Freight Export

AUTO EXPORT SOP (MANAGER) – FROM STORAGE INTAKE TO FREIGHT FORWARDER EXPORT (TORONTO ORIGIN)

PURPOSE
This SOP is for the Storage/Export Manager to run the export process once a Broker/Facilitator drops a vehicle at storage, until it is shipped out of Canada using a freight forwarder.

SCOPE
Applies to any purchased vehicle arriving at our storage yard that must be exported internationally by container or RoRo.

ROLES
• Broker/Facilitator: drops vehicle + provides required docs/info
• Storage/Export Manager: intake, control, booking, release, documentation, compliance
• Yard Staff: photos, condition report, staging, key control
• Freight Forwarder: booking, export docs support, port/terminal coordination, Bill of Lading issuance
• Trucker/Carrier: pickup from storage → forwarder yard/port/terminal
• Consignee / Destination Agent: receiving + clearance at destination

NON-NEGOTIABLE RULES
• No vehicle is accepted into storage without VIN verification + full photo set + intake form completed.
• No vehicle is released from storage without manager approval + verified pickup order + signed release form + handover photos.
• No shipment proceeds without verified ownership/payment proof + correct shipper/consignee details + B/L draft approval.
• If anything is missing/suspicious → HOLD the unit and escalate.

SECTION A – STORAGE INTAKE (WHEN BROKER/FACILITATOR DROPS OFF)

A1 – ARRIVAL CHECKS (DO THIS IMMEDIATELY)
• Confirm identity of person dropping vehicle (name + phone + company)
• Confirm vehicle details (year/make/model)
• Verify VIN on vehicle matches paperwork (physically check VIN plate/label)
• Record odometer and fuel level
• Confirm status: running / non-running / modified (lift/tires/exhaust) / any warnings
• Collect all keys (minimum 1 working key). Label keys with VIN immediately
• Walkaround and note any visible damage
• Take full photo set (see A2)
• Complete Storage Intake Form (see A3)
• Assign storage spot and set unit status: HOLD – EXPORT PENDING (until documents verified)

A2 – REQUIRED PHOTO CHECKLIST
• Front, rear, left, right (wide shots)
• 4 corners close-up
• VIN plate/label (clear)
• Odometer (on, readable)
• Interior front + back
• Engine bay
• Wheels/tires (all 4)
• Any existing damage (close-up + wide showing location)
• Key photo (key + VIN tag)

A3 – STORAGE INTAKE FORM (REQUIRED FIELDS)
• VIN
• Year/Make/Model/Trim
• Odometer
• Running: Yes/No
• Mods: None / List
• Fuel level
• Keys received: 1 / 2 / other
• Drop-off by (name/company/phone)
• Date/time in
• Storage spot ID
• Condition notes (damage list)
• Manager signature

SECTION B – DOCUMENT VERIFICATION (BEFORE BOOKING ANY SHIPPING)

B1 – REQUIRED DOCUMENTS TO PROCEED
• Bill of Sale / Invoice (matches VIN)
• Proof of payment (or internal payment confirmation)
• Lien status confirmed (lien-free or written approval plan)
• Ownership/registration details available for the province (as applicable)
• Destination confirmed (country + destination port)

B2 – IF ANYTHING IS MISSING
• Mark unit status: DOCUMENT HOLD
• Notify broker/facilitator exactly what is missing (one message list)
• Do not book a forwarder until resolved

SECTION C – VIN DEAL FOLDER (MANDATORY)

Create a folder named: VIN – YEAR MAKE MODEL – DESTINATION
Store these inside:
• Intake form + intake photos
• BOS/invoice + payment proof
• Lien check proof / lien release
• Forwarder quotes + booking confirmation
• Export filing confirmation (if applicable)
• Pickup order + vehicle release form
• Stuffing/loading photos (container) OR terminal acceptance proof (RoRo)
• Bill of Lading (draft + final)
• Insurance certificate (if purchased)
• Status updates / communications

SECTION D – SHIPPING MODE DECISION (CONTAINER VS RORO)

D1 – DEFAULT RULES
• Choose CONTAINER when: higher value, more security/control needed, consolidation, non-runner risk, or unclear terminal rules
• Choose RORO when: vehicle is running, standard size, lane supports RoRo, cost-sensitive shipment

D2 – FLAG RESTRICTIONS EARLY
• Non-runners: often container preferred or special approval needed
• Oversize mods (lift/oversize tires): may change acceptance and pricing
• Loose items inside vehicle: avoid unless explicitly approved (risk of fees/issues)

SECTION E – PORTS + ROUTING (STANDARD LIST)

E1 – CANADA DEPARTURE PORT DEFAULTS (TORONTO ORIGIN)
• Default routing: Toronto storage → truck/rail → Halifax or Montreal → destination port
• Halifax, NS (Autoport area)
• Montreal, QC
• Vancouver, BC (common option when destination is Asia, lane-dependent)

E2 – STANDARD DESTINATION PORTS (USE THESE WHEN REQUESTING QUOTES)

USA (IF OCEAN/RORO IS REQUIRED)
• Port of New York & New Jersey
• Port of Baltimore
• Port of Brunswick, Georgia (Colonel’s Island)

UAE (DUBAI / ABU DHABI)
• Dubai: Jebel Ali Port
• Abu Dhabi: Khalifa Port

NIGERIA (LAGOS)
• Lagos: Apapa (Lagos Port Complex)
• Lagos: Tin Can Island Port

CHINA (COMMON GATEWAYS)
• Shanghai
• Ningbo-Zhoushan
• Tianjin
• Guangzhou (Nansha area / lane-dependent)

E3 – COMPLIANCE CHECK (MANDATORY BEFORE ACCEPTING ANY BOOKING)
• Before accepting a quote or booking, screen the destination country and all named parties on paperwork against Government of Canada sanctions resources.
• If anything flags → STOP and escalate for compliance/legal review before proceeding.
• Use official Government of Canada sanctions sources only.

SECTION F – QUOTES + BOOKING WITH FREIGHT FORWARDERS

F1 – REQUEST QUOTES (SEND TO 2–3 FORWARDERS)
Copy/paste message:

Hello,
We need a vehicle export quote and booking from Toronto (pickup from our storage).
Vehicle: [YEAR MAKE MODEL], VIN: [VIN], Running: [YES/NO], Mods: [NONE/LIST]
Pickup Address: [ADDRESS], Hours: [HOURS], Contact: [NAME + PHONE]
Destination Country: [COUNTRY]
Destination Port: [PORT FROM OUR LIST]
Mode: [RoRo / Container 20ft / Container 40ft]
Ready Date: [DATE]
Please quote all-in origin charges + inland trucking/drayage + ocean freight. Advise cut-off dates, required documents/export filing needs, and offer marine insurance.
Thanks,
[MANAGER NAME / COMPANY]

F2 – QUOTE MUST BE CLEAR ON THESE LINE ITEMS
• Origin handling (receiving, documentation, terminal/port handling, stuffing if container)
• Inland trucking/drayage (storage → yard/port/terminal)
• Ocean freight
• Documentation/export filing fees
• Destination charges note (who pays and expected ranges)

F3 – BOOKING CONFIRMATION (AFTER YOU CHOOSE FORWARDER)
• Confirm sailing window and cut-off dates in writing
• Send shipping instructions exactly as they should appear on the Bill of Lading
• Confirm who is responsible for export reporting (if required) and what data they need

SECTION G – SHIPPING INSTRUCTIONS (B/L DETAILS)

Manager must provide:
• Shipper: our company legal name + address
• Consignee: legal name + address
• Notify party: legal name + address (if required)
• Destination port
• Cargo description: year/make/model + VIN
• Declared value (for customs/insurance)
• Special handling notes (non-runner, alarm, battery instructions, low fuel, mods)

SECTION H – EXPORT COMPLIANCE CHECK (BEFORE VEHICLE LEAVES STORAGE)

• Confirm export reporting responsibility with the forwarder (who files, what proof we receive)
• Ensure shipper name, VIN, value, and destination match across all documents
• Save export filing confirmation in the VIN folder (if applicable)

SECTION I – VEHICLE PREP FOR RELEASE (DAY BEFORE OR SAME DAY)

• Remove all personal items and loose accessories unless approved
• Keep fuel low (target around 1/4 tank unless forwarder/terminal requires otherwise)
• Confirm vehicle is drivable (or clearly label as non-runner)
• Disable alarm / provide instructions if needed
• Stage vehicle for easy pickup
• Confirm keys are controlled and labeled
• If vehicle has been in storage more than 7 days, take updated “pre-release” photos

SECTION J – PICKUP HANDOVER (STORAGE → FORWARDER/PORT/TERMINAL)

J1 – REQUIRED: PICKUP ORDER FROM FORWARDER
Pickup order must include:
• Driver name + company
• Pickup date/time appointment
• Destination facility address
• Reference/booking number

J2 – AT PICKUP, MANAGER MUST DO
• Verify driver ID matches pickup order
• Record truck plate and driver phone
• Take handover photos (front/rear/sides + odometer)
• Complete and sign Vehicle Release Form
• Release keys only after release form is signed
• Update unit status: IN TRANSIT TO PORT/WAREHOUSE

J3 – VEHICLE RELEASE FORM (REQUIRED FIELDS)
• VIN
• Vehicle (year/make/model)
• Released by (manager name)
• Released to (driver name + company)
• Driver ID verified (yes/no + last 4 digits)
• Truck plate
• Date/time out
• Condition notes
• Keys released (how many)
• Manager signature + driver signature

SECTION K – SHIPPING EXECUTION PROOF (CONTAINER OR RORO)

K1 – CONTAINER (MANAGER MUST COLLECT)
• Container number + seal number
• Stuffing photos (vehicle inside + tie-down points)
• Gate-in confirmation
• Vessel/voyage details + ETD

K2 – RORO (MANAGER MUST COLLECT)
• Terminal acceptance/receipt confirmation
• Vessel/voyage details + ETD

SECTION L – BILL OF LADING (B/L) DRAFT APPROVAL (DO NOT SKIP)

Manager reviews B/L draft for:
• Shipper correct
• Consignee correct
• VIN correct
• Destination port correct
• Vehicle description correct
Approve only after everything matches.

SECTION M – SEND THE EXPORT PACK (INTERNAL + CONSIGNEE IF REQUIRED)

• Final Bill of Lading copy
• Commercial invoice (if used)
• Insurance certificate (if purchased)
• Vessel/voyage details + ETA estimate

SECTION N – CLOSEOUT + AUDIT READY

• Confirm all documents saved in VIN folder
• Update status milestones: BOOKED → GATE-IN/ACCEPTED → SAILED → ARRIVED
• Record actual total costs vs quote (for margin tracking)
• Log issues (damage, delays, document errors) for process improvement

ESCALATION TRIGGERS (STOP AND ESCALATE)
• VIN mismatch anywhere
• Missing payment proof or lien concerns
• Any request to release vehicle without pickup order + signed release form
• Any quote with unclear destination charges and no written explanation
• Any sanctions/compliance flag on destination or any named party