What to do when cargo details change after quotation

An extra crate, revised protective frame or different warehouse can change the transport inputs. Even if total weight hardly changes, the service provider needs current information about each unit and operation. The CTU Code emphasises timely information flow between shipment participants. Use the steps below to communicate changes and agree their effect on pricing, timing and transport for your shipment.

Describe the difference, not just the new total

Prepare a short “before and after” table. Include changed unit identifiers, dimensions, weight, packaging, addresses, readiness dates and loading requirements. Avoid “we added a little”: the recipient would have to search several files for differences. If equipment has been removed, show which units disappear and which remain. Update totals after the individual rows so the calculation can be checked. Mark an unknown final weight explicitly instead of retaining a previously confirmed value that no longer applies.

Notify before the next action

As soon as the change is known, send it to the enquiry contact and state the current stage: quotation under discussion, collection agreed or cargo already handed over. Do not wait for the vehicle to arrive before reporting taller packaging or a different site. Ask for acknowledgement and confirmation of whether another review is needed. If an operation is already planned, agree with the provider whether it should proceed; silence does not approve using the previous arrangement for changed goods.

Update the connected material

The new packing list should agree with labels and photographs. When splitting a unit, preserve its connection to the old identifier but give the new physical units separate references. Send changes to commercial and other documents to their owners rather than creating an alternative version with unapproved product names. Retain file history for checking while clearly identifying the current document. One message listing revised attachments is easier to use than several disconnected messages with no obvious latest version.

• Enquiry reference, list of changes and when they became known.
• Updated package schedule, packaging measurements and current photographs.
• Readiness status and transport actions already agreed.
• A contact authorised to confirm information and make decisions.

Obtain confirmation of the revised conditions

Ask the provider whether the proposal still applies and which points change. This may concern more than the price: suitable transport, handling, receipt and handover also matter. An additional crate, for example, is not automatically acceptable within an already allocated consignment. After agreement, inform the supplier and receiver of the current arrangement relevant to their tasks. Close the exchange with one record of the accepted version, agreements and open points. An amended file is not itself evidence that every participant has accepted the changes.

Send amendments to an Inlogistics enquiry and updated files to info@inlogistics.kz. Keep the original reference or request title in the subject so the new information can be linked to the quote.