The booking process for an international full container load (FCL) shipment can be divided into six core stages: preliminary preparation, booking confirmation, cargo handling, customs clearance, loading and transportation, and follow-up at the destination port. Each stage requires coordination between shippers, freight forwarders, shipping companies, customs, and other parties.
In this article, Weefreight will provide detailed instructions, which we hope will be helpful.
- Preliminary Preparation: Clarifying Requirements and Collecting Information
Confirming Basic Cargo Information
Shippers must first clarify the key parameters of their cargo, including: cargo name, weight (gross weight/net weight), volume (length × width × height, converted to cubic meters), number of pieces, and whether the cargo is hazardous material (for example, lithium batteries and chemicals, the UN number and MSDS must be confirmed in advance). At the same time, determine the port of departure (such as Shanghai Port, Shenzhen Yantian Port), the port of destination (such as Dubai Jebel Ali Port, Los Angeles Port), the estimated time of shipment (ETD, estimated sailing date), and the required shipping terms (such as FOB, CIF, which influence the division of costs and liability).
Choosing a partner (freight forwarder/shipping company)
Directly working with a shipping company (such as Maersk, COSCO Shipping, or MSC) requires a certain volume of cargo or long-term partnerships. This is suitable for companies with large volumes and stable shipments.
Most shippers choose a freight forwarder. Freight forwarders can integrate the resources of multiple shipping companies and provide one-stop services such as booking, customs clearance, and trucking. This is particularly suitable for small and medium-sized shippers or companies unfamiliar with the process. When choosing a freight forwarder, be sure to verify their qualifications (such as NVOCC (Non-Vessel Operating Common Carrier) certification), route advantages (whether they specialize in the destination port route), and their service reputation.
Prepare Basic Documents
Prepare company qualifications in advance, such as a business license (a copy with official seal). For foreign trade goods, confirm the trade contract and pro forma invoice (PI). Some shipping companies or freight forwarders will require these documents during booking.
II. Formal Booking: Submitting Requirements and Confirming Space
Submitting a Booking Note
The shipper submits a complete and accurate “Booking Note” to the freight forwarder or shipping company. This includes: shipper name, consignee, notify party, cargo details, port of departure/destination, ETD, shipping terms, container type (e.g., 20GP, 40HQ), and special requirements (e.g., temperature verification for reefers, category of dangerous goods). Emergency contact information should be clearly stated in the note to facilitate follow-up communications.
Shipping Company Review and Space Confirmation
After receiving the booking, the shipping company or freight forwarder will verify the cargo information (e.g., compliance with route restrictions, whether dangerous goods require additional approval), and space availability (especially during peak season, to confirm space availability). After approval, a Shipping Order (S/O) will be issued. This document contains key information: booking number, container type and quantity, vessel name and voyage number, ETD/ETA (estimated arrival date), port of departure, SI cut-off time, and Customs Clearance cut-off time.
Note: During peak season, shipping space is limited, so booking may require one to two weeks in advance to avoid delays.
III. Cargo Operations: Container Pickup, Loading, and Return
Arranging a Truck to Pick Up the Container
For “door-to-door” service, the freight forwarder or shipping company will arrange a cooperative fleet to collect the empty container (the container type must match the booked container, such as a 40HQ container) from the designated yard with the S/O.
For “port-to-port” service, the shipper must contact the trucking company, provide the S/O and a container pickup letter, and proceed to the yard to pick up the container. When picking up the container, you must verify the container number and seal number (empty container seal) and confirm that the container is free of damage or light leaks (to prevent moisture or damage to the cargo).
Loading at the Factory/Warehouse
A trailer will transport the empty container to the shipper’s designated factory or warehouse, where the shipper will organize the loading of the cargo. (Pay attention to safe cargo stacking and avoid overweight—different container types have maximum load limits, such as 20GP, typically no more than 28 tons, and 40HQ, no more than 26 tons. Specific regulations are subject to the shipping company). After loading, the container door must be closed and officially sealed (the seal number must be recorded to ensure consistency with subsequent customs declarations and bills of lading). Photos of the cargo (including the container number, seal number, and a full view of the cargo) must also be taken for verification.
Returning the container to the terminal
The loaded container must be delivered to the designated heavy container area at the port of departure (such as Shenzhen Yantian Port or Shanghai Yangshan Port) before the “customs cut-off time” specified by the shipping company. The terminal staff will verify the container number, seal number, and booking information. Once confirmed, they will accept the heavy container and issue a Delivery Order (D/R), marking the completion of the cargo handover at the terminal.
IV. Customs Clearance: Complete Export Customs Clearance Procedures
Preparing Customs Documents
Shippers must provide the freight forwarder or customs broker with complete customs declaration documents, including:
Customs Declaration (to be completed and generated via the Single Window system);
Commercial Invoice (must match the trade contract amount);
Packing List (indicates the number of pieces, weight, volume, and specifications of the goods);
Shipping Instruction (SI, including the consignor, consignee, notify party, cargo description, container number, seal number, etc., used to generate the bill of lading);
Additional documents for special cargo (e.g., UN38.3 report, MSDS, and dangerous goods declaration for dangerous goods; and the “Outbound Goods Clearance Certificate” for goods subject to legal inspection).
Customs Declaration and Review
The customs broker enters the information into the customs system and submits the declaration. Customs will review the cargo information, which may be classified as “paperless release” (automatic system review and approval) or “manual inspection” (random inspection or due to information anomalies, the cargo must be moved to the inspection area, and customs personnel will verify whether the cargo is consistent with the declared information).
If inspection is required, the cargo owner must cooperate and provide relevant proof. Customs will only release the cargo after inspection is passed. If the declared information is incorrect (such as a discrepancy between the cargo description and the weight), the information must be revised and re-declared, which may delay the customs clearance time.
Obtaining the Release Notice
After customs review and release, they will issue the “Customs Operation Form for Export Goods Declaration” (also known as the “Release Note”). The freight forwarder or customs broker must submit the release note to the terminal. After confirmation, the terminal will allow the cargo to enter the loading area and await loading.
- Shipping: Cargo Shipment and Bill of Lading Confirmation
Loading and Manifest Confirmation
The terminal will load the released heavy containers onto the designated vessel’s space according to the shipping company’s stowage plan (usually 1-2 days before the ETD). Once loading is complete, the shipping company will generate a manifest confirming the cargo has been loaded.
Confirm and Obtain the Bill of Lading (B/L)
The shipping company will generate a Bill of Lading (B/L) based on the “Bill of Lading Supplement (SI)” submitted by the shipper. This document is divided into an original B/L and a telex release B/L:
The original B/L requires the shipping company or freight forwarder’s stamp. The shipper can collect the goods at the port of destination with the original B/L (usually in triplicate, one copy is required for collection, and the remaining copies are invalid).
The telex release B/L does not require the original. The shipper sends a “Telex Release Notice” to the consignee at the port of destination via email. The consignee can collect the goods with the notice and proof of identity (suitable for short-haul, urgent shipments to avoid delays with the original B/L).
The shipper must carefully check the B/L information (consignor, consignee, cargo description, container number, seal number, ETD/ETA, freight terms, etc.) and sign for it after confirming that it is correct. If there are any errors, they must be corrected before the shipping company issues the B/L to avoid subsequent bill modification fees.
Six. Follow-up at the Port of Destination: Assisting the Consignee with Goods Collection
After shipment, the shipper must send the bill of lading (or telex release notice), commercial invoice, packing list, and other documents to the consignee at the port of destination so they can prepare customs clearance documents in advance. You can also check the cargo’s shipping status (e.g., whether it has departed the port, whether it has stopped at a transit port, and the estimated time of arrival) on the freight forwarder or shipping company’s official website.
If there are any issues with customs clearance or collection at the port of destination (e.g., customs inspection or missing documents), the shipper must provide additional information to the freight forwarder and consignee to ensure smooth delivery.
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