Use one copy per container. Ask your forwarder or transport coordinator to obtain the operating records; your team can keep the status in one place. These are coordination prompts, to be completed against the shipment’s actual terms.
Shipment and contacts
| Field | Complete for this shipment |
|---|---|
| Container / bill of lading | |
| Chassis ID and supplier, if applicable | |
| Delivery address | |
| Inland transport arranged by | |
| Live unload or drop for later collection | |
| Your coordinating contact | |
| Forwarder / drayage return contact | |
| Warehouse contact and collection hours | |
| Additional-cost approver and cost/time limits requiring renewed approval |
Before delivery
- Confirm who receives the empty-ready notice, the required channel and how receipt is acknowledged.
- Confirm who arranges collection, return instructions and appointments.
- Ask the billing party to complete a separate charge record for each applicable fee below.
- Agree who reports a problem, when the next update is due and who approves additional operations.
When unloading is complete
- Record when the container is empty and available for pickup: date, local time and time zone.
- Send the required notice, including access hours, location and site contact. Save its reference and acknowledgment.
- Obtain a collection update from the coordinating contact. Copying an email does not replace a required portal submission.
If the return is blocked
- Ask the operating party to record the current location, authorized return instruction, specific obstacle and time checked.
- Have that party retain the applicable appointment results, rejection messages or gate trouble ticket, with container details and timestamps.
- Record the time checked, the target return date/window and the affected billing dates separately. Distinguish a slot displayed, an appointment confirmed and the actual return; record the specific reason if booking or dispatch fails.
- Ask for an authorized alternative or next return instruction; record its source and validity.
- Request the estimated daily charges still accumulating. Obtain the cost and operational implications of proposed temporary storage or extra handling before approving it.
- Record the next action, responsible person and agreed update time. Confirm each billing party’s evidence and review requirements.
Appointment obstacle or status log — add a row for each change
| Time checked and time zone | Target return date/window and location | System result and evidence reference | Booking/dispatch result or reason for failure | Affected billing dates | Owner / next action / next update |
|---|---|---|---|---|---|
The operating party supplies the actual records; the importer follows the status. Mark unknowns explicitly and do not use adjacent dates to fill evidence gaps. This log supports coordination and invoice review; it does not establish an automatic entitlement to a fee waiver.
Compare alternatives — complete only for confirmed feasible options
Comparison period and time zone: ________; quote confirmation time and validity: ________.
| Item to confirm | Continue waiting | Temporary yard | Authorized alternative return |
|---|---|---|---|
| Feasibility confirmed by, acceptance instruction and scope | |||
| Appointment/truck status and expected completion time | |||
| New one-time trucking, yard entry/exit and handling charges | |||
| Continuing container detention: rate, days and rate changes | |||
| Continuing chassis charges: rate, days and off-hire basis | |||
| Continuing yard charges: rate, days and minimums | |||
| Subsequent pickup/return cost and whether already included above | |||
| Estimated additional total over the comparison period | |||
| Cost of one further day and any unquoted items | |||
| Charge expected to end and evidence that will confirm it |
Use the actual quoted rates and counting method, without counting included costs twice. Split periods where rates change. Review incurred costs separately; do not subtract unconfirmed fee relief from the estimate. State date assumptions, and mark unquoted or unavailable items as pending or not applicable, rather than zero.
Approved option and costs: ________; approver/time: ________; conditions requiring renewed approval: ________; next update: ________.
After the return
- Obtain the empty gate-in/EIR record and verify equipment number, event, location and timestamp.
- Obtain the chassis return/off-hire evidence applicable to this arrangement. The same visit or document may cover both items; check what it actually records.
- If a yard was used, obtain its entry/exit and handling records.
- Match each invoice line to its terms and supporting events; record any difference and review deadline.
- Keep items marked separately as confirmed, awaiting invoice, or under review.
Charge record — copy this block for container detention, chassis and yard storage as applicable
| Field | Answer / evidence reference |
|---|---|
| Charge type, equipment or service | |
| Party billing you / underlying supplier | |
| Quotation, tariff or contract reference | |
| Included time and counting method | |
| Rate, minimum charge and applicable changes | |
| Event that stops this charge | |
| Actual start and stop dates, with evidence | |
| Amount invoiced and difference to check | |
| Invoice receipt date, payment due date and review deadline — confirm separately | |
| Review contact, deadline and case reference | |
| Status and next action |
Empty-ready coordination message
Send the required notification through the agreed channel first. Adapt this message to coordinate follow-up; it is not a substitute for the carrier’s prescribed process.
Subject: Empty and available for pickup — [container number]
Container [number], B/L [number], was fully unloaded and became
available for pickup on [date, time, time zone].
Pickup address: [address]
Access hours and instructions: [details]
Site contact: [name / phone]
Required notification submitted via: [channel]
Submission time and acknowledgment/reference: [details]
Please confirm the pickup plan and the contact managing the return.
Please confirm which charges, if any, stop under this shipment's
terms upon receipt of the notification, and which remain open.
If there is a return problem, please provide the specific obstacle,
supporting records, next action and next update time.Message when a return is blocked
Subject: Return assistance required — [container number]
The operating party has reported the following return obstacle:
[specific issue and when checked].
Current container location: [details]
Authorized return instruction and locations checked: [details]
Appointment results / rejection records attached: [details]
Please coordinate an authorized alternative or the next return
instruction, including any required appointment or approval.
For each feasible option, please provide the expected completion
time, new one-time charges, continuing daily charges, subsequent
pickup/return cost and the charge expected to end. State the
comparison period and what one further day would add.
Please identify any item that remains unquoted and any decision
needed from us before the current quote or instruction expires.
Please also ask the relevant billing parties how affected charges
will be reviewed and what records and deadlines apply.
Next action owner: [name]
Next agreed update: [date, time, time zone]Message requesting review of an invoice difference
Use the billing party’s required review process. This coordination message does not replace it or establish a right to withhold payment.
Subject: Review requested — [invoice reference] / [container number]
Please review the following invoice item:
Charge and equipment/service: [details]
Billed dates, rate and amount: [details]
Quoted terms/version: [reference]
Return, off-hire or yard record: [reference, event and date]
Specific difference to check: [details]
Requested clarification or correction: [details]
Please confirm receipt, the review reference, any further evidence
needed and the expected response date. Please also confirm the
review deadline, payment due date and payment requirements while
this item is under review.
Our follow-up contact: [name]Supplier-specific reference examples: Maersk U.S. imports, APM Pier 400 empty returns, TRAC customer support. Confirm the current instructions for the actual shipment and equipment.