The basic process for international shipping revolves around six core steps: cargo – manifest – hold – customs clearance – transportation – delivery. It requires collaboration among multiple parties, including the shipper, freight forwarder, shipping company, and customs. While the process may vary slightly depending on the type of shipping (full container load/less than container load) or terms (FOB/CIF, etc.), the overall framework can be divided into seven key steps.
In this article, Weefreight will provide a detailed explanation, which we hope will be helpful.
- Preliminary Preparation: Clarifying Requirements and Selecting a Partner
Confirming Cargo and Transportation Requirements
Shippers must clearly specify basic cargo information (type, weight, volume, whether it is dangerous goods or special cargo such as refrigerated goods or lithium batteries), the shipping destination (specific port/whether door-to-door service is required), timeliness requirements, and the intended trade terms (e.g., FOB requires the shipper to be responsible for domestic transportation and customs clearance, while CIF requires the freight forwarder/shipping company to be responsible for the entire journey to the destination port).
Choosing a Partner (Freight Forwarder/Shipping Company)
For small shipments (e.g., less than one container), a freight forwarder is usually chosen (to consolidate LCL resources and simplify the process).
For large shipments (FCL), you can work directly with a shipping company (such as COSCO Shipping, Maersk, and Hapag-Lloyd) or book space through a freight forwarder (freight forwarders often offer discounts with shipping companies and provide one-stop services such as customs clearance and trailer delivery).
The key is to verify the partner’s qualifications (non-vessel operating common carrier (NVOC) certification, industry reputation), and route advantages (e.g., a freight forwarder specializes in Southeast Asian routes, while a shipping company offers fast timelines on European and American routes).
II. Booking: Secure Ocean Freight Space
Submitting a Booking Note
The shipper/forwarder submits a booking note to the shipping company, which includes key information: shipper name, port of shipment/destination, cargo details (number of pieces/gross weight/volume), container type (e.g., 20GP/40HQ), trade terms, and estimated delivery time.
Shipping Company Confirms Space (SO)
After reviewing the booking information and if space is available, the shipping company will issue a Shipping Order (SO). This will specify key details such as the vessel name, voyage number, departure time, customs clearance deadline (declaration deadline), and bill of lading confirmation deadline (B/L information confirmation deadline). This officially locks the space.
III. Domestic Transportation and Cargo Warehousing/Loading
Cargo Consolidation (Differences between Full Container Load (FCL) and Less-than-Container Load (LCL))
Full Container Load (FCL): The freight forwarder/shipper arranges a truck to transport the empty container from the factory/warehouse to the cargo location. After loading, the fully loaded container is transported to the designated container yard (CY) at the port.
Less-than-Container Load (LCL): The shipper transports the cargo to a designated container freight station (CFS) designated by the freight forwarder. The freight forwarder then consolidates the cargo from multiple shippers into a single container, which is then transported to the port yard.
Special Cargo Handling
For dangerous goods, you must provide the “Dangerous Goods Packaging Usage Identification Report” and “Dangerous Goods Characteristics Instructions” in advance, and ensure that the container complies with dangerous goods loading regulations (such as dangerous goods labeling and isolated storage). For refrigerated cargo, the container temperature must be adjusted in advance to ensure the goods remain within the designated temperature zone during transportation.
IV. Customs Declaration: Complete Export Customs Clearance (Key Compliance Step)
Preparing Customs Declaration Documents
Core documents include: Commercial Invoice, Packing List, Customs Declaration (to be completed through the “Single Window” system), Draft Bill of Lading, Trade Contract (some customs offices require verification), and special documents (such as the “Outbound Dangerous Goods Transport Packaging Usage Identification Report” for dangerous goods and the “Fumigation Certificate” for wooden packaging).
Customs Declaration and Review
The freight forwarder/customs broker enters the information into the customs system and submits the declaration.
Customs reviews the information (either manually or automatically). If approved, a “Release Notice” will be issued. If there are any questions (such as anomalies in the declared value or unclear cargo classification), additional information or inspection (unpacking and checking to see if the goods match the declaration) is required. Release will only be granted after inspection.
Entering the Port After Customs Release
With the Customs Release Notice, the port yard/warehouse will transport the container to the terminal front for loading.
V. Loading and Departure: Cargo Boarding and Transportation
Loading at the Terminal
Based on the shipping company’s stowage plan, the terminal uses a quay crane to load the container onto the designated vessel’s cargo hold or deck. Upon completion of loading, the shipping company will issue a “Shipping Confirmation.”
Vessel Departure and Shipping Tracking
After a vessel departs on its scheduled route, shippers/freight forwarders can view the vessel’s position and estimated time of arrival (ETA) in real time through the shipping company’s official website (by entering the bill of lading number/SO number), the freight forwarder’s system, or a logistics tracking platform (such as Container xChange).
Note: Long-distance ocean freight (e.g., from China to Europe and the United States) typically takes 20-40 days and may involve transit ports (e.g., from China to Europe, often via Singapore and Rotterdam).
VI. Customs Clearance at the Port of Destination: Cargo Entry Compliance Review
Bill of Lading Exchange at the Port of Destination
Before the vessel arrives at the port of destination, the shipping company will send an “Arrival Notice” to the port of destination agent/shipper. The shipper must present the original bill of lading (or telex release confirmation) and pay a bill of lading exchange fee to the port of destination agent in exchange for a “Delivery Order (DO)”—the essential document for cargo pickup at the port of destination.
Customs Declaration and Tax Payment at the Port of Destination
If the port of destination is a non-duty-free area (such as the US or EU), you must submit customs clearance documents to the local customs office (similar to export declaration documents, some countries require additional documents, such as an AMS manifest for the US and an EORI number for the EU).
After customs approval, the shipper must pay customs duties + Value Added Tax (VAT) at the local rate (e.g., EU VAT is typically 19%-25%, while US tariffs are determined based on HS codes). Some goods may enjoy tariff reductions or exemptions with a certificate of origin (such as tariff preferences among RCEP member countries).
Customs Inspection and Release
Customs may conduct random inspections of goods (e.g., verifying value, quantity, and compliance with local standards, such as EU CE certification and US FDA certification). Upon successful inspection, they will issue a “Release Note,” allowing the goods to be released from the port.
- Pickup at the Destination Port and Subsequent Delivery
Pickup (Differences between FCL and LCL)
FCL: The shipper/the agent at the destination port arranges a truck to pick up the FCL from the terminal yard (CY) and transport it to the factory/warehouse for deconsolidation.
LCL: The shipper must pick up their goods at the LCL warehouse (CFS) at the destination port and collect their shipments from the designated location on the bill of lading (the number of pieces must be verified to avoid incorrect or missed shipments).
The Last Mile of Door-to-Door Service
If you choose “Door-to-Door” service, the freight forwarder will also arrange inland transportation at the destination port (such as trucking or rail) to transport the goods directly from the terminal/warehouse to the shipper’s designated final address, completing the entire transportation cycle.
- Follow-up: Bill of Lading Filing and After-Sales Service
Bill of Lading Filing
Shippers must properly preserve the original bill of lading (or screenshot of the telexed bill of lading) as proof of trade settlement and cargo traceability.
Exception Handling
If there are any cargo delays (e.g., late departure of the vessel, congestion at the destination port) or cargo damage (e.g., moisture in the cargo due to container damage), please contact the freight forwarder/shipping company promptly and file a claim with the bill of lading, photos of the damage, and the packing list. (If marine insurance is purchased, a report must be filed with the insurance company simultaneously.)
(Note: All fees listed above are for reference only. Please refer to your actual invoice for details. Thank you!)
If you have any international logistics service needs, please contact us by clicking the floating chat icon in the lower right corner or using the other contact information in the lower right corner of the page.
