Shipper checklist
Daily port and rail shipment checklist for Seattle and Tacoma shippers
Check vessel changes, container release, last free day, export receiving, pickup, delivery and empty return before sending a dispatch update.
By SP Logistics · Reviewed
Start each day with the next deadline
Use one row per container or export booking. Record the last check in Pacific time, the next action, the person handling it and when it is due. Start with moves that have a last free day, cargo cutoff or fixed receiving appointment approaching. Cargo owners and their freight partners can use the same record when they share a dispatch update.
- Import pickup
- Check the exact marine terminal or rail ramp, container availability, ocean carrier release and any hold. Record the last free day shown for that shipment. If release is pending or slots are tight, tell the team what is unresolved before it commits to pickup.
- Export gate-in
- Match the booking’s vessel, voyage, terminal and equipment. Record the current earliest receiving date and cargo cutoff. Verify the reefer window when applicable and confirm a gate appointment that fits. Check the NWSA export receiving page and the carrier’s latest booking instructions.
- Delivery and empty return
- Confirm the receiving appointment, live-unload or drop arrangement and chassis plan. Record the authorized empty return location and any appointment or deadline. Recheck return instructions after unloading because the destination or acceptance window can change.
Which port and rail alerts change your plan?
- Vessel or terminal change. Match the new booking to the truck appointment. Update loading or receiving and recheck any chassis or return instructions keyed to the old terminal.
- Gate closure, holiday or ramp notice. Recheck the affected facility and transaction, then check the receiver’s hours separately. Verify the container’s free-time record before deciding whether to move the appointment or ask about a pre-pull.
- Road restriction or weather alert. Flag the booked truck window and any special equipment for dispatch to review. Use WSDOT commercial vehicle restrictions for route and permit checks.
- Rate or surcharge notice. Ask the billing party when it applies and whether it covers your existing booking or upcoming quotes. Revisit the ocean quote checklist before changing the budget.
For Seattle gate schedules, check the Terminal 5 notice or Terminal 18 notice. For rail, check BNSF customer notices or Union Pacific intermodal notices and verify the facility on the release. The Seattle and Tacoma briefings highlight changes that may affect local moves.
Copy this dispatch update for your team
- Shipment reference [Container or booking, size and type, gross weight]
- Pickup or gate-in [Terminal or ramp, release/hold or vessel and voyage, last free day or receiving date and cutoff, appointment]
- Delivery and return [Receiving city and window, live unload or drop, equipment needs, current return location and deadline]
- What changed [New information, who confirmed it, date and time checked]
- Next action [Decision needed, person handling it, due time]
For example, if an import is released but the receiver can only unload after the terminal’s last free day, flag both dates and ask about available staging before sending the truck. At closeout, collect the applicable pickup, delivery, empty-return or export gate-in confirmations, proof of delivery and equipment interchange receipts for the moves SP handles.