1. Confirm Cargo Details & Get Freight Quotation
Before submitting a booking request, you need to sort out all cargo and shipping information. The key information includes loading port, destination port, commodity name, HS code, package quantity, gross weight, measurement, container type, required ETD and special requirements such as dangerous goods, reefer or oversize cargo. Send all these details to your freight forwarder to request an all-in quotation. Check not only the basic ocean freight, but also local charges, surcharges and rate validity period. Once you confirm the price and schedule, you can move forward to place the booking order.
2. Submit Booking Request & Receive Shipping Order (S/O)
Send the formal booking note to your logistics provider. The forwarder will submit the application to the shipping line to reserve container space. If space is available, the carrier will issue a Shipping Order, also known as booking confirmation. This document contains booking number, vessel & voyage, ETD, SI cut-off, customs closing time and container pick-up instructions. You must carefully check all information on the S/O immediately. Any error found at this stage can be revised with low cost.
3. Arrange Container Pick-up, Stuffing and Return
With the S/O, you can arrange trucking to pick up empty containers from the terminal. For FCL shipments, load goods at your factory or warehouse, seal the container, and return the full container back to the port CY before gate closing. For LCL shipments, deliver cargo to the forwarder's consolidation warehouse before the warehouse receiving cutoff. Remember to submit the VGM data within the required time. Missing the VGM deadline will stop your container from being loaded on board.
4. Finish Customs Declaration and SI Submission
While the container is returned to the terminal, your customs broker will carry out export customs declaration. Customs must grant release before the vessel closing time. Meanwhile, prepare shipping instruction data for bill of lading production. Shipper, consignee, notify party, cargo description and marks must be confirmed before SI cut-off. Any modification after cut-off will generate amendment charges and may delay B/L issuance.
5. Monitor Loading and Obtain Bill of Lading
After customs clearance, the terminal will arrange container loading onto the vessel. Once the ship departs, the shipping line or forwarder will issue the bill of lading. You can choose original B/L, telex release or sea waybill according to your trade terms. Keep tracking the vessel movement and share the B/L copy with your overseas consignee for import preparation.
Conclusion
Standard freight booking relies on complete information, time management and careful document checking. Working with a reliable forwarder can reduce most booking risks and ensure your cargo departs as planned.
