For newcomers in international trade, the first experience with ocean freight often feels like stepping into a maze. There’s too much scattered information online, and half of it is either outdated or misleading.

Choosing an international freight company doesn’t mean your job is done—there are still plenty of steps that require your active involvement.

Here’s a step-by-step guide based on hard-earned experience. If you’re shipping for the first time, this might save you from costly mistakes.

Step 1: Know Your Incoterms (It’s Not “Done When the Ship Sails”)

Terms like FOB and CIF are more than just acronyms—they define who does what, pays what, and is liable for what.

Tip: Before confirming an order with your buyer, clarify who handles the booking, insurance, and export customs. You don’t want to discover missing coverage after your cargo sets sail.

Step 2: Choosing a Freight Forwarder (Price Isn’t Everything)

Don’t fall into the trap of picking the lowest quote. For your first shipment, what matters more is responsiveness, clarity, and their willingness to guide you.

A good freight partner will explain documents, point out mistakes, and walk you through each step—especially if they know it’s your first time.

Step 3: Prepare Your Shipping Documents (Do It Early!)

You’ll need documents like packing list, invoice, contract, customs declaration, and bill of lading data. Some may vary depending on the destination country.

Tip: Ask your freight company for a “document checklist” up front. Organizing this in advance will save you endless last-minute document revisions.

Step 4: Booking Space (It’s Not “Call Today, Ship Tomorrow”)

During peak seasons, space and containers can be limited. If you’re not a frequent shipper, you’ll need to book space 7–10 days in advance.

Also confirm whether you’re shipping FCL (Full Container Load) or LCL (Less than Container Load). LCL can mean more waiting, as it involves coordinating with other shippers.

Step 5: Loading, Trucking, and Customs Clearance

This phase is often the trickiest. Poor packaging, incorrect commodity names, or missing fumigation certificates can delay or even block your shipment at customs.

Tip: Always consult your freight agent or customs broker before loading. Ask “silly” questions early—it’s better than costly delays later.

Step 6: Post-Shipment Tracking (Out of Sight ≠ Out of Mind)

Once your cargo leaves port, you still need to monitor the sailing schedule, destination port process, and documentation handover.

Tip: Ask your freight forwarder to notify you 3 days before arrival so you can prepare delivery papers, payment receipts, or other required docs at the destination.

Final Thoughts: Don’t Rush the First Time—Master the Process Instead

Your first ocean freight experience might feel messy, but it’s the most important learning opportunity. Once you’ve completed one full cycle, future shipments will feel easier and faster.

Make sure to:

• Create your own step-by-step checklist
• Save contacts and docs for future reference
• Ask lots of questions—your freight forwarder is there to help