Feeling overwhelmed by the complexity of international ocean freight? You’re not alone. For importers in the US and Europe, a clear understanding of the shipping process is key to preventing delays, avoiding unexpected costs, and ensuring a smooth supply chain. This step-by-step guide demystifies the journey of your cargo from the factory floor to your destination port.

The Ocean Freight Workflow: From Booking to Delivery

Step 1: Shipment Initiation & Details Confirmation
The process begins when you (the importer) or your sourcing agent issues a shipment order. Key details are confirmed:

• Cargo Details: Total number of cartons, precise volume (CBM), and gross weight (KG).

• Cargo Nature: Identification of any dangerous goods (DG), branded products, or restricted items.

• Market Needs: Understanding if the goods are time-sensitive in the destination market.

Step 2: Freight Forwarder Briefing & Booking
Your logistics partner (freight forwarder) is provided with the shipment details. Together, you determine the best mode:

• FCL (Full Container Load) vs. LCL (Less than Container Load).

• The forwarder advises on the optimal vessel schedule based on your ETD (Estimated Time of Departure) and ETA (Estimated Time of Arrival), factoring in key deadlines like CY Closing (container yard cutoff) and Customs Filing Cutoff.

Step 3: Documentation & Container Scheduling

• Your forwarder secures a booking with the shipping line (carrier).

• You provide essential shipping documents: a Commercial Invoice and Packing List.

• For exports requiring it, your supplier prepares and sends export declaration documents to the forwarder.

• A container loading schedule is coordinated with the factory or warehouse.

Step 4: Container Dispatch & Gate-In
The forwarder or their appointed trucking company dispatches an empty container to the loading location. The driver provides the EIR (Equipment Interchange Report), which details the container number and seal number.

Step 5: Cargo Loading & Verification

• The loading facility must verify that the container and driver details match the EIR before loading.

• Upon completion, the final, accurate gross weight is recorded for the VGM (Verified Gross Mass) declaration, a mandatory safety requirement.

• Any last-minute changes to the packing list must be communicated immediately to the forwarder to update customs documents.

Step 6: Customs Clearance & Port Handling
The container is transported to the port of departure and “gated in.”

• The forwarder’s customs brokerage team files the export declaration.

• Customs may conduct an inspection, which can cause delays. If the container is not cleared and gated in before the CY Closing time, it will be rolled to the next available vessel, incurring additional costs.

Step 7: Vessel Loading & Departure
Once cleared by customs, the port operator loads the container onto the designated vessel. The shipment is now en route.

Step 8: Final Documentation Submission (SI)

• Well before the vessel departure, you must submit the Shipping Instructions (SI) to your forwarder. This data is used to create the Bill of Lading.

• Critical for US Imports: The ISF (Importer Security Filing) must be submitted to US Customs at least 24 hours before loading. Your forwarder will assist, but you, as the importer, are legally responsible for its accuracy.

Step 9: Bill of Lading issuance & Freight Payment

• After the ship departs, the carrier issues the Master Bill of Lading (MBL) to the forwarder, who then issues the House Bill of Lading (HBL) to you.

• You confirm the draft Bill of Lading and settle all outstanding freight charges.

• Based on your instruction, the forwarder will arrange for the release of the Original Bills, or more commonly, a Telex Release (Surrendered) for faster processing.

Step 10: Ocean Transit & Arrival Notice
The goods are in transit. Your forwarder should provide vessel tracking. Before arrival, the destination agent will issue an Arrival Notice to the consignee.

Step 11: Destination Customs Clearance

• Your designated customs broker in the destination country uses the shipping documents, Bill of Lading, and other import declarations (e.g., C88 in the UK) to clear the goods.

• All applicable duties and taxes (e.g., VAT) must be paid.

Step 12: Final Delivery
Once customs clearance is obtained, the container is dispatched from the port for final delivery to your warehouse. Ensure you coordinate the return of the empty container within the allotted free time to avoid detention charges.

Partner with Experts for a Seamless Shipping Experience

Why navigate this complex process alone? A skilled freight forwarder acts as your single point of contact, managing every detail to ensure efficiency, compliance, and cost-control.

>> Streamline Your Supply Chain! Get a Free Consultation & Custom Shipping Plan.

Let our experts handle the logistics while you focus on your core business. We provide transparency, proactive communication, and tailored solutions for your importing needs.