I. Pre-Shipment Preparation: The Foundation of Success
Under FOB (Free on Board) terms, exporters bear the responsibility of delivering goods safely to the designated vessel. Proper preparation is crucial for successful execution.
1. Final Order Confirmation
Never assume a signed order is final. Reconfirm all details with international clients, including product specifications, quantities, and packaging requirements. Even minor discrepancies like shipping "Model B" instead of "Model A" can cause significant complications.
2. Production Timeline Monitoring
Production progress dictates booking schedules. Typically, booking preparations should begin 7-10 days before expected production completion. For example, with a 30-45 day production cycle for garments, monitor progress at the 20-35 day mark to prepare shipping documents.
3. Precise Cargo Measurements
Accurate weight and volume calculations directly impact freight costs and container selection. Standard container capacities include:
- 20-foot container: ~33 cubic meters, ~28-ton capacity
- 40-foot container: ~67 cubic meters, ~26-ton capacity
II. The Shipping Order: Completing the Essential Document
The Shipping Order (S/O) serves as the fundamental document for booking ocean freight, containing critical shipment information.
1. Basic Information
- Shipper: Complete exporter details including company name, address, and contact information
- Consignee: Precise recipient information for successful delivery
- Notify Party: Designated contact at destination port for cargo arrival notifications
2. Cargo Details
- Commodity Description: Use customs-approved nomenclature (e.g., "athletic shoes" rather than generic "shoes")
- Package Count/Type: Exact quantities and packaging (e.g., "100 cartons" or "50 wooden pallets")
- Weight/Volume: Professionally measured figures for accurate freight calculations
3. Transportation Information
Key routing details include:
- Port of Loading: Shanghai, Ningbo, etc.
- Port of Discharge: Los Angeles, Hamburg, etc.
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Estimated Ship Date:
Consider production timelines and standard transit durations:
- China to U.S. West Coast: 13-18 days
- China to U.S. East Coast: 25-30 days
- China to European Base Ports: 20-30 days
Shipping Order Essentials
- Accuracy: Eliminate typographical or numerical errors
- Completeness: Fill all required fields
- Standardization: Follow freight forwarder templates
III. Selecting a Freight Forwarder: Key Considerations
Choosing a reliable forwarder requires careful evaluation of several factors.
1. Credentials and Reputation
Verify licensing and industry standing through professional references and research.
2. Service Quality vs. Pricing
Typical FOB booking fees include:
- U.S. West Coast: $200-300 (20'), $350-450 (40')
- European Base Ports: $250-350 (20'), $450-550 (40')
3. Carrier Relationships
Forwarders with multiple carrier partnerships typically secure better space allocations and rates.
IV. Submission and Follow-Up Procedures
1. Timely Document Submission
Forward completed Shipping Orders immediately via email and confirm receipt.
2. Proactive Communication
Forwarders typically provide booking confirmation within 1-2 business days, including vessel details and bill of lading numbers.
3. Customs Documentation
Prepare accurate commercial invoices, packing lists, and contracts for clearance.
4. Cargo Transportation
Coordinate timely delivery to designated terminals with proper handling precautions.
V. Challenges and Solutions
The Shipping Order process presents several operational challenges:
- Information Accuracy: Cross-departmental coordination may lead to data discrepancies
- Forwarder Selection: Market saturation requires thorough vetting
Proper execution of this initial step establishes the foundation for successful international shipments.