SOP

Domestic
LTL (Less than Truck Load)
When shipping under 6 pallets, most common and economical way is to truck vie LTL. Many different
carriers (e.g. SAIA, YRC, ESTES) that have terminals/depots/hubs in all major cities in the US. Basically,
they have trucks doing rounds every day in each local city making deliveries in the morning and pickups
in the afternoon. Once they have made all picks ups, trucks go back to the local terminal/depot/hub and
shipments are sorted/segregated/consolidated to be trucked/line hauled to next terminal/depot/hub.
This process is repeated until delivers to destination.

Everything is based on a density-based class system, from class 50 to class 500. Lower the class lower
the density (e.g. bowling bowls are dense and not easily damaged so rate will be cheaper, whereas foam
or surfboard will be a higher class and more expensive to ship).

This is the cheapest form of domestic trucking, so you get what you pay for, zero flexibility (if you need
something pick up urgently unlikely going to happen), risk of damage, in accurate transit times.

Latest time to book/dispatch an LTL shipment for same day pick up is 1pm local time as a rule (if there is
a truck in the area and in the driver’s route, they will pick up)

LTL carriers also charge for extra services referred to as accessorials:

● Lift gate
● Dangerous goods/hazmat (see DG section)
● Limited access
● Inside delivery (applicable to garage for residential)
● Appointment
● Residential

*Booking must have a two-hour window for same day pick up and they must be booked before 1pm.

*Deliveries are made generally in the mornings and pickups in the afternoon depending on the carrier.

FTL (Full Truck Load)

Usually 24-30 pallets, self-explanatory, this is a dedicated truck. Drivers can only drive so many hours
per day by law so if a shipment is urgent you might need a “team driver” (two drivers take turns
driving/sleeping so non-stop)

Same as a partial need to email each one for a quote the below companies:

In the US there are different types of trucks.

Mainly use:

● Straight/Box trucks
● Dry van or Tractor/trailer
● Flatbed
https://www.logisticsplus.net/services/ship-truckload-more/equipment-types/
Glossary
Work Coverage - Domestic Shipment within the US

LTL - Less Truck Load.

FTL - Full Truck Load

Air – Aircraft transportation

Terminal: is also called HUB

Regular – picks ups/deliveries with at least a 2-hour notice and needs a 2-hour window. For example,
need to dispatch 2 hours prior to pick up and pick up between 3-5pm

Hotshot/special – same day pick up/deliveries || Charge more money for pick up today delivery
tomorrow below the (2-hour window)

Accessorials: Extra services referred to as accessorials. e.g. Lift Gate, Residential, School, Dangerous
goods, Hazardous, Inside delivery in the garage.

Commodity - Type of items that customers wants to ship

Class Type - from 50 - 400 depending on how dense the item is. The more sensitive the item is the
higher the class is and the more expensive it is.

Transit Time - include pick up day and weekend

Dangerous Goods/Hazmat: Also have a class system UN#, packaging group and class.

EUV - Exclusive use vehicle - book a truck and pick up the item

Passenger Aircraft (PAX) - Commercial Airlines (Cheaper) - Known Shipper - 60 Inches highest height,
weight limit to 300 lbs. per item some 150 lbs. per item. Door 60 inches height

Cargo Aircraft (CAO) - Biggest Airplane (Dangerous package) (Expensive) - Unknown shipper
AIR SHIPMENT FREIGHT
NOTE: Only one customer who does Air Shipment Autosplice Inc. Mark up - 30% then 15% for $1,000

Creating Bill of Lading (BOL) a detailed list of a shipment of goods in the form of a receipt given by the
carrier to the person consigning the goods.

Manual Create Shipment - FTL / Air Freight Shipment

Enter PO Number Do not include the PO just the numbers.

Add Items Carefully input the commodity, dimension, and weight. If the client did not provide any
commodity it is better to ask the client or check the previous transaction in Exfresso.

Add Leg we put truck even it is Air

Copy and paste the Shipper and Consignee details to the Legs: PICK UP and DELIVERY.

Click the Pickup and Delivery Order to generate the BOL

Send the BOL to the customer and have it sign.

NOTE: Make sure to check Outlook for an existing correspondence by searching for our file number
and reply to the email to keep the thread.

Add Cost and Charge

Make the profit from 300 - 1000

EMAIL THE TRUCKER

- Send the BOL to trucker

NOTE: Include the amount of the cost if that is not added to the email and ask them when the ETA will
be delivered.

- Once trucker replied with the PRO Number add the PRO number to Exfresso.

NOTE: Make reminders for first is pick up reminder, second is if the shipment is scheduled and lastly is a
reminder to see if delivery was successful

NOTE:

Fastrucking is for FTL and book manually

EFW is for Air shipping and manually

- EFW will be sending their own BOL and send it to the shipper and have it signed.
- EFW will then give PRO number and update the file in Exfresso

- Flag the pickup schedule and delivery schedule in Outlook to make sure that all the update will be

Cancelling Package in Exfresso

Inform the Carrier - send email to carrier

Inform the Customer - post and publish

Request to change the pickup address for UPS only.

Double click to edit the address. Update the necessary records and hit save. And hit Redispatch Leg

NOTE: This only applies with UPS or Courier. For other carriers please it is needed to resend all the paperworks
like BOL etc. Do not forget to update the scheduled date of pickup and the delivery.

System do not accept .5, always round it up.

Only for GOTRANGO we add $ 300.00 for the rate of shipping.

For OCEAN only

Requote and Rerate:

If carrier, dims and weight changes. Changes are not made

automatically.

- Update the Cost and Charge on Exfresso ledger.

- Update the Dim and Weight if required: hit rerate and update ledger.

- Change Carrier: Redispatch Leg once carrier has been changed.

- Send the BOL shipper

Manually Dispatch means sending BOL via Email to Carrie (Check Manual dispatch sheet).

FTL can be track via email not on a website

Packaging # and Class # ESTES and SAIA are the best carrier for this type of shipment Sample

_____________________________________________________
Air Shipments.
Domestic air carriers are United Airlines, American Airlines, Southwest, Delta. Different types of aircraft,
so need to check weights/dims are accepted. General rule of thumb 300 lbs per piece max weight and
max height of 60 inches except Southwest – no skids, 200 lbs per piece max weight and 50 inches tall.
Always check before quoting.

Usually two types of service General (GEN) and Express (EXP). Express is more expensive but guarantees
will make the flight (GEN services get bumped off for the EXP shipments).

For air shipments you will need a local cartage agent to pick up from shipper and drop to the airline at
origin and then recover from the airline at destination and deliver to the consignee.

Transportation Security Administration (TSA) have strict guidelines so need to be TSA certified before
booking any air shipments.

Quick summary – there are either a known or an unknown shipper. Known shippers can have cargo put
on a passenger aircraft, unknown can only go on cargo aircraft. Very serious liable for massive fines

(Currier Imports / Exports / Cross trade)

STEPS:
******************************************************************************
OCEAN SHIPMENT
Example of LTL > Ocean TRANGO-1583769284
For Ocean we need to let them know that there will be a shipment on their port.

Hi SPAN Alaska,

Please find BOL attached and please send the PRO number when available.

ABF will be dropping to your dock on Monday 3/16.

'Crische Istas' <crischei@spanalaska.com>; Trace Mailbox <trace@spanalaska.com>

https://spanalaska.com/online/login.aspx?ReturnUrl=%2fonline%2fDeliverySearch.aspx

UN: ops@exfreight.com

PW: zeta6500

ALERT: DO NOT INVOICE BENEFICIAL BLENDS

CML MUST BE INSURED ALWAYS

Changing Carriers if customer wish to change the Carrier

AIR DHL SHIPMENT (FASTRUCKING > DHL > FREIGHT FORCE) DO THIS IF EFW CAN NOT DO IT DHL COA - Cargo
Aircraft Only Air Shipping
PICK UP > FASTRUCKING > DHL via AIR > FREIGHT FORCE > CONSIGNEE

Sample quote request :

1. Go to Google Maps to check the pick up address to the destination address. There is no way this will be
delivered overnight. It shows that it is a 29 hrs travel time by land.

2. Check pick up address to the nearest airport for DHL TERMINAL

3. Check delivery address to the nearest airport for DHL TERMINAL

ex. 4 hours travel time from the airport. Long travel time so we need to check other possible locations around the
area if there is a nearest DHL Terminal.

This shows a 2 hours travel time compared to the 4 hours.

4. Check the ACS Station Listings to see the details of the DHL terminal in the Airport near the pick up and
consignee address
a. Pick up address
 b. Consignee address

5. Open the Domestic Zone Map to figure out which address the shipment will be picked up and where to deliver.
Our sample indicates we are picking this from CA (6) and will deliver it to IL (3).

6. Open the Tariff General Cargo Freight Rates to see our cost per pound, look at the right column and row.

Cost is $1.74 per lb for Zone 6 to Zone 3 with Priority AM

6. Open Volume Weight

Calculator - Input the correct
dimensions for the shipment and choose whichever is highest with Dimensional Weight and Total Weight and
always select International - Air lbs

Ex. This shows that the Dimensional Weight is more than the Total Weight so we’ll choose 612

7.

Compute the Air Cost just to move it from DHL SAN terminal to DHL STL terminal.

FORMULA :

166 Dim Factor

Air Rate $ xxxx

Fuel $ 0.33

Tax 6.25% on everything

$1.74 per lbs + $0.33 (fuel cost) = $2.07 Cost for fuel and weight x 612 + 6.25% = $ 1,346.02

8. Request for Quote with Fastrucking to pick up the shipment from the shipper to DHL SAN airport - plus $75
for the cost. San Diego use sancustomercare@fastrucking.com for L.A. use
laxcustomercare@fastrucking.com

Create a new email for Fastrucking (BE SPECIFIC ESPECIALLY WHEN TO PICK UP AND DELIVER IT TO DHL)

“Hi Fast

Please quote the below

Recover today 3/xx @ 2pm and drop same day 3/xx before 4pm

Pick up: San Diego, CA 92154

Deliver to: DHL San Diego CA 92154

1 @ 48x45x47

534 lbs “
NOTE: Please provide a quote for the below.

- Deliver for same day before (Time) Check ACS Station Listings for time

- Pick up:

- Deliver to:

- Dimension of the Cargo and Weight

9. Request for Quote with Freightforce to pick up the shipment from DHL STL airport and deliver it to the
consignee - Go to Freight Force coverage https://www.freightforce.com/coverage/ to check for the
nearest Freight force terminal to the STL Airport - plus $75 for the cost.

Check the time when they can pick up. Copy the email from the coverage page and request for a quote.

(BE SPECIFIC ESPECIALLY WHEN TO PICK UP @ DHL AND DELIVER IT TO CONSIGNEE)

“ Hi Freightforce

Please quote the below

Recover on today 3/xx @ 8am and deliver same day 3/xx before noon

Pick up: DHL Hazelwood MO 63042

Deliver to: Flora, IL 62839

1 @ 48x45x47

534 lbs “

10. Compute the Total Quote for the Shipment and reply to the customer.
COST

Pick up (Fastrucking rate): ex. $200

Air (DHL) : $ 1,346.02

Delivery (Freight Force rate): ex $500

Total Cost: $200 + $1,346.02 + $500 = $2,046.02

CHARGE

Pick up (Fastrucking): ex. $200 + 75 (Profit) = $275

Air (DHL) : $ 1,346.02 + 25% ($300 profit at least) = $1,682.53

Delivery (Freight Force): ex $500 + 75 (Profit) = $575

Total Cost: $275 + $1,682.53 + $575 = $2,532.53

Reply to customer: CHECK DATE AND TIME

“ Hi Customer,

Please find your requested quote below. We need to know by 12pm on Friday 3/13 if you wish to
proceed.

Pick up $275

Air $1,682.53

Delivery $575

Total Cost:$2,532.53 “

Quote # 11111”

NOTE: Add the Quote number from Fastrucking

11. Manual Create a shipment in Exfresso > Pick the customer > Choose the shipper and the consignee info >
Choose LTL even if its air > door to door > create shipment

12. Chnge the time to ensure it will be picked up on time.

13. Create the 1st leg for Fastrucking and update the pro number using the quote number provided by the trucker.

Update the pick up address of the shipper and delivery address for DHL SAN Terminal and update the time when to
pick up and when to deliver. Check with ACS Station Listing for the address and other information.

14. Create the 2nd leg for DHL (Air Transfer)

Update the pickup address of the shipper DHL SAN Terminal to delivery address DHL STL Terminal then update the
time when to pick up and when to deliver. Check with ACS Station Listing for the address and other information.

15. Create the 3rd leg for Freight Force and update the pro number using the quote number provided by the
trucker. Update the pickup address of the shipper DHL STL Terminal to the delivery address then update the time
when to pick up and when to deliver.

16. Call DHL to set the booking for the shipment. DHL NUMBER 1800-445-7910

“ Hi DHL, our Account number is EX3

I want to make a booking from SA1 to STL

Service level: Priority AM

Weight/dimensions and commodity

Who's the trucker dropping off - Name and Phone number Fastrucking (858-550-6500)

Who's the trucker picking up” - Name and Phone number Freight force STL (314-428-6100)

They will give us the Airway bill (Pro Number) and update it in Exfresso.

17. Update the Cost and Charge

18. Add the items in Exfresso.

19. Download BOL and send it to Fastrucking. Check for correspondence and keep the thread up to date and add
our file number to the subject line and attach the BOL to the email.

“Hi Fast,

We have secured this shipment. Please pick up tomorrow 3/13 @ 2pm and deliver the same day 3/13
before 4pm.”

NOTE: We need to send them a DHL Label and Indirect Air Carrier Form (IAC)

20. Update the TSA Security Letter and send the IAC along with the BOL to carrier. For the Master Air Waybill
Number get the Pro number in Exfresso in the DHL Leg and put the date when will it ship for our example it is
3/13/2020

21. Send the BOL to the Shipper. Check for correspondence and keep the thread up to date and add our file
number to the subject line and attach the BOL to the email.

“ Hi,

Please find your BOL attached. Fastrucking will pick up tomorrow 3/13 @ 2pm. “

21. Send the BOL to the Freight Force. Check for correspondence and keep the thread up to date and add our file
number to the subject line and attach the BOL to the email.
 “Hi Freight Force,

We have secured this shipment. Please recover on Monday 3/16 @ 8am and deliver the same day
before 12pm. Please confirm “

22. Add reminder in Calendar for the pick and drop of Fastrucking. Reminder to make sure it departed and in
transit and it will arrive and deliver the next day.

Thanks Katy. Please also provide the airlines AWB # so we can track.

Before we can confirm we need to quote the customer and also need to know how much the attempt fees are
please advise.

The updated rate is $891.42. Please confirm if we can proceed.

For Ocean Shipment SPAN ALASKA

Make sure this is delivered on the date of delivery and for the pro number so we can track the freight and lastly ask
vessel information so we can send it over to Daniel

If problem, arise with Exfresso send an email to Charles and Jaclyn to seek for assistance.

charles@exfreight.com Owner

Jaclyn@exfreight.com Head of Operation in Miami Florida

“ Hi Charles,

This new LTL booking just came through but is not showing in ExFresso - please help.”

EMAIL TEMPLATES

Asking if it's PICKED UP

Hi there,

Please advise if freight has picked up. // Can you please confirm if it was picked up // Has this
picked up yet? What is the ETA for pick up // Just checking this is on board to pick up today? //
Please confirm this departed yesterday as scheduled // Just double checking this is all set to pick
up tomorrow? Please confirm.

Inform customer once freight is picked up

We will let you know once shipments have picked up. // We will let you know once these have
been picked up.
Asking if it will be delivered on schedule.

Hi there,

Thank you please also advise what day will this be delivered? // Please confirm if this is out for
delivery today. // Just double checking this is all set to deliver tomorrow. // Please confirm if this
is on schedule to deliver tomorrow? // Please advise the updated ETA for delivery. // Please
provide an update. Is this being delivered today? Please confirm if this departed today 3/18.

Please provide an update if this is delivered. // Did this deliver? Please send POD once available.
// Please provide an update has this been delivered? // Has this delivered yet? // Please provide
an updated ETA for delivery. // Please provide an update has this delivered? Please confirm this
will deliver today. //

List of Quotes requested

Hello,

Please find our rates below. // Please find your request quote/s below

Sending BOL to shipper not to customer

Please find your BOL attached xxx will be picking up today. // Please give attached BOL to
shipper xxxx will be picking up today (mm/dd)

RFQ Response to customer

Hello,

Here is the updated rate $xxxx+ $xxxx for the insurance. // The rate for this will be $xxxx+ $xxxx
for the insurance. Need to know in the next 30mins if you wish to proceed.

BOL to Customer

Hello,

Please sign attached BOL for the next day/2nd day shipment and send back asap.

Confirming with Customer if the shipment is approved.

Hello,

Please confirm if this is approved. // Please advise if this is approved.

Sending Quotes to Lyndon and Fastrucking for FTL Shipments.

Hello,
Please quote the below.

Pick up:

Deliver:

(Special Instruction)

(Additional info eg. Haz Materials UN3480/Lithium Ion Battery Modules/9/II)

Dim Weight and Quantity

Working with RFQ from customer

Hello,

Working on this for you. // Working on this customer. // We are working on your quote and we
will have it for you ASAP.

Cancel a pickup

Hello,

Please cancel this pickup. Please confirm.

No freight available at pick up address

Hello,

Please note the carrier attempted pick up (mm/dd) but per shipper no freight available. Please
advise // Per carrier no freight available on site (mm/dd), driver arrived at (hh:mm) please
advise.

Insure Shipment

Hi,

Please insure this LTL/Courier/Air/Ocean shipment for $XXX and let me know once completed.

Reschedule Shipment

Hi,

Customer advise shipment is ready now. Please reschedule to pick up today. // Please note the
consignee is closed on (mm/dd). Please reschedule delivery on (mm/dd). Please confirm. // This
has been re-scheduled FOR tomorrow

Verify if freight is picked up

Hello,

Did this pickup yesterday?

Out for delivery

Hello,

Please confirm if this is out for delivery today.

Close time shipper (Pick up)

Hello,

Please note close time is (hh:mm) is the driver still on time to pick up before then?

Email to customer if they are not the shipper

Hello,

Please give attached BOL to the shipper. (TRUCKER NAME) will be in to recover this today by
(hh/MM)

RFQ (EFW)

Hello EFW,

Please provide a guaranteed (next day, 2 nd day and 3rd day) quotes for the below.

(COPY AND PASTE THE RFQ from customer)

Customer Approved quote / send EFW email to book shipment

Hello,

This is approved for the (next day, 2nd day and 3rd day). Please arrange the pick up today
(mm/dd) for the guaranteed delivery on (mm/dd). BOL to follow if no BOL is available yet.

Send BOL to EFW

Please find BOL attached for next day shipment for pick up today 3/19 and delivery tomorrow
3/20. Please advise name of trucker who will be making the pick up and also provide AWB and
your pro#

Signed BOL to EFW

Hello,
Please find BOL attached. Please advise the name of the trucker who will be picking up and can
you share the AWB# and the Pro#.

RFQ (Carrier)

Hello,

Please provide a guaranteed rate. Pick up today must deliver by (day|mm/dd).

QTY:

DIM:

WT:

Pick up Address

Delivery Address

RFQ Response to Carrier once quote is provided

Hi,

Thanks we will let you know if we’ll secure the shipment. // Any luck on the rate?

Provide ETA to Customer

Hello,
I just checked with the carrier and this will deliver today (mm/dd) and the ETA will be from
(hh:mm - hh:mm)

Weekly Statement

Hi Tim/Jason,

I'd just like to follow up on the Weekly Statements for this week. Could you please send them

over? Thank you.

Regards,

WAIT FOR THE DRIVER

Hi,

We are sending another driver in, ETA is 1.5 hours from now, will you wait?

RFQ to customer
 Please find our rates below

5.
6

5.