Proper cargo preparation is the difference between a smooth shipment and a costly headache. Whether you're shipping a single pallet or a full container load, these steps will help ensure your goods arrive safely and clear customs without delays.
Step 1: Choose the Right Packaging
Your packaging must withstand a journey that includes multiple handling points — factory → truck → warehouse → container loading → vessel → port terminal → truck → destination. Use these guidelines:
- Corrugated cartons: Minimum double-wall for international shipping. Single-wall is only suitable for lightweight, non-fragile items
- Wooden crates: Required for heavy machinery or fragile high-value items. Must be ISPM 15 certified (heat-treated or fumigated)
- Pallets: Use heat-treated wooden pallets (marked with IPPC stamp) or plastic pallets. Avoid used pallets with unknown treatment history
- Moisture protection: Include silica gel desiccants in each carton. Consider vapor barrier bags for moisture-sensitive goods
Step 2: Label Everything Clearly
Clear labeling prevents misrouting and speeds up customs clearance. Every package should display:
- Shipper and consignee name and address
- Package number (e.g., "Box 1 of 24")
- Gross and net weight (kg)
- Dimensions (cm)
- Handling instructions: "Fragile", "This Side Up", "Keep Dry"
- Country of origin: "Made in China"
Step 3: Prepare Accurate Documentation
Missing or incorrect documentation is the number one cause of customs delays. The essential documents are:
- Commercial Invoice — Itemized list with unit values, total value, currency, and Incoterms
- Packing List — Detailed breakdown of every package: contents, quantities, weights, dimensions
- Bill of Lading — Issued by the carrier; confirms receipt of cargo and contract of carriage
- Certificate of Origin — May be required depending on destination country and product type
- Fumigation Certificate — Required if wooden packaging is used
Double-check that all documents match exactly — a discrepancy between the invoice and packing list can trigger a customs hold.
Step 4: Understand Prohibited and Restricted Items
Every country maintains its own list of prohibited imports. Common categories of restricted goods include:
- Food, plants, and agricultural products (subject to biosecurity inspection)
- Batteries and electronics containing lithium cells (require special declaration)
- Liquids and chemicals (require MSDS documentation)
- Products containing endangered species materials (CITES regulated)
When in doubt, ask us. We'll verify whether your goods can be shipped and what additional documentation is required.
Step 5: Insure Your Shipment
Carrier liability for loss or damage is limited under international maritime conventions (typically around USD 500 per package). For valuable cargo, purchase marine cargo insurance — it's a small percentage of your cargo value and provides full coverage against loss, damage, and theft.
Apexsourc logistics can arrange cargo insurance as part of your door-to-door shipping package. Contact us for details.