From Strategic Decision to Confident Action
You have arrived at the final and most important stage of your logistics evaluation. Your journey has taken you from understanding the immense potential of intermodal shipping for the agriculture sector to a detailed comparison of how it stacks up against traditional trucking for your specific agri-food products. You’ve done the research, analyzed the benefits, and concluded that a smarter, more cost-effective, and sustainable supply chain is not just a possibility, but a strategic necessity.
The question is no longer “Why should I consider this?” but rather, “How do I get started?”
This guide is your implementation plan. It is designed to bridge the gap between decision and action, demystifying the entire process from getting your first quote to watching your first shipment successfully reach its destination. We will walk you through seven clear, actionable steps that will remove any uncertainty and empower you to move forward with confidence. By the end of this article, you will have a practical roadmap for securing a competitive quote and partnering with a logistics expert who understands the unique demands of the agriculture and agri-food industry.
The 7-Step Guide to Your First Intermodal Shipment
Step 1: Gathering Your Core Shipment Details for an Accurate Quote
This is the most critical step in the entire process. The quality and accuracy of the information you provide upfront will directly determine the accuracy of your quote. A vague request will result in a vague, estimated price, while precise details will yield a firm, reliable quote you can budget against. Before you even open a quote form, take ten minutes to assemble the following key data points:
- 1.1. Origin & Destination Postal Codes: The Foundation of Pricing. This seems simple, but specificity is crucial. Providing “Calgary to Toronto” is a start, but providing the exact postal codes of the pickup location and the final delivery address is what allows a logistics partner to calculate the true door-to-door cost. This is because the price of the first- and last-mile drayage (the trucking portion) is highly dependent on the precise distance from the rail terminals. The main CN and CPKC rail terminals are in specific locations (e.g., in the Toronto area, they are in Vaughan and Brampton), so knowing if your final destination is in downtown Toronto, Scarborough, or Hamilton will significantly impact the final trucking cost. Be exact to get an exact price.
- 1.2. Commodity Type: What Exactly Are You Shipping? The nature of your agriculture product is a major factor. You need to declare the commodity with as much detail as possible. This is because different products have different handling requirements, weights, and risk profiles. Shipping “bulk lentils” is very different from shipping “palletized organic apple juice” or “frozen beef patties.” For packaged agri-food products, carriers often use a Freight All Kinds (FAK) class system. Being clear about your commodity helps the provider classify it correctly and ensures the right equipment and handling procedures are used, preventing any surprises down the line.
- 1.3. Weight & Pallet Count: The Details of Your Load. Provide the estimated total weight of your shipment, including product, packaging, and pallets. This is critical for two reasons. First, there are legal weight limits for both the rail and highway portions of the journey. An overweight container can be rejected or subject to costly rework. Second, weight directly impacts rail pricing tiers. You will also want to specify the number of pallets (or if it’s a floor-loaded shipment). This helps confirm that your entire shipment will fit within a standard 53-foot intermodal container, which can typically hold up to 44,000 lbs (approx. 20,000 kg) and 26 standard pallets.
- 1.4. Equipment Needs: Specifying Dry vs. Temperature-Controlled. This is a simple but vital distinction. Is your product shelf-stable and able to be shipped in a standard “dry van” container? Or does it require a temperature-controlled “reefer” container to protect its integrity? Be prepared to specify the exact temperature needed (e.g., maintain at 2°C or -18°C). Requesting a reefer is more expensive than a dry van due to the cost of the specialized equipment and the fuel required to run the generator. Specifying this upfront is essential for an accurate quote for any perishable agri-food shipment.
- 1.5. Frequency & Volume: Are You Spot Quoting or Building a Partnership? Finally, communicate your expected volume. Are you looking for a one-time “spot quote” for a single shipment? Or are you planning to move five containers a week on this lane for the next year? This information changes the entire dynamic. For consistent, high-volume lanes, a logistics provider can often negotiate contracted rates with the railways that are more favourable than a one-off spot market price. Providing this context allows your partner to quote you not just on a transactional basis, but on a long-term, strategic one, which can unlock additional savings.
Step 2: Understanding the Anatomy of Your Intermodal Quote
Once you submit your detailed request, you will receive a quote that may look different from a traditional trucking rate sheet. Understanding its components will give you the confidence to compare options effectively. An intermodal quote is typically broken down into these key areas:
- 2.1. The Line-Haul Rate. This is the core charge for the rail portion of the journey—the cost of moving your container from the origin rail terminal to the destination rail terminal. This makes up the largest portion of the total price on a long-haul move and represents the significant savings compared to a truck’s line-haul rate.
- 2.2. The Fuel Surcharge (FSC). Just like trucking, rail has a fuel surcharge, but it is calculated differently and is almost always significantly lower. It is tied to market fuel indexes but is applied only to the rail portion of the move. Because trains are so much more fuel-efficient, the FSC percentage is smaller, and the overall impact on your final price is much less dramatic, providing welcome stability and predictability.
- 2.3. First- and Last-Mile Drayage. Your quote will include the price for the trucking segments at the beginning and end of the journey. These are calculated based on the distance from your specified postal codes to the rail terminals. Reputable logistics partners will have a network of trusted drayage carriers and will quote this as a simple, all-in price.
- 2.4. Potential Accessorials in Agriculture Shipping. “Accessorials” are fees for services beyond the standard pickup and delivery. A transparent quote will list any potential charges so there are no surprises. For agriculture shipping, common accessorials might include:
- Reefer Fuel: A separate charge for the diesel required to power the reefer unit and maintain temperature.
- Wait Time: If a drayage driver has to wait excessively long (usually over 1-2 hours) at your farm or facility to be loaded or unloaded, a detention fee may apply. This is why having your shipment ready to go is so important.
- Driver Assist: If you require the driver to assist with loading or unloading (which is uncommon in FTL/intermodal), a lumper fee may be charged.
- Chassis Rental: A daily fee for the use of the truck chassis the container sits on. The quote should include a standard number of “free” days before these charges apply.
Understanding these components allows you to see exactly what you are paying for and confirms that you are comparing “apples to apples” when evaluating different logistics providers.
Here is Part 2 of the BOFU blog post, continuing directly from Part 1. This section focuses on vendor selection and practical preparation.
Step 3: Choosing the Right Logistics Partner
Your intermodal shipping experience will be defined not by the railroad, but by the quality, expertise, and reliability of the logistics partner you choose to manage the process. The train and trucks are tools; your partner is the skilled operator who ensures those tools work in perfect harmony for your benefit. As you evaluate potential partners, especially for a sensitive commodity like agri-food products, consider these critical factors that separate a basic facilitator from a true strategic partner:
- 3.1. Proven Experience in the Agri-Food Sector. The agriculture industry is not like shipping electronics or lumber. It has a unique rhythm defined by seasonality, harvest rushes, and the critical importance of the cold chain. Does your potential partner understand this? Ask them direct questions:
- “How do you manage capacity during the peak harvest season for my commodity?”
- “What are your standard operating procedures for verifying reefer temperatures and fuel levels?”
- “Can you share examples of how you’ve helped other agri-food companies like ours?” A partner with deep agriculture experience will have informed answers and will likely ask you more detailed questions, demonstrating their understanding of your specific challenges.
- 3.2. A Robust Network of Rail and Drayage Carriers. A key advantage of working with a non-asset-based logistics partner is flexibility. The best partners are not beholden to a single railroad. They should have strong relationships with both Class I carriers in Canada—CN and CPKC—allowing them to route your shipment on the most efficient and cost-effective path, which can vary by lane. Furthermore, their drayage network is crucial. They should have a deep bench of vetted, reliable trucking companies in all the key agricultural regions you operate in, ensuring that a dependable driver and chassis are always available for your first- and last-mile moves.
- 3.3. Modern Technology and Shipment Visibility. In today’s world, there is no excuse for a shipment to be a “black box.” A modern logistics partner must provide a technology platform that offers ease of use and complete visibility. You should expect:
- An online portal for easily requesting quotes and booking shipments.
- Real-time GPS tracking that shows you where your container is at any given moment, whether it’s on the road or on the rail.
- A document management center to easily access your Bills of Lading, proofs of delivery, and invoices. This technology empowers you with the information you need to manage your business effectively and communicate proactively with your own customers.
- 3.4. A Dedicated, Single Point of Contact. The last thing you want to do is juggle communications between a pickup driver, a rail carrier’s customer service line, and a delivery driver. The value proposition of a great logistics partner is that they handle all of that for you. You should be assigned a dedicated account representative who is your single point of contact for the entire door-to-door move. This person understands your business, your lanes, and your expectations, and is accountable for the successful execution of your shipment from start to finish.
Step 4: The Booking Process: From Quote to Confirmation
Once you have selected your logistics partner and accepted their quote, the process of formally booking your shipment is straightforward and professional. This administrative step turns your intention into a scheduled, actionable event.
- Accept the Quote: You will typically confirm your acceptance via email or by clicking an “Accept” button in the online portal. This formally acknowledges the rates and terms for the specific lane.
- Provide Final Pickup Details: This is where you provide the critical operational details. Your partner will need the exact pickup address (if different from the one quoted), the facility’s shipping hours, a primary contact person and phone number at the site, and any specific pickup or reference numbers that need to be included on the paperwork.
- Create and Tender the Bill of Lading (BOL): The BOL is the most important document in shipping. It is a legal contract between the shipper (you) and the carrier that details the type, quantity, and destination of the goods being shipped. While some shippers prefer to create their own BOL, a good partner can generate one for you based on the information you provided. It will list the shipper and consignee details, the commodity description, weight, pallet count, and any special instructions. This document is then “tendered” to the carrier network to dispatch a driver for pickup.
- Receive Booking Confirmation: Your logistics partner will send you a final booking confirmation that summarizes all the details, including the scheduled pickup date/time, the carrier information, and a copy of the finalized BOL. This document confirms that your shipment is officially in the system and scheduled for execution.
Step 5: Preparing Your Agriculture Shipment for a Safe Journey
The physical preparation of your load inside the container is a critical step that you, the shipper, are responsible for. A properly loaded container is essential for a damage-free journey, especially given the unique forces of rail transport.
- 5.1. Master Proper Blocking and Bracing. While the ride on a train is smooth, the journey involves powerful forces. The gentle but immense pressure of starting and stopping a mile-long train, along with the shunting of cars in a rail yard, can cause improperly secured loads to shift. Unlike a truck driver who can feel a load shift, a train crew cannot. It is essential to ensure your pallets are secured. The best practice is to load using a “centerline” method, keeping the load tight down the middle of the container, or by using dunnage—such as inflatable airbags or heavy cardboard—to fill any significant gaps and prevent movement.
- 5.2. Ensure Even Weight Distribution. The weight of your cargo must be distributed as evenly as possible throughout the container. A container that is heavily weighted to one side or one end can be a significant safety hazard when being lifted by a crane at the terminal. An imbalanced load can be rejected by the terminal operator, resulting in costly delays and fees to have the container reworked and re-loaded. A simple rule of thumb is to distribute pallets evenly across the floor space.
- 5.3. Seal the Container for Security and Integrity. Once loading is complete, a high-security seal should be affixed to the container’s locking mechanism. This is a vital step in the chain of custody, particularly for agri-food products. It provides evidence that the container has not been opened during transit. You should record the unique seal number on the Bill of Lading and, as a best practice, take a clear photo of the sealed doors before the driver departs.
- 5.4. Have Documentation Ready for the Driver. To ensure a smooth and quick pickup, have two copies of the completed Bill of Lading ready when the drayage driver arrives. The driver will sign both copies, keeping one for their records and returning the other to you as a receipt, confirming that the load has been picked up by the carrier.
Step 6: During Transit: Proactive Tracking and Communication
Once your container is picked up, your role as the shipper is largely complete, but your need for visibility is not. This is where a modern logistics partner provides immense value, transforming the journey from a “black box” into a transparent and traceable process. You should not have to wonder where your valuable agri-food products are.
- Real-Time Visibility: Through your partner’s online portal, you will be able to monitor key events in the shipment’s lifecycle. These “milestones” typically include:
- Pickup Confirmed: The drayage driver has successfully picked up the container from your facility.
- Origin Ingated: The container has been checked into the origin rail terminal and is awaiting loading onto the train.
- Loaded on Rail: The container is officially on the train and has departed the terminal. This is when the long-haul portion begins.
- Rail Progress: You will see regular updates as the train moves across the country, often with location pings from major cities it passes through.
- Destination Arrival: The train has arrived at the destination rail terminal.
- Available for Pickup: The container has been unloaded from the train and is available for the destination drayage driver to pick it up.
- Destination Outgated: The container has been picked up by the final-mile truck and is on its way to the receiver.
- The Role of Your Partner: While you have access to this information, a proactive partner will be monitoring it for you. Their operations team will be watching for any potential delays, such as terminal congestion or mechanical issues on the rail line. If an exception occurs, they will be the ones to proactively communicate it to you, along with a plan to mitigate any impact. This level of managed logistics means you can focus on your core business, confident that an expert is overseeing your shipment every step of the way.
Step 7: Flawless Delivery and Final Steps
The final mile is just as important as the first. A smooth delivery process ensures your customer relationship remains strong and the entire logistics cycle concludes professionally.
- Scheduling the Delivery Appointment: Unlike a truck that might just show up, the intermodal process is more structured. Once the container is available at the destination terminal, the final-mile drayage carrier will contact the consignee (the receiver listed on the BOL) to schedule a specific delivery appointment. This is a major benefit for the receiver, as it allows them to plan their labour and dock space accordingly, leading to a more efficient unloading process.
- Best Practices for the Receiver: To ensure a clean conclusion, it’s wise to inform your receiver of a few best practices. Upon the truck’s arrival, they should:
- Verify the Seal: Before breaking the seal, they should verify that the seal number matches the number written on the Bill of Lading. This confirms the container was not tampered with during transit.
- Inspect Goods Upon Unloading: As they unload the pallets, they should do a quick inspection for any visible signs of damage that may have occurred from load shifting.
- Sign the Proof of Delivery (POD): Once the container is empty, the driver will ask for a signature on the Proof of Delivery. It is crucial to note any damage or discrepancies on the POD before signing it. A clean POD confirms the shipment was received in good order.
- The Final Invoice: Shortly after a successful delivery, your logistics partner will send the final invoice. This invoice should directly match the original quote you accepted, with the only additions being any pre-approved accessorial charges (such as extended wait time or reefer fuel) that were incurred during the shipment. This transparent, predictable billing is the final piece of a professionally managed logistics process.
Conclusion: Your Partner in Agri-Food Logistics
Making the move to intermodal shipping is a significant strategic decision, but it does not have to be a complicated or intimidating process. As we have seen through these seven steps, it is a structured, professional, and transparent system designed for efficiency and reliability. From the initial gathering of details, to understanding your quote, preparing your load, and tracking it to its final destination, every stage is straightforward when navigated with an experienced partner.
This process is the gateway to the substantial benefits you have researched. It is the practical path to lowering your transportation spend, significantly improving your company’s sustainability credentials, and building a resilient, scalable supply chain that can weather the capacity crunches and price volatility that often challenge the agriculture industry. You have done the analysis, you know the powerful advantages that await. The final step is to take confident action.
You’ve done the research. You know the benefits. The final step is to see the numbers for yourself. Don’t wait for the next capacity crunch or fuel price spike. Lock in your rates and build a more resilient supply chain today.
Get Your Free, No-Obligation Intermodal Quote Now
Additional Resources:
Intermodal Shipping with RailGateway
Agriculture & Agri-Food Intermodal Shipping
Agriculture and Agri-Food Canada – Supply Chain Page
Canadian Produce Marketing Association (CPMA) – Resources
