--- title: "Supplier collection: EXW and FCA checklist | RNJ Transport" description: "Before a truck collects EXW or FCA goods, agree the dock, loading time, reference, who loads, pallets and papers with the supplier. With a message template." url: https://rnjtransport.lt/en/guides/collection-from-a-supplier/ language: en --- # Collecting goods from a supplier: what to agree before loading Written by - [Nerijus Daujotas](https://rnjtransport.lt/en/about/) Director, RNJ Transport - Vytas Dargis Consultant Updated 24 October 2026 10 min read RNJ Transport collects full truckloads from suppliers for buyers in Lithuania and Latvia. Our strongest lane runs from the Netherlands and Belgium. Before the truck comes, agree six things with the supplier: the loading address and dock, the opening hours or time slot, the loading reference, who loads, the load details and the documents. - Under Incoterms 2020 EXW, the seller makes the goods available at its place, not loaded on the truck. Agree in writing who loads. - Under FCA at the seller’s premises, the seller loads the goods on the buyer’s truck. Delivery happens when loading ends. - Under FCA, Incoterms 2020 asks the buyer to tell the seller the carrier’s name, the collection time and the loading point. - EU goods that move from the Netherlands, Belgium or Germany to Lithuania or Latvia need no export declaration. A CMR consignment note travels with the load. - At loading, the driver checks the number of packages, their marks and their visible condition, and writes any reservation on the CMR note (CMR Convention, Article 8). Transport team, Klaipėda A person in our Klaipėda office answers your call. [Send a request](https://rnjtransport.lt/en/guides/collection-from-a-supplier/#callback) [ +370 698 38573 ](tel:+37069838573) Mon–Fri 08:00–17:00, Lithuanian time ## Questions for the supplier before collection Ask the supplier eight questions before you book the truck. The answers decide which truck we book, when it arrives and whether the driver can load on the first visit. Send the questions as soon as the supplier gives a ready date. The table lists each question, why it matters and where the answer goes. The message template at the end of this guide asks all eight questions in one email. __Questions for the supplier before collection__ | Ask the supplier | Why it matters | Where the answer goes | | ------------------------------------------------------------------------------------ | ---------------------------------------------------------------------------------------------------------------------- | ---------------------------------------------------------------------- | | From which day is the order packed and ready? | We book the truck for that day. Under EXW and FCA, the seller delivers on the agreed date or within the agreed period. | The transport order: loading date | | What is the exact loading address, gate and dock? | A large site can have several gates and docks. The driver needs the right one on the first visit. | The transport order and the CMR note: place of taking over | | When can a truck load, and does the warehouse book time slots? | If the warehouse books slots, the truck must arrive in its slot. We plan the trip around it. | The transport order: loading time or slot | | Which reference must the driver give at the gate? | The warehouse finds and releases the goods by this number. | The transport order. We give it to the driver. | | Who loads the truck, from which side and with which equipment? | Under EXW, the seller does not have to load. The loading side and the equipment decide the truck. | The transport order: loading method | | How many pallets or packages, of which size, height and weight? Can they be stacked? | Loading metres, weight and stacking decide which truck fits. | The transport order and the CMR note: packages and gross weight | | Which documents go with the goods? | The driver takes the invoice or delivery note and the packing list. EU goods need no export declaration. | With the goods. The CMR note lists the documents given to the carrier. | | Who is the contact person at loading, with a phone number? | The driver or our team can call this person before arrival or if the gate is closed. | The transport order | ## Who loads the truck under EXW and FCA Under Incoterms 2020 EXW, the seller delivers by making the goods available at its place, not loaded on any collecting vehicle. Under FCA at the seller’s premises, the seller loads the goods on the buyer’s truck, and delivery happens when loading ends. Write in your purchase order who loads, even when the supplier’s staff usually do it. ICC notes that under EXW, the risk during loading by the seller may lie with the buyer. So agree before loading who loads and who carries that risk. Under FCA, Incoterms 2020 asks the buyer to tell the seller the carrier’s name, the collection time and the loading point. The message template at the end of this guide does that. Under both rules, the seller packs and marks the goods for transport at its own cost, unless the trade usually ships such goods unpacked. If you need special packing or marks, agree them in the contract. Who loads also matters under the CMR Convention. Our load securing guide explains it, and our Incoterms guide compares all seven rules for road freight. ## Load details that decide the truck The truck depends on five load details from the supplier: the number of pallets or packages, their size, their weight, their height and whether they can be stacked. A standard curtainsider trailer takes 33 euro pallets on the floor, about 13.6 loading metres and about 24 tonnes. Ask for the packing list before you book. A euro pallet measures 1,200 × 800 mm. Pallets that cannot be stacked use the whole floor below them, so they need more loading metres. Our loading metre guide shows the formula. RNJ Transport moves full truckloads. One truck can also collect from two suppliers on one route, when the goods together make a full load. Give both addresses and the pallets at each. We do not carry dangerous goods (ADR), so tell us what the goods are when you book. For a machine, ask the supplier for the weight, the dimensions, the lifting points and the loading method: forklift, crane or loading dock. Our machinery page lists what we need to plan the trailer. ## Documents the supplier gives the driver For a collection inside the EU, the supplier gives the driver the invoice or a delivery note and a packing list. EU goods that move from the Netherlands, Belgium or Germany to Lithuania or Latvia need no export declaration. A CMR consignment note travels with every international road load, and the note lists the documents given to the carrier. When you arrange the transport, the supplier can ask you for a written statement that the goods arrived. EU VAT rules (Article 45a of Regulation (EU) No 282/2011) let the seller use this statement as part of its proof for a sale without VAT. The buyer gives it by the tenth day of the month after the supply. Our EU customs guide explains this rule. Ask your accountant which documents your supplier expects. Some goods need more papers even inside the EU: excise goods, goods that customs has not yet cleared, waste and some dual-use items. Tell us before loading if your order is one of them. ## From ready goods to delivery A collection with RNJ Transport runs in five steps, from the supplier’s ready date to the signed CMR. You have one contact person for the whole load. Before loading, we send you the truck and trailer plate numbers and the driver’s phone number. Send them to the supplier, so the gate staff know which truck to expect. Collection From ready goods to a signed CMR in five steps A full truckload collected from a supplier in the Netherlands or Belgium and delivered in Lithuania or Latvia. 1. Supplier confirms the date The supplier confirms the ready date, the dock, the loading time and the reference. 2. You send us the details Send the supplier’s address, the ready date and the load size, with the reference. 3. We book a checked truck We check the carrier and send you the plate numbers and the driver’s phone. 4. Loading at the supplier The driver gives the reference, checks the packages and signs the CMR note. 5. Delivery, CMR and one invoice Your warehouse signs the CMR. You get a copy and one invoice from us. ICC, Incoterms® 2020 (EXW and FCA); CMR Convention, Article 8; how RNJ Transport runs a load. Checked 24 October 2026. At loading, the driver checks the number of packages, their marks and numbers, and the visible condition of the goods and packing. If something does not match, the driver writes a reservation on the CMR note with the reason. Ask the supplier to read any reservation before signing. Our CMR guide explains the fields and the copies. Many trucks run from the Netherlands and Belgium to the Baltic states every week, so we can usually find a checked truck for the ready date. We check every carrier before every load. We follow the truck from loading to delivery. After delivery, you get a copy of the signed CMR and one invoice from RNJ Transport. ## Goods not ready on the collection day If the goods are not ready when the truck arrives, the truck waits or returns another day. Both can change the price, so we agree the waiting terms in the transport order before loading. Ask the supplier to tell you when the date moves. Tell us the same day, and we agree a new loading time with the carrier. Under EXW and FCA, the seller delivers on the agreed date or within the agreed period. Under FCA, the seller delivers at the time you notify within that period. Write the ready date in the purchase order. Then confirm it with the supplier on the day before collection. ## Message template for the supplier Send this message to the supplier as soon as the ready date is known. Replace the words in square brackets. Under FCA, it also gives the supplier the notice that Incoterms 2020 asks for: the carrier, the time and the loading point. Forward the supplier’s reply to us with your transport order. Subject: Collection of order \[order number\] on \[date\] Hello \[name\], our forwarder RNJ Transport will collect order \[order number\] on \[date\] between \[time\] and \[time\] with a curtainsider truck. We will send you the truck and trailer plate numbers and the driver’s phone number before loading. Please confirm the loading address, the gate and the dock, the opening hours or the time slot for this truck, and the reference the driver must give at the gate. Please confirm the load: the number of pallets or packages, their size, height and gross weight, and whether they can be stacked. Our order is \[EXW or FCA\] \[place\], Incoterms 2020\. Please confirm who loads the truck, from which side and with which equipment. Please give the driver the invoice or delivery note and the packing list, and send us the name and phone number of the contact person at loading. If the ready date changes, please tell us the same day. Thank you. \[Your name\], \[company\], \[phone\] ## Frequently asked questions 1. Who loads the truck under EXW? The buyer, under the rule itself. Under Incoterms 2020 EXW, the seller makes the goods available at its place, not loaded on the truck. Usually, the supplier’s staff still load the truck. ICC notes that the risk during that loading may lie with the buyer, so agree in writing who loads. Under FCA at the seller’s premises, loading is the seller’s job. 2. What is a loading reference? A number the warehouse uses to find and release your goods. It can be the supplier’s order number, a delivery number or a collection number. The driver gives it at the gate. Without it, the gate staff may not know which goods to load. Ask the supplier for it, send it to us with the transport order, and we give it to the driver. 3. Which documents does the supplier give the driver? Usually the invoice or a delivery note and a packing list. Inside the EU, EU goods need no export declaration. The driver also takes the CMR consignment note, which lists the documents given to the carrier. Excise goods, goods that customs has not yet cleared and waste need more papers. Tell us before loading if your order is one of them. 4. What does the driver check at loading? The number of packages, their marks and numbers, and the visible condition of the goods and packing. Article 8 of the CMR Convention sets these checks. If something does not match, the driver writes a reservation on the CMR note with the reason. Without reservations, the goods are presumed to have looked in good condition at loading. 5. What happens if the goods are not ready when the truck arrives? The truck waits, or it returns on another day. Both can change the price, so we agree the waiting terms in the transport order before loading. Ask the supplier to confirm the ready date on the day before collection. If the date moves, tell us the same day, and we agree a new loading time with the carrier. 6. Can RNJ Transport collect from two suppliers in one truck? Yes, if both addresses are on one route and the goods together make a full load. We move full truckloads only. Give both addresses, the pallets at each and a contact person for each place. Each extra stop adds loading time, so it can change the price. We confirm the stops with the price. ## Sources (6) 1. [ICC, Incoterms® 2020: Rules for any mode or modes of transport (EXW, FCA)](https://library.iccwbo.org/content/tfb/BOOKS/BK%5F0049/BK%5F0049%5F04%5FRulesAny.htm) 2. [Convention on the Contract for the International Carriage of Goods by Road (CMR), Geneva, 19 May 1956\. United Nations Treaty Series, No. 5742](https://treaties.un.org/doc/Publication/UNTS/Volume%20399/volume-399-I-5742-English.pdf) 3. [Explanatory Notes on the EU VAT changes in respect of call-off stock arrangements, chain transactions and the exemption for intra-Community supplies of goods (2020 Quick Fixes), European Commission](https://taxation-customs.ec.europa.eu/system/files/2021-08/explanatory%5Fnotes%5F2020%5Fquick%5Ffixes%5Fen.pdf) 4. [EU Customs Union, a major trading partner, European Commission, Taxation and Customs Union](https://taxation-customs.ec.europa.eu/customs/eu-customs-union-facts-and-figures/eu-customs-union-major-trading-partner%5Fen) 5. [Selling products in the EU and reporting goods movements, Your Europe](https://europa.eu/youreurope/business/selling-in-eu/selling-goods-services/selling-products-eu/index%5Fen.htm) 6. [EPAL Euro Pallet (EPAL 1)](https://www.epal-pallets.org/eu-en/load-carriers/epal-euro-pallet) We checked these sources on 24 October 2026. ## Book a collection from your supplier Call us, or send a request with the supplier’s address, the ready date and the load size. One contact person follows the load from the supplier’s dock to your warehouse, and you get one invoice. [ +370 698 38573 ](tel:+37069838573) A person in our Klaipėda office answers your call. Mon–Fri 08:00–17:00, Lithuanian time - [info@rnjtransport.lt](mailto:info@rnjtransport.lt) ### Transport request Send us an email. Please include these details: 1. Loading and unloading place 2. Cargo: type, pallets or loading metres, weight 3. Loading date 4. Company name 5. Your phone number [ Open email ](mailto:info@rnjtransport.lt?subject=Transport%20request&body=Hello%2C%0D%0A%0D%0ALoading%20place%3A%0D%0AUnloading%20place%3A%0D%0ACargo%3A%0D%0ALoading%20date%3A%0D%0ACompany%3A%0D%0APhone%20number%3A%0D%0A) --- RNJ Transport (UAB "RNJ Transport", company code 305801389), Šilutės pl. 105A, LT-95112 Klaipėda, Lithuania. Phone: +370 698 38573. Email: info@rnjtransport.lt. Company summary for AI assistants: https://rnjtransport.lt/llms.txt. All pages: https://rnjtransport.lt/sitemap.xml.