Shipping goods internationally inevitably involves risks, but understanding how to prevent and handle problems can save you significant time and money. Here’s a practical approach to managing the most common shipping issues.

Prevention First: Building a Risk-Resistant Shipping Strategy

Documentation Protection

• Photographic Evidence: Take timestamped photos of properly packaged goods before shipping

• Detailed Inventory: Create item-level descriptions with values and conditions

• Document Tracking: Maintain digital copies of all shipping documents

• Condition Reports: Use checklists to document pre-shipment condition

Packaging Standards by Product Type

Shenzhen Nanshan – Electronics & Precision Instruments

• Required Protection:

  • ESD-safe anti-static packaging

  • 2-inch cushioning on all sides

  • Climate-controlled containers for sensitive components

• Verification Method: Drop-test samples before full shipment

Dongguan – Furniture & Large Items

• Required Protection:

  • Professional crating with 3/4-inch plywood

  • Corner protectors and edge reinforcement

  • Waterproof wrapping for outdoor transit

• Verification Method: Stacking strength tests before shipping

Bao’an – Consumer Goods & Accessories

• Required Protection:

  • Individual polybag wrapping

  • Carton-in-carton design for high-value items

  • Moisture barrier for sea freight

• Verification Method: Compression testing for carton durability

Proactive Delay Prevention

Timeline Management

• Buffer Planning: Add 25% to estimated transit times during peak seasons

• Carrier Verification: Check on-time performance records before booking

• Route Diversification: Maintain multiple routing options for critical shipments

Documentation Accuracy

• Pre-Clearance: Submit customs documents 48 hours before arrival

• HS Code Verification: Double-check classification codes before shipping

• Contact Information: Ensure consignee details are current and accessible

Handling Issues When They Occur

Delay Response Protocol

1. Immediate Action:

   • Contact carrier for current location and status

   • Request updated ETA in writing

   • Notify receiving party of the delay

2. Documentation:

   • Record all communication with timestamps

   • Track impact on operations and sales

   • Calculate financial impact of the delay

3. Escalation:

   • Follow carrier’s claims process for delay compensation

   • Provide evidence of original promised delivery date

   • Submit claim within carrier’s specified timeframe

Damage Assessment Steps

1. Initial Discovery:

   • Photograph damage before moving goods

   • Note damage on delivery receipt before signing

   • Keep all original packaging for inspection

2. Documentation:

   • Create detailed damage report with photos

   • Obtain written assessment from third party if needed

   • Calculate replacement or repair costs

3. Claim Process:

   • Notify carrier within 24 hours of discovery

   • Submit claim with all supporting evidence

   • Follow up regularly until resolution

Loss Investigation Procedure

1. Immediate Response:

   • Conduct thorough search of all locations

   • Check for tracking updates and scan history

   • Verify delivery address and recipient

2. Documentation:

   • Compile complete shipment documentation

   • Gather proof of value for lost items

   • Obtain written confirmation of non-delivery

3. Claim Submission:

   • File formal claim after carrier’s search period expires

   • Provide all required documentation

   • Escalate if response is not timely

     

Claim Success Optimization

Evidence Collection Checklist

• Signed bill of lading or air waybill

• Commercial invoice with declared values

• Pre-shipment photos of properly packaged goods

• Damage photos with time/date stamps

• Written communication with carrier

• Proof of value (purchase orders, invoices)

• Independent inspection reports if available

Common Claim Mistakes to Avoid

• Waiting Too Long: File within carrier’s specified timeframe

• Incomplete Documentation: Provide all required evidence initially

• Poor Packaging Claims: Carriers often deny claims for inadequate packaging

• Valuation Issues: Declare proper value to ensure adequate compensation

Insurance Considerations

When to Purchase Additional Coverage

• High-value shipments exceeding carrier liability limits

• Fragile or sensitive goods requiring special handling

• Critical time-sensitive shipments

• New shipping routes or carriers

Insurance Claim Best Practices

• Understand policy coverage limits and exclusions

• Notify insurer immediately of any issues

• Follow insurer’s specific claims process

• Maintain all documentation for insurer review

Regional Risk Management

Shenzhen to USA West Coast Routes

• Common Risks: Port congestion, customs delays, handling damage

• Prevention Focus:

  • Use multiple port options to avoid congestion

  • Pre-clear customs documentation

  • Implement reinforced packaging for automated handling

Southern China to European Routes

• Common Risks: Multiple handling points, weather delays, theft

• Prevention Focus:

  • Use tamper-evident seals and tracking devices

  • Plan around seasonal weather patterns

  • Choose routes with minimal transshipment

Creating a Risk Management Plan

Pre-Shipment Checklist

• Verify carrier insurance and liability limits

• Review packaging against carrier requirements

• Document pre-shipment condition with photos

• Confirm all addressing and labeling accuracy

• Understand carrier’s claims process and timelines

Response Protocol Development

• Designate team members responsible for issue management

• Create standard documentation templates

• Establish communication chains for quick response

• Develop relationships with alternative service providers

Continuous Improvement Process

Issue Analysis

• Track all incidents by type, cause, and resolution

• Identify patterns and common failure points

• Share lessons learned across organization

• Update procedures based on findings

Performance Monitoring

• Measure carrier performance against commitments

• Track claim resolution times and success rates

• Monitor customer impact of shipping issues

• Regular review of insurance coverage adequacy

Practical Next Steps

Begin by assessing your current risk exposure:

1. Review past shipping issues and resolutions

2. Evaluate current packaging against carrier standards

3. Verify understanding of carrier liability limits

4. Document your internal response procedures

5. Train team members on prevention and claim processes

Need help developing your shipping risk strategy? We provide:

• Risk assessment and prevention planning

• Claim management support

• Carrier performance evaluation

Get your risk assessment – Share your primary shipping routes and we’ll identify specific risks and prevention strategies for your operations.