Currently, the movement of goods by sea is the most popular logistics method in both domestic and international trade thanks to its low cost, large carrying capacity, and high stability. However, for new businesses or individuals sending goods for the first time, the sea freight process can be quite complex. Therefore, the article below provides a detailed A–Z guide to the sea shipping process.
Guide to the A–Z sea shipping process
Confirm shipping requirements
The shipper needs to classify the type of goods, clearly determine the quantity, weight, and dimensions of the cargo, identify whether the route is domestic or international, the desired delivery time, and the delivery terms under Incoterms (FOB, CIF, EXW, etc.). Accurate determination from the beginning helps select a suitable transportation plan and optimize costs.
Choose the mode of transportation
Depending on the characteristics of the cargo, businesses may choose full container load (FCL) for large shipments, less than container load (LCL) to save costs for smaller shipments, or bulk cargo and project cargo transportation for oversized or heavy machinery and equipment.
Find and work with a shipping service provider
The shipping service provider acts as an intermediary, supporting route consultation, suitable vessel schedules, detailed quotations, document handling, customs declaration, and cargo tracking throughout the transportation process, helping shippers minimize potential risks.
Prepare and pack the cargo
Goods must be packed in accordance with sea transport standards, securely reinforced to prevent moisture and impact, and properly labeled and marked. For special cargo such as dangerous goods or refrigerated cargo, specific regulations under international standards must be followed.
Prepare export documentation
The export document set includes commercial contracts, commercial invoices, packing lists, booking notes, bills of lading, and relevant licenses and customs documents. Preparing these documents is mandatory and extremely important for cargo circulation, ensuring smooth and fast customs clearance.
Book space with the shipping line
After deciding on the final transportation plan, the business or individual shipping the goods proceeds to book space with the shipping line to secure a slot for the cargo according to a suitable schedule. This process includes confirming the sailing schedule, ports of departure and arrival, and the quantity and type of containers required. For FCL shipments, the port will provide empty containers for the shipper or forwarder to bring back to the warehouse for stuffing before delivery to the port.
Stuff the container and transport to the port
The stuffing and arrangement process must be carried out scientifically, with proper lashing and compliance with safety standards to minimize damage during transportation. After stuffing, the container is sealed and transported to the port within the prescribed time, before the cut-off deadline, to complete loading procedures.
Export customs declaration
The enterprise or authorized party will declare the export customs declaration on the electronic customs system and submit all required documents. Customs authorities will check the validity of the documents and inspect the cargo if required before granting clearance. This is a crucial step to ensure the goods meet legal export requirements.
Track the shipment
Throughout the voyage, the shipper or forwarder regularly tracks the vessel schedule, updates cargo status, and estimated arrival time. Close monitoring helps promptly handle issues such as delays, schedule changes, or port changes, allowing timely notification to the consignee.
Complete import procedures at the destination port
When the cargo arrives at the destination port, the consignee receives the document set, carries out import customs declaration, and pays applicable taxes and fees. After document verification and fulfillment of financial obligations, customs authorities grant clearance, allowing the goods to be released from the port.
Important documents for cargo circulation
Sea freight documents are legally important papers that are indispensable in the process of transporting goods by sea. These documents are used not only for customs declaration and dealings with ports and shipping lines but also as a legal basis for payment, insurance, and dispute resolution in case of risks.
Customs documents
Customs documents include mandatory papers for exporting or importing goods, especially for international shipments. According to regulations, shippers must prepare export approval documents (if applicable), export customs declarations, foreign trade contracts, business registration certificates and enterprise codes, and detailed cargo declarations. These documents help customs authorities control the origin, value, and legality of the shipment.
Documents related to ports and vessels
During loading, unloading, and sea transportation, documents related to ports and vessels play an important role in cargo control. This group includes loading instructions, mate’s receipts, bills of lading, cargo manifests, tally sheets, and stowage plans. These documents serve as the basis for confirming the quantity and condition of goods received and loaded onto the vessel as agreed.
Other documents
In addition to customs and port documents, there are documents directly related to the cargo, insurance, and payment, such as certificates of origin (C/O), sales invoices, packing lists, certificates of quantity or weight, and insurance certificates. These papers help determine origin, value, cargo condition, and insurance coverage throughout the transportation process.
Notes when choosing sea transportation
When selecting sea transportation, you should choose a reputable service provider, pack goods carefully, purchase cargo insurance, and carefully review contracts. In addition, to ensure smooth cargo circulation, it is necessary to prepare complete documentation and comply with port regulations and cargo-related requirements, helping the process run smoothly, save costs, and minimize legal risks.
