In European road freight transport, reasons for pickup failures fall into two categories: carrier responsibility and client responsibility. Different responsible parties correspond to different handling procedures and cost-bearing principles.

I. Pickup Failures Due to Carrier Responsibility

In such cases, we'll reject related charges and request the carrier to promptly reschedule the pickup. Common reasons include:

  1. Improper Vehicle Arrangement – The client provides accurate cargo information, but the carrier dispatches an undersized vehicle or one with insufficient remaining space.

  2. Incomplete Documentation/Information – The driver fails to provide the reference number or electronic pickup documents as agreed (paper documents are not accepted by carriers for pickup).

  3. Incorrect Address Identification – The driver cannot locate the correct loading address.

  4. Inadequate Waiting Time – The driver’s time of staying is significantly shorter than the stipulated free waiting period.

  5. Incorrect Information Feedback – The cargo is actually ready, but the carrier mistakenly reports it as "not ready".

II. Pickup Failures Due to Client Responsibility

In these situations, additional fees such as empty pickup charges, waiting time fees, or interception fees usually apply. Clients are advised to communicate thoroughly with the shipper in advance to avoid the following:

  1. Address and Road Condition Issues – Failing to verify road conditions at the loading address in advance, such as narrow roads, traffic restrictions, or height limits preventing vehicle access.

  2. Lacking Loading/Unloading Facilities – Not confirming the availability of loading equipment beforehand, resulting in inability to load upon the vehicle’s arrival.

  3. Cargo Information Mismatch – Discrepancies in quantity, dimensions, weight, or packaging compared to the booking details, making the cargo unloadable.

  4. Cargo Not Ready – The cargo is still not prepared when the carrier arrives at the agreed time.

  5. Non-Compliant Packaging – Not palletized, no wrapping film, loose or disorganized goods posing risks of damage or loss.

  6. Unreachable Shipper – The shipper’s phone is unreachable, no one is on-site, or access is restricted upon the driver’s arrival.

  7. Exceeding Free Waiting Time – Beyond the free waiting period (usually 15–30 minutes for groupage, 1–2 hours for LTL/FTL).

  8. Incorrect Loading Address Information – The provided address details are inaccurate.

By clarifying responsibility and ensuring thorough communication and preparation in advance, pickup failures and related extra costs can be minimized effectively.