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Load planning templates for forwarders: the load and capacity planning kit
Fuller loads, fewer missed cut-offs.
Updated 20 October 2026 · Steplane is built by Paul, a logistics process specialist with over 13 years in logistics, including at some of the biggest freight forwarders in the world.
The load and capacity planning kit covers the nine steps from confirmed orders to a planned load or booking handed to operations. It includes a planning checklist, a planning board that works out volume, loading metres, air chargeable weight and sea W/M with fill rates per load, a booking request and a change log. It works for road, air, ocean, rail and multimodal jobs. €49 (about $55).
Key facts
- 5 files: process and rollout plan, planning checklist, planning board (Excel), booking request, change log (Excel).
- The planning board shows the fill rate of every truck, container, rail slot or air booking, cut-off warnings and empty kilometres or miles.
- Capacity rules for each mode in one table: full loads, groupage or LTL, air, FCL, LCL, rail and multimodal.
- EU and US versions; editable in Word and Excel.
- Comes with transport mode supplements (Word) for the modes you handle: road, air, ocean, rail and multimodal. Each one lists what changes in this process for that mode.
EU and US versions. Download right away after payment. Or get any 3 kits for €99 (about $110) or all 10 for €249 (about $280).
What's inside
| # | File | What it does | EU version | US version |
|---|---|---|---|---|
| 1 | Process and rollout plan | Nine steps with owners and records, how capacity is counted in each mode, rules to plan around, money leaks and five rollout checks. | EU driving and rest times, loading metres | Hours of service, linear feet |
| 2 | Planning checklist | Order data, checks for road, air, sea and rail, checks before you book, and the handover to operations. | Same | Same |
| 3 | Planning board (Excel) | Orders and loads on one screen: volume, loading metres, chargeable weight, W/M, fill rate, cut-off warnings, a calculator and a weekly review. | cm, kg, loading metres | inches, lb, linear feet |
| 4 | Booking request | One written request for road, air, sea, rail or multimodal bookings, asking the carrier to confirm the booking number and every cut-off. | CIM rail note | Hazmat and liftgate boxes |
| 5 | Change log (Excel) | Every change with its reason, extra cost, amount charged and whether the customer was told in time, with a summary by reason. | Same, in € | Same, in $ |
Files in the EU and US downloads: 1 Process-and-rollout-plan.docx, 2 Planning-checklist.docx, 3 Planning-board.xlsx, 4 Booking-request.docx, 5 Change-log.xlsx. Word (.docx) and Excel (.xlsx), fully editable. Plus the transport mode supplements for the modes you handle.
What the files look like
Previews of the European version. Every file is fully editable; replace everything in [brackets] with your own details.
The process it covers
Each step has one owner, a clear start and a record that proves it happened. This is the EU version; the US version uses US terms.
| # | Step | Owner | Starts when | Record kept |
|---|---|---|---|---|
| 1 | Collect confirmed orders for the planning window | Customer service | Order confirmed by the customer | Order on the planning board with status "To plan" |
| 2 | Check order data and constraints | Planner | Order on the board | Missing data chased; time windows, dangerous goods, temperature, equipment and customs needs noted |
| 3 | Group and consolidate | Planner | Daily planning cut-off | Orders linked to a load, container, ULD or groupage line on the board |
| 4 | Choose the equipment and check the fit | Planner | Groups formed | Fill rate per load: weight, volume, loading metres and chargeable weight |
| 5 | Book capacity before the window closes | Planner | Fit confirmed | Booking request sent; booking number and every cut-off on the board |
| 6 | Sequence pickups and set the route | Planner | Booking confirmed | Pickup order and times; driving and rest time checked; empty kilometres noted |
| 7 | Hand over to operations, the driver or the agent | Planner | Plan final | Transport order, run details or pre-alert sent; handover ticked |
| 8 | Re-plan when something changes | Planner | Change reported | Change logged with reason, new times, extra cost and when the customer was told |
| 9 | Review the week | Planning lead | Every week, on a set day | Fill rate, empty-run share and changes by reason reviewed; one action agreed |
Who it is for
Freight forwarders and transport companies that plan full loads, groupage, containers, air consolidations or rail slots, and want fuller loads, fewer missed cut-offs and every change charged where the contract allows.
Small and medium freight forwarding, transport and logistics companies in Europe and the US, working by road, air, ocean or rail. It works whether your processes are written down today or not.
Questions
Does the planning board work for air, sea and rail, not only road?
Yes. For every order it works out volume, loading metres, air chargeable weight (6,000 cm³ per kg in the EU version) and sea W/M, and shows the fill rate of trucks, containers, rail slots and air bookings. You replace the example equipment with your own.
Which driving time rules does it cover?
The EU version lists the driving and rest times of Regulation (EC) No 561/2006. The US version lists the hours of service in 49 CFR Part 395. This is general information, not legal advice: check the current rules.
What does the change log show?
Every change to a planned load or booking, with the reason, the extra cost, the amount charged to the customer and whether the customer was told in time. The summary shows which reasons come back and how much extra cost was not charged.
Who in my company can use the files?
Everyone in your own company: all staff and all branches, as often as you like. You can share the filled-in documents with customers, carriers and auditors. You cannot resell or give away the templates themselves.
Which programs do I need?
A program that opens Word and Excel files. The files are standard .docx and .xlsx, so they open in all common office programs.
When do I get the kit?
Straight after payment: a download link on screen and by email. The link works for 30 days; if it expires, write to hello@getsteplane.com with your order number and we send a new one.
Can I get an invoice with my company and VAT number?
Yes. Write to hello@getsteplane.com with your order number, company details and VAT number and we send the invoice.
What if the kit is not useful to us?
Email hello@getsteplane.com within 14 days of purchase and we refund the full price. You do not have to give a reason. See the terms.
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