Obtain the exchange approval before booking

Ask the supplier which unit it is expecting, the exchange reference and the correct receiving address. Confirm whether the replacement is already released or still depends on assessment of the returning component. Those are different transport plans.

The courier should not be asked to negotiate an exchange at the counter. Any deposit, credit, inspection or compatibility decision belongs between the customer and supplier. Provide WTM with the agreed transport instructions after the commercial arrangement is clear.

Describe the northbound unit in its current condition

An old component may have a different package, weight or orientation requirement from its replacement. Give the packed measurements and explain exposed fittings, fragile connectors or residual fluids. The sender prepares it for transport using suitable packaging and competent handling.

For heavy loads, state how the unit will be loaded in Claresholm and unloaded in Calgary. A suitable lifting arrangement must be available at both ends, or appropriate vehicle equipment must be agreed in the quote.

Decide whether the vehicle waits or the jobs are separate

A short, confirmed exchange may support a booked waiting arrangement. An unknown repair or inspection period is better discussed as separate movements until the supplier has established readiness. Include any expected waiting time rather than treating it as free or unlimited.

For illustration, a customer could send an authorised core to a Calgary supplier and collect a released replacement under one agreed plan. If the supplier later needs an extended inspection, update dispatch before assuming the vehicle can remain on site indefinitely.

Keep each component and document traceable

Use the exchange reference on the return package and the replacement paperwork. Record the package counts for each direction separately. The POD confirms a transport handoff, while the supplier’s credit or exchange document records its commercial decision.

Routine non-urgent consignments can still use courier service or LTL where appropriate. The hotshot decision here is driven by the exchange deadline and the requirement for a dedicated movement, not simply by the fact that a part is returning.

Exchange questions

Can WTM return with a different-sized replacement?

Yes, when its packed dimensions, weight and handling fit the accepted plan. Disclose both loads before booking.

Does delivery of the old part guarantee an exchange credit?

No. That decision remains with the supplier under its agreement with the customer.