International Shipping Process: Step-by-Step Guide for Exporters

International shipping is a complex process that involves several steps.

Know complete details by following this Indian exporters’ logistics guide for international trade on the international shipping process, from booking to documentation, customs to tracking.

International shipping is a multi-step process that can be broken down into several steps.

Step 1: Booking & Quote

You send a freight forwarder (such as FAK Cargo) a message containing the information of the shipment:

• Weight/volume/dimensions
• Origin and destination
• Commodity type
• Departure date preference

The forwarder will offer sea and/or air rates with the following information:

• Freight charges
• All fuel and security charges and congestion charges are included in surcharges
• Handling fees
• Port charges
• Estimated transit time

Average response time: 2 hours, 24 hours to book.

Step 2: Documentation Preparation

All the commercial invoice, packing list and certificates (quality, origin, phytosanitary) are prepared. The forwarder prepares:

• A declaration, made by freight forwarders, in the form of an FWD
• Bill of Lading (BL) or Air Waybill (AWB)
• An insurance certificate (if requested)
• Customs Forms (IEC, ARE-1, Shipping Bills in India)

Documentation errors are one cause of delay – If one of the company’s names is misspelled, you could find yourself stuck at customs.

The standard period of time is 3-5 days – longer for complex DG and pharma shipments.

Step 3: Cargo Pickup & Warehousing

In this step, the cargo is picked up and stored in the warehouse.

Your products will be picked up from your collection centre or warehouse or will be kept in your forwarder’s warehouse. Here, goods are:

• Inspected for damage/accuracy
• Accurately measured and weighed
• Packed in containers (or in common containers for FAK shipments)
• Marked for shipping with shipping marks and hazard labels (if there are any)

Typical timeline: 1-3 days.

Step 4: Port/Airport Handoff

Your items are shipped to the port or airport. Port operations include:

• Receiving and storage
• Container/pallet registration
• Vessel/flight allocation
• Pre-clearance checks

Port congestion is the No.1 factor of delay. Currently Mumbai, Chennai and Mundra ports have a 2-5 day delay during peak season.

Average waiting time: 2-5 days (congestion dependent).

Step 5: International Transit

Your cargo ships.

For sea freight:

The period is from 21 days to 35 days, depending upon the route (India-Southeast Asia- 7-10 days and India-Europe- 25-35 days).

The real time tracking feature provides you with the location, port calls and estimated time of arrival.

For air freight:

It may take 3-7 days for connections to be made.

Air freight is more expensive and has less capacity.

Real advantage: Today’s forwarders, such as FAK Cargo, offer tracking on their dashboard in real time in order to see where your shipment is.

Step 6: Destination Customs Clearance

It’s at this point that a lot of shipments get stalled. Cargo is delivered to the port/airport at its destination and goes through customs clearance:

• Customs declaration filing
• Document verification
• An examination of the physical appearance (on a random or risk basis)
• The levying and collection of duties, taxes and fees

Common delays:

• Failure to have or provide the required or proper paperwork (35% of delays)
• The delay in commodity classifications (15%) is a significant issue
• Port congestion is responsible for 25% of delays
• A physical inspection determined the cause of the delay in 15% of the delays

Typical period: 2-10 days (may be extended to 30+ days if there are any problems).

Pro tip: Customs broker at destination – they will know the local customs and have the expertise to handle customs clearance.

Step 7: Last-Mile Delivery

After being cleared, your cargo will be released and will arrive at the buyer’s destination by:

• Local transport by trucks (sea cargo)
• Express (air cargo)
• Warehouse storage (if needed)

Typical timeline: 1-5 days.

Step 8: Delivery & Proof

Cargo delivered to the end-user. The proof of delivery (signed copy) is returned to you and your buyer. The order has been sent out.

Total Timeline Estimate

• Express Delivery: 1-3 days (booking to delivery)
• Shipping via sea: 15-25 days (from booking to delivery)

Avoiding Common Delays

These and many other delays can be avoided by:

• Double checking before you book
• Correctly stating the commodity
• Ensuring the smooth coordination with customs broker at destination
• Utilizing real time tracking (be aware of issues early and act promptly)
• Planning for a port congestion buffer (5-10 additional days during peak season)

Why Multimodal Logistics Matters

Modern exporters use all three modes of transport today to combine services, including air for urgent shipments, sea for bulk and rail for consolidation within the country, thus cutting costs by 15-20% without compromising on reliability.

Key Takeaway

When it’s done right, the management of international shipping is predictable. Work with forwarders who have experience and can provide you with real-time tracking of your shipment and who have a good relationship with ports and customs authorities so you can send your goods promptly.

Are you struggling to find a reliable international shipping service provider? FAK Cargo offers dedicated worldwide cargo shipping facilities for various industries, with your freight delivered safely and on time.

Don’t stress out, let the expert handle it.

Connect now and let us take care of the international shipping requirements for your business.