
How booking works, step by step
- Details from the supplier – collection address, warehouse opening hours, consignment reference, number and size of pallets, weight and the ready date.
- Enquiry – enter the details in the price calculator or email them, adding the delivery address in Moravia and the warehouse time slot.
- Quote – within 30 minutes during office hours you receive a binding price, the collection day and the expected delivery day.
- Confirmation – you reply to the quote email, and the transport is booked.
- Collection – we book a vehicle with a contracted haulier, send you and the supplier the registration and driver’s name, and agree the collection with the supplier.
- Transit and delivery – we pre-advise arrival and, after unloading, send the signed CMR and the invoice.
What to have ready before you enquire
| Detail | Why we need it |
|---|---|
| Collection and delivery address (postcode) | route, distance and choosing a vehicle that is going that way |
| Number, size and stackability of pallets | how much space the goods take on the truck |
| Total weight and heaviest pallet | vehicle payload and, if used, tail-lift capacity |
| Ready date | collection planning and estimated delivery day |
| Time slot and unloading method | dock, side or tail lift; arrival time in Moravia |
| Type of goods | special regimes (excise, dangerous goods under ADR) |
What to tell your supplier abroad
- that you are arranging transport through our planning desk and we will be in touch with a date,
- the reference under which the goods are to be released (order or delivery note number),
- that the goods should be palletised, packed and labelled with the consignee’s address,
- that an invoice or delivery note must accompany the consignment and that the sender and consignee details on the CMR must match the invoice,
- a warehouse contact who will handle the collection.
A short message is enough, for example: “Transport will be arranged by our forwarder. Please release the goods under order no. … on … and confirm your warehouse opening hours.” We then deal with the supplier directly, in English or German.
How far ahead should you book?
The further away the country, the more notice helps. For Austria and Germany an enquiry the day before is often enough; for Italy and France we suggest 2–3 working days, and for Spain and Portugal 3–5 working days. With notice it is easier to find a truck that is genuinely heading for Moravia, and groupage can be combined with other consignments. Urgent imports can be arranged at shorter notice, but the choice of vehicles is smaller.
What happens if something changes?
If the supplier is not ready on time or the number of pallets changes, let us know as early as possible. We sort out changes of date or quantity with the haulier straight away; the sooner we know, the lower the risk of a wasted journey. How to prepare for the truck’s arrival is covered in the article on unloading in Brno.