1. Enquiry and brief

The customer sends a request by email or another agreed communication channel. We clarify the product, quantity, destination, intended timing and any essential specifications. Where the brief is incomplete, we identify the information needed for a meaningful review.

2. Feasibility and sourcing review

Delftrain assesses whether the request fits its operating scope. This may include checking supply options, likely quantities, route constraints, packaging considerations and information required for import or export coordination.

Not every request will be suitable. An early, honest assessment helps avoid cost and delay later.

3. Quotation and approval

The quotation or written confirmation describes the proposed product or sourcing scope, expected commercial terms, payment stages, estimated timing, logistics assumptions and material exclusions. The client reviews and approves the basis of the order before purchasing begins.

4. Initial payment and purchasing

Where a deposit or advance milestone applies, Delftrain begins purchasing after that payment and the required approval have been received. Supplier availability may still be time-sensitive; any material change identified before purchase is discussed with the client.

5. Receiving and coordination

Goods are received, grouped and matched to the order using the available supplier and order information. Separate purchases may be consolidated. Any agreed packaging or handling steps are completed within the confirmed scope.

6. Final payment and dispatch preparation

The remaining payment milestone, if applicable, is completed before shipment in accordance with the quotation. Shipping details are confirmed and the order is prepared for carrier handover.

7. Shipment and follow-through

The goods are handed to the selected carrier. Tracking details are shared when available under the chosen service. Delftrain remains the coordinating contact for material shipment questions within the agreed assignment, while carrier and customs timelines remain outside direct control.

What can change by order

Product lead times, supplier terms, payment structure, documentation, packaging and logistics all vary. The process above is therefore a working framework, not a substitute for the quotation and written conditions of a specific order.