Understanding the step-by-step flow of ocean freight operations is key to preventing delays, avoiding unexpected costs, and ensuring your cargo moves seamlessly from origin to destination. For US and EU importers, clarity in this process translates to better supply chain planning and peace of mind. This guide breaks down the ocean freight journey into eight clear stages, demystifying the workflow behind your shipments.

The 8-Step Ocean Freight Workflow

Step 1: Booking Confirmation & Verification
The process begins with confirming critical details with the client or sales team: Port of Loading, Destination Country, Cargo Description, and Piece/Weight/Volume.

• We secure a booking with our trusted network of carriers.

• Upon receiving the Shipping Order (SO), we meticulously verify the Destination Port, Container Type, and Vessel Schedule against the initial request. Any discrepancies are immediately corrected with the booking agent.

• Customs Declaration Method is confirmed: Standard Export Declaration (for Tax Rebate) or Third-Party Export Declaration (“Buying Export Rights”), ensuring all necessary documentation is prepared.

Step 2: Shipping Order (SO) Release & Container Movement

• The SO is released to the appropriate party.

  • Self-Delivery: The SO is sent directly to the factory for their arrangement.

  • Trucking / Pick-up Service: The SO is provided to our partnered trucking company, who then coordinates with the factory using the provided driver details.

Step 3: Cargo Delivery to Warehouse & Documentation
We proactively track the cargo’s arrival at the designated warehouse.

• Essential documents are requested from the client: Commercial Invoice (CI), Packing List (PL), and product information/imagery.

• For FBA Shipments, specific details like Shipment ID, Reference Number, and Carton Count/Gross Weight/Volume are collected and processed.

• The warehouse provides a Volume Measurement Sheet for client confirmation.

• We verify that FBA Box Labels have been correctly applied by the factory for Amazon-bound shipments.

Step 4: Bill of Lading (BL) Drafting & Finalization

• The draft House Bill of Lading (HBL) is sent to the client for review and approval. We also confirm if Cargo Insurance is required.

• Shipping Instructions (SI) are submitted to the carrier/supplier before the deadline to avoid late submission fees.

• Critical for US Imports: While our partners file the AMS (Automated Manifest System), we handle the ISF (Importer Security Filing) separately, ensuring compliance.

• The Master Bill of Lading (MBL) issued by the carrier is carefully cross-checked for accuracy.

Step 5: Customs Clearance & Vessel Departure

• We monitor and confirm that the shipment has been cleared by customs and loaded onto the vessel.

• Clients are promptly notified of the Estimated Time of Departure (ETD) and any potential issues like rollovers or schedule changes.

• ISF is filed 24 hours before loading for US-bound cargo. Shipment Notices for other destinations are sent after departure.

Step 6: Documentation Dispatch to Overseas Agent

• Once the vessel departs, the House Bill of Lading and related shipment documents are electronically released to the designated overseas agent to facilitate cargo retrieval at the destination port.

Step 7: Costing & Invoicing

• A detailed cost sheet is created for every shipment, based on agreed quotations. For long-term partners, standard rate sheets are maintained for efficiency and consistency.

Step 8: Arrival Monitoring & Final Delivery

• We track the vessel’s arrival (Estimated Time of Arrival – ETA) at the destination port.

• We coordinate with the overseas agent to monitor Customs Clearance status.

• Final Delivery Instructions are issued to the agent.

• Clients are kept informed throughout this final phase. Upon completion, the agent issues the duty/tax invoice, we finalize the bill, collect payment, and cargo is delivered.

Partner with a Team That Manages the Details

Why navigate this complex process alone? Our operational expertise ensures every detail is handled with precision, from booking to final delivery, giving you complete transparency and control.

>> Get a Seamless Shipping Experience. Contact Us for a Quote Today!

Let our expert team manage your logistics, so you can focus on your core business. We ensure efficiency, compliance, and proactive communication every step of the way.