Why Factories Need to Fill Out the Booking Form Provided by the Designated Freight Forwarder Even Under EXW Terms
10.11（Updated on 10.11）
In international trade, EXW (Ex Works) is a commonly used Incoterm. According to EXW, the seller only needs to make the goods available at their factory or warehouse for the buyer or the buyer’s nominated freight forwarder. After that point, all transportation, customs clearance, costs, and risks are the responsibility of the buyer.
Many factories may wonder:
"Since the buyer is responsible for shipping, do we still need to fill out the Booking Form provided by their freight forwarder?"
The answer is: Yes, and it is highly necessary.
1. The Booking Form is the Freight Forwarder’s Instruction for Pickup
Regardless of the trade term, the Booking Form is the key document that allows the freight forwarder to arrange transportation.
Through the Booking Form, the forwarder can obtain essential details such as:
- Cargo information (name, quantity, gross weight, volume)
- Pickup address and contact details
- Loading/unloading requirements (e.g., forklift or crane)
- Planned shipment date and time
Without this information from the factory, the forwarder cannot properly schedule pickup, which may easily lead to delays or operational errors.
2. The Booking Form Serves as Proof of Handover Responsibility
Even under EXW terms, where the risk transfers to the buyer upon collection, it is still important to clearly define responsibilities during handover.
A properly filled Booking Form records:
- The delivery time and location
- The condition of goods at pickup
- The responsibilities of both parties
In case of damage, wrong pickup, or quantity discrepancies, the Booking Form becomes critical evidence for liability and claims, while also protecting the factory’s interests.
3. The Booking Form Prevents Communication Errors
International trade involves multiple parties and long communication chains, making misunderstandings via email or phone common.
A written Booking Form ensures that pickup instructions are clear, reducing the risk of mistakes.
For example, changes in pickup location, adjustments in packaging, or similar batch numbers can all be clearly recorded, ensuring smooth shipment.
4. Demonstrates Professionalism and Cooperation
Actively cooperating with the buyer’s freight forwarder by completing the Booking Form not only ensures an efficient shipment process but also reflects the factory’s professionalism and responsibility in international operations.
For buyers, this cooperation translates into a smoother supply chain and increased trust, laying a solid foundation for long-term collaboration.
✅ Conclusion
Even under EXW terms, the Booking Form is an essential part of the shipment process.
It serves as the forwarder’s instruction, a communication tool, and a risk management document.
Filling out the Booking Form is not an extra burden—it is a key step to ensure safe, efficient, and traceable shipments.
If you would like to learn more about export processes, Booking Form completion, or logistics arrangements, please contact Real Logistics. Our professional team provides full support to ensure every shipment is efficient, smooth, and fully traceable.
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