Preparing a site to receive oversized equipment

A vehicle with equipment may reach the address, but not the agreed handover point. A closed entrance, an occupied receiving area or the absence of a responsible employee can disrupt the further schedule. For oversized cargo, it is better to resolve these issues before shipment. This checklist helps the customer organise site preparation; technical decisions on vehicle access and unloading are made by specialists within the framework of the project.

Appoint responsible contacts and confirm the handover point

Provide the exact address, entry coordinates and the place where you plan to receive the cargo. In a large area, the entrance, warehouse and installation area may be located far from each other. The carrier needs an agreed handover point, not just the name of the business.

Identify a staff member who confirms site readiness and coordinates acceptance. Separately indicate those responsible for access to the site, unloading work and documents. Provide contact details of the main employee and replacement in case of absence. Record who has the right to agree on a change in the time of arrival or handover point, so that the decision does not depend on a random participant in the correspondence.

Prepare entry and traffic information

Before sending the shipment, collect up-to-date information for the carrier and specialists checking the route:

• Access diagram from a public road to the transfer site.
• Photos of gates, turns and areas with limited space.
• Information about ongoing repair work and temporarily closed passages.
• Procedure for issuing passes, opening hours and access restrictions.
• Information about the agreed waiting location, if provided.

Photos are needed for preliminary discussion and do not confirm the feasibility of vehicle access by themselves. The suitability of road and ground surfaces, structures and sites is determined by responsible specialists. It is important for the customer to provide data on time and organise the necessary checks, rather than independently assess the permissible loads.

Agree on the terms of acceptance and unloading

Clarify who is performing the unloading, according to what documentation and in what scope of work. Contractors must obtain the cargo parameters and manufacturer's requirements in advance. The presence of lifting equipment at a site does not in itself mean readiness for a specific operation; the decision is made by the specialists responsible for the project and the execution of the work.

Check the organisational conditions: agreed delivery window, availability of the handover location, procedures for separating the work area from unauthorised people, and communication between participants. Consider other deliveries and movement of construction equipment. For a large facility, a unified arrival plan is useful so that several vehicles do not claim one site at the same time.

Confirm readiness before dispatch

Before dispatch, check whether the agreed conditions still apply. Report new obstacles, changes to site work or unavailable receiving staff. If readiness cannot be confirmed, discuss rescheduling the vehicle and any effect on the quotation with the freight coordinator.

Prepare documents and the procedure for recording the transfer: who verifies the package numbers, quantity and external condition, who signs the required documents. Determine in advance who should receive photographs and reports of discrepancies. Inspection and handover are carried out in a safe environment according to an agreed procedure; the work order should not be formed spontaneously next to the load.

Frequently asked questions

Is it enough to send photos of the site? Photographs help to highlight issues for clarification, but are not a substitute for inspection and technical evaluation when required. Along with them, you need an access scheme, cargo parameters and contacts of specialists from the receiving party.

What to do if the site is not ready by the agreed date? Immediately inform the forwarder, indicate the reason and expected readiness. Before changing the schedule, you need to coordinate the actions with the transportation participants. Waiting charges and arrangements for a return visit are governed by the agreed booking terms.

Check the readiness of your site

Send to Inlogistics the acceptance address, entry diagram, information about the cargo and contacts of the responsible employee. Indicate who will organise the unloading and what restrictions are already known. We will agree on a list of organisational issues for road delivery and transfer the necessary shipment information to the transportation participants.