Supplier container loading requirements: sample wording
To get loading evidence before a container arrives, write it into your routing guide or vendor manual: say what must be recorded, when it is due, who receives it, and what happens if it is missing. The sample below can be adapted to your own process.
Sample supplier requirement
Container loading records. For each full container shipment, the supplier shall record the loading and send a report to [logistics mailbox] within [24] hours of sealing and before the vessel departs. The report shall include:
- Purchase order and packing list numbers.
- Container number and seal number.
- Photos of the empty container before loading, including its number and condition.
- Photos at regular stages of loading.
- Photos of the last row before closing, the closed doors, and the seal with its number readable.
- Planned and loaded carton counts, with any shortage or damage stated.
Reports may be produced with LoadTrue (loadtrue.com) or an equivalent system approved by [company]. The supplier shall tell [contact] about any shortage, damage or seal problem before the container leaves. This requirement does not replace any security or inspection procedure in this manual.
Have your legal or compliance team review the wording before use. Decide for yourself whether a missing report should hold the shipment, trigger a query, or count against a supplier score.
What to specify
| Decision | Why it matters |
|---|---|
| Deadline | A report due before departure gives you time to act on a problem. |
| Recipient | A shared mailbox survives staff changes. |
| Which shipments | Start with full containers on one lane, then extend. |
| Photo standard | Fixed steps make reports comparable across suppliers. |
| Security procedures | Keep these separate if you need a 7-point inspection or high-security seals. |
Importers already ask for parts of this
The Warehouse Group's container loading guideline advises suppliers to photograph the open container and the stages of stuffing. 3M's cargo security program and Kohl's factory security overview set out container inspection and seal requirements. These are public examples of requirements only; those companies do not use or endorse LoadTrue as far as we know.
Making it easy for suppliers
A new requirement works best when it is simple on the loading floor. LoadTrue gives suppliers a phone-based set of photo steps with no app to install. See what importers receive and a sample report.