Port delivery begins before the truck or wagon departs the origin. The exporter must know which grain lot is moving, which contract it serves, how quality and quantity will be controlled and what the terminal should do if the delivery does not match instructions.

A generic instruction to “send wheat to the port” transfers uncertainty downstream. A useful delivery order creates traceability from origin lot to terminal receipt and final shipment.

Define the cargo lot

Record:

  • commodity and commercial grade;
  • harvest or production reference where contractually relevant;
  • origin storage and lot identifier;
  • contract, buyer or shipment allocation;
  • expected total quantity;
  • whether other origin lots may be combined;
  • quality specification and tolerances;
  • hold or rejection authority.

If several lots are intended to form one shipment, state when they may be combined. Once mixed, separate quality or origin identity may be impossible to reconstruct.

Check quality before dispatch

Use an origin check to identify obvious mismatch before transport cost is incurred. The check may cover contractual parameters, visible condition, odor, infestation indicators or other agreed characteristics.

Clarify:

  • who takes the origin sample;
  • whether the analysis is indicative or contractual;
  • which laboratory is used;
  • how long results remain relevant;
  • what happens if the port or loading sample differs;
  • whether retain samples are kept.

GAFTA sampling rules illustrate the importance of a defined lot and representative method. A convenient sample is not necessarily a representative one.

Prepare the transport unit

The exporter and carrier should confirm the vehicle or wagon is suitable for the grain and contract. Operational instructions may address:

  • cleanliness and previous-cargo review;
  • dry condition where required;
  • intact doors, hatches or closures;
  • absence of foreign material;
  • suitability of liners or covers if used;
  • load distribution and legal transport limits;
  • seals or security devices where instructed;
  • evidence and authority if the unit is rejected.

The terminal should receive a clear rejection or hold process rather than negotiate standards with the driver at arrival.

Build the delivery document set

For each lot, align:

  • delivery order or nomination reference;
  • shipper and cargo owner;
  • commodity and grade;
  • origin lot;
  • declared quantity;
  • vehicle or wagon reference;
  • transport document;
  • customs status where relevant;
  • survey or sampling instruction;
  • contact for discrepancies.

The broker and exporter separately manage customs and official-control documents. Do not assume the driver carries the complete export file.

Book arrival under the terminal process

The project team should know:

  • who submits the delivery list;
  • minimum notice for appointments;
  • what reference the driver or rail operator uses;
  • accepted arrival period communicated privately;
  • process for late, early or substituted transport;
  • documentation checked before unloading;
  • authority to amend quantity or lot allocation.

Do not publish vehicle queues, live delivery windows or shipment movements. Those belong in direct operations communication.

Decide the receipt controls

Before arrival, define:

  • gross, tare and net weighing process;
  • sampling point and frequency;
  • surveyor presence;
  • visual or basic operational checks;
  • seal handling;
  • acceptance, hold and rejection statuses;
  • destination storage lot;
  • records issued to the exporter;
  • discrepancy escalation.

If receipt sampling is contractual, ensure the appointed party and method are confirmed before unloading begins.

Prepare for non-conforming delivery

Agree actions for:

  • wrong commodity or grade;
  • unrecognized lot reference;
  • wet or visibly contaminated cargo;
  • transport unit outside cleanliness instructions;
  • quantity outside expected tolerance;
  • damaged seal;
  • missing documents;
  • arrival outside the accepted operating instruction.

Possible statuses may include hold for instruction, resample, redirect or reject. The responsible cargo party—not the driver—should have authority to decide.

Reconcile daily

The exporter should receive an agreed view of:

nominated → dispatched → arrived → accepted → held/rejected → stored → remaining to deliver

Reconcile quantity and lot identity while the campaign is active. Waiting until vessel loading makes discrepancies harder to investigate.

Copy-ready delivery instruction

Commodity/grade:
Origin lot:
Shipment allocation:
Expected quantity:
Delivery mode:
Appointment reference:
Quality specification:
Sampling/survey instruction:
Customs status:
Storage allocation:
Hold/rejection contact:

New Energy receives approved grain deliveries by road and rail under project-specific instructions, with certified weighing, storage, survey access and on-site customs-zone coordination. Acceptance details are confirmed privately before dispatch to the terminal.