10 steps to complete the process of exporting goods by seaway of Freight Forwarder


U&I Logistics - Along with the development of import and export activities, using the services of Freight Forwarding is currently the optimal solution chosen by a large number of customers. So how are the working stages to bring goods to the international market of Freight Forwarder? In the article below, U&I Logistics tells you 10 steps to complete the process of exporting goods by seaway of ​​Freight Forwarder to help you have an overview!


1. The role of the Freight Forwarder in import and export activities

2. The process of exporting goods by seaway of ​​Freight Forwarder

3. U&I Logistics - Flexible and precise import and export service

10 steps to complete the process of exporting goods by seaway of Freight Forwarder
10 steps to complete the process of exporting goods by seaway of ​​Freight Forwarder

1. The role of the Freight Forwarder in import and export activities

Freight Forwarder is an individual or organization that receives goods from the owner of export goods, then hires a carrier (shipping line, airline, ..) to rotate and distribute goods to the consignee based on the signed contract.

They directly undertake and perform import and export operations on behalf of the shipper quickly, facilitate the trade process, and bring customers the best experience. Typical jobs that a forwarder company provides include:

  • Carriage.
  • Insurance.
  • Customs procedures.
  • Procedures for registration and inspection with state agencies: applying for import and export permits, quarantine, fumigation, quality inspection, applying for C/O (certificate of origin),...

Using forwarder's services is the best solution for shippers when they have import and export needs. This helps exporters save a lot of time and avoid errors during the transportation of goods. Freight Forwarding companies are considered as a bridge to help Vietnamese goods reach the international market easily and effectively.

2. The process of exporting goods by seaway of ​​Freight Forwarder

The process of exporting goods by seaway of ​​Freight Forwarder will vary depending on different types of items. But overall, the forwarder's export implementation process will include 10 basic steps as follows:

The process of exporting goods by seaway of ​​Freight Forwarder

Step 1: Receive export request from customer

The Sales Department of the Freight Forwarder company will perform its main task by finding customers in different ways, such as:

  • Search from catalogs or through websites, and social networks,...
  • Based on existing relationships to find customers
  • Call directly to the import-export department of the company
  • Send quotes to new customers

When finding a potential customer, the customer will provide the freight forwarder with information about the shipment such as the name of the goods, destination, delivery time, volume, weight, etc. The freight forwarder receives export requests from customers to facilitate consultation.

Step 2: Check and notify customers of train information from shipping lines

After receiving full shipment information, the freight forwarder is responsible for consulting the appropriate container type and schedule. Freight Forwarder conducts checking the price and schedule of ships in the available data or contacting the shipping company to find the best price to quote for customers.

When the two parties agree on the price, the freight forwarder and the customer will sign a service contract to carry out export procedures.

Step 3: Book with shipping lines, send the booking to customers

If the customer agrees with the train schedule and the given price, the forwarder will make a reservation with the shipping company, receive the booking and forward it to the customer.

The Booking confirmation contains important information, such as booking number, vessel name, port of loading, port of discharge, port of transshipment (if any), stuffing place, date of departure, VGM cut-off, CY cut-off,... Therefore, the parties need to pay attention and double-check the information for accuracy.

Step 4: Remind customers to close the goods and lower the container

The Freight forwarder reminds customers to close the goods and lower the container before closing time based on the information on the booking.

Step 5: Prepare customs declaration documents

In the process of exporting goods by seaway, if the freight forwarder is responsible for customs procedures, it is necessary to carefully check the documents before making the declaration. Normally, a basic set of documents will include the following documents:

  • Sales Contract
  • Bill of Lading
  • Commercial Invoice (Commercial Invoice)
  • Packing List (Packing List)
  • Certificate of Origin (C/O)
  • Other required documents

Step 6: Carry out the procedures of export declaration

Declare and transmit the customs declaration

After completing the inspection of the set of documents, the customs declaration department will transmit the electronic declaration using the customs declaration software. The customs authority will receive and process data such as inspection, numbering, and clearance through the system.

Once the declaration has been successfully declared and transmitted, the electronic customs receiving system will respond to the enterprise with the electronic receipt number.

Next, you get the results of the declaration processing from the system returned by the customs authority, including the following information:

  • Official declaration number.
  • The results of the declarations are classified into 3 streams (green, yellow, red)

Carry out export customs procedures at the port

At the Customs Sub-department of the export border gate, submit a set of documents including export customs declaration, invoice, Packing list, contract, introduction paper, other papers if any, ect at the corresponding gate to register the declaration.

Pay taxes and necessary documents with incurred costs at the customs branch as declared.

In addition, depending on the results of the stream, it is necessary to check the actual goods or not.

  • For green channel: exempt from detailed inspection of dossiers, exempt from physical inspection of goods when enterprises comply with customs laws and regulations,
  • For the yellow channel: customs will waive the physical inspection of goods, but check the details of the documents.
  • For the red channel: Customs checks the details of the documents and conducts detailed inspection of goods with different levels of actual inspection of the shipment.

Step 7: Issue the Bill of lading

Based on the customer's request, the forwarder or shipping line will issue the bill of lading to the exporter.

Step 8: Send documents to import partner

Freight Forwarder contacts shipping lines to monitor the shipping status of the shipment in order to continuously update and notify customers, and send the necessary documents to the import partner so that the goods can be picked up in a timely manner.

Step 9: Archive the documents

After completing the delivery and liquidation of the export declaration, the export documents are transferred to the accounting department for accounting monitoring and later comparison with the tax authorities. In addition, the staff will make copies of documents to serve in archiving.

Step 10: Take care of customers, solve arising problems (if any)

After completing the export process, if any problems arise, the Forwarder party actively receives all complaints and inquiries from customers about the service and solves the problems customers encounter.

Above are 10 steps to complete the process of exporting goods by seaway of ​​Freight Forwarder, which are synthesized and shared by U&I Logistics. To get a better understanding of the process, you should find an outsourced import and export service company to ensure the safety of the customs clearance process.

3. U&I Logistics - Flexible and precise import and export service

As a reliable provider includes best-in-class flexible logistics services with comprehensive features: dedicated customer service, secure information system, professional employees, optimal cost, etc. With our memo “CLIENTS’ INTERESTS FIRST”, we aim to become the great pillar of import export business with 4 core services:

  • Customs brokerage agency
  • Warehousing & distribution
  • Inland transportation
  • International freight forwarding service

In all our endeavors, 2,000,000 m2 of storage capacity is continuously developed combined with promoting our employees’ personal development and mobilization of their inner resources. Therefore, more than 150,000 TEUs of goods are shipped and 100,000 customs declarations are carried out annually.

>>>You may be interested: 4 core services at U&I Logistics

With the trust of customers, U&I Logistics is committed to making more efforts to bring success to all partners in import and export activities.

U&I Logistics

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