North America Restricted-Cargo Acceptance File

Key planning facts

Use this guide to prepare a shipment-specific discussion. Verify current rules and operating instructions again before cargo is released, booked or presented for import.

Decision owner

The seller or importing entity confirms commercial, customs and receiving facts.

Primary milestone

Inventory received and available, not only port arrival or proof of delivery.

Risk control

Reopen the plan when cargo, importer, route or warehouse instructions change.

Identify the product and battery configuration

Restricted-product planning starts with accurate product and battery identification, test evidence, packaging configuration and carrier acceptance before pickup.

Identify the exact product configuration before asking whether it can ship. For battery-powered goods, record cell or battery chemistry, watt-hours, quantity and whether batteries are standalone, packed with equipment or contained in equipment. Include liquids, powders, magnets, aerosols and other relevant characteristics. A broad commercial name does not give carriers or compliance reviewers enough information to assess acceptance.

Assemble transport classification evidence

For lithium batteries, record whether cells or batteries are standalone, packed with equipment or contained in equipment, plus chemistry, watt-hours and quantities.

Assemble the transport classification evidence required for the proposed product and mode. A test summary, safety data, technical specification or other record may be relevant, but no single generic document proves every requirement. Check the current official rules and carrier procedure. Link each evidence item to the exact model and packing configuration so a report for an earlier version is not applied automatically.

Match packaging to the proposed movement

A safety data sheet alone may not establish transport classification. Gather the current test summary and other evidence required for the chosen mode and route.

Match the physical packing, marks, labels, quantity limits and documentation to the proposed air, ocean or courier movement. Keep marketplace packaging separate from dangerous-goods transport controls. If the route or mode changes, reopen the packing review because acceptance conditions can differ. Photograph or record the released configuration and prevent suppliers from substituting cells, accessories or outer cartons after approval.

Secure acceptance before pickup

Air, ocean, courier, customs and marketplace rules are separate acceptance layers. Passing one review does not guarantee the next party will accept the cargo.

Secure written or system-recorded acceptance from the relevant provider before pickup when preapproval is required. Customs admissibility, carrier acceptance and fulfillment-platform acceptance are separate layers. Name the owner of each check and define a stop condition for missing or conflicting evidence. Never conceal restricted characteristics in a generic commodity description to obtain a booking.

Preserve the approved file through receiving

Do not conceal restricted characteristics in the commodity description. Escalate uncertainty early and keep the approved packing and document set with the shipment file.

Preserve the approved product and packing file through export, international movement, entry and receiving. If a carrier rejects cargo or an authority requests evidence, record the question and approved response under the shipment reference. After delivery, retain exception and damage information because it may change the next packing decision. Revalidate sources and carrier rules before a repeat movement relies on the old file.

Frequently asked questions