Our Export Process

Exporting a mixed automotive parts order involves validation, sourcing from several manufacturers, consolidation, inspection, packing and documentation. The steps below show how an order moves from request to shipment and what we need from you at each point.

The 11 steps

1. Submit RFQ

You provide: a parts list with OEM or aftermarket part numbers, or vehicle details and descriptions; quantities; destination country and port; preferred Incoterm; any brand, packaging or documentation requirements.

What happens: your request is logged and reviewed for completeness. If key details are missing, such as engine code or steering side, we ask before validating. Use the RFQ form for short lists or upload a spreadsheet for larger ones.

2. Parts validation

You provide: answers to any clarification questions, and vehicle identification details where fitment is uncertain.

What happens: each line is checked for part number validity, supersessions, cross-references and vehicle fitment. Lines are marked Exact Match, Possible Match, Cross-reference Match or No Match. See RFQ process.

3. Quotation

You provide: nothing further unless you want alternatives.

What happens: you receive a quotation listing, per line, the part offered, brand and brand type, unit price, minimum order quantity where applicable, and availability. The quotation states the Incoterm and named place, validity period, payment terms and any exclusions.

4. Order confirmation

You provide: written confirmation of accepted lines and quantities, consignee details, notify party, shipping marks and any payment required under the agreed terms.

What happens: a proforma invoice or order confirmation is issued. Documentation requirements for your country, such as certificate of origin type or inspection programs, are confirmed at this stage.

5. Procurement and reservation

You provide: prompt responses if a supplier reports a change in availability or part number.

What happens: stock is reserved and purchase orders are placed with suppliers. Lead-time items are tracked, and you are notified of any line that cannot be supplied as quoted.

6. Consolidation

You provide: confirmation if you want a partial shipment of available goods instead of waiting for all lines.

What happens: supplier deliveries are received, counted and checked against purchase orders, then stored together by order. See warehouse and distribution.

7. Quality control

You provide: notice in advance if you require third-party inspection or approval photos.

What happens: part numbers, labels, visible condition, packaging and quantities are checked, with photo documentation. Third-party inspection can be arranged at your request and cost. See quality control.

8. Export packing

You provide: any carton marking, branch grouping or labeling instructions.

What happens: goods are packed in export cartons, palletized or crated as required. Wooden packaging is ISPM 15 compliant where used, and batteries are packed for dangerous goods transport where applicable.

9. Container loading

You provide: booking details if you are arranging freight (for EXW or FCA and, typically, FOB).

What happens: a load plan is prepared, the container is loaded and photographed, sealed, and the seal number recorded. LCL and air shipments are delivered to the forwarder or terminal instead.

10. Documentation

You provide: confirmation of document details, such as consignee name and address, before documents are finalized.

What happens: the commercial invoice and packing list are finalized to match what was loaded. Export customs clearance is completed where it is the seller's responsibility. Depending on the shipment, documents may also include a bill of lading or air waybill, certificate of origin, fumigation or heat treatment certificate, dangerous goods declaration, and insurance certificate for CIF. See shipping and logistics.

11. Shipment

You provide: any remaining payment due under the agreed terms, and arrangements for import clearance at destination.

What happens: goods are shipped and you receive tracking references and copies of documents. Original documents are released according to the agreed payment terms.

Incoterms 2020 at a glance

Incoterms define where the seller delivers, when risk passes to the buyer, and who pays which costs. They do not determine when ownership passes or when payment is due; those are set in the sales contract. The table below is a simplified summary of the Incoterms 2020 rules published by the International Chamber of Commerce.

Incoterm	Seller delivers / risk passes	Export clearance	Main freight paid by	Insurance	Import clearance and duties
EXW Ex Works	Goods made available at seller's premises, not loaded	Buyer	Buyer	Buyer's choice	Buyer
FCA Free Carrier	Handed to buyer's carrier at named place (loaded if at seller's premises)	Seller	Buyer	Buyer's choice	Buyer
FOB Free On Board	Loaded on board the vessel at port of shipment	Seller	Buyer	Buyer's choice	Buyer
CFR Cost and Freight	Loaded on board the vessel at port of shipment	Seller	Seller, to destination port	Buyer's choice	Buyer
CIF Cost, Insurance and Freight	Loaded on board the vessel at port of shipment	Seller	Seller, to destination port	Seller buys minimum cover for buyer	Buyer

Key points:

• FOB, CFR and CIF apply to sea and inland waterway transport only. For air freight, or where goods are handed over at a container terminal rather than loaded on board by the seller, FCA, CPT or CIP are generally more appropriate.
• Under CFR and CIF, risk passes at the port of shipment, not at destination. The seller pays freight to your port, but loss or damage at sea is the buyer's risk. Under CIF, the seller's insurance covers that risk for the buyer, at the minimum level required by the rule unless higher cover is agreed.
• EXW places export clearance on the buyer, which can be impractical for foreign buyers. FCA is often a better choice for buyers who arrange their own freight.
• Destination terminal handling charges, import duties and taxes are the buyer's cost under all five terms unless the contract says otherwise.

The Incoterm and named place quoted will be stated on your quotation. If you are unsure which term suits you, contact us and ask your freight forwarder or customs broker.

Start your order

Upload your parts list to begin at step 1, or read about mixed container shipments.