I. Cargo Solicitation
The primary step in ocean freight operations involves cargo solicitation. Sales representatives must proactively engage with shippers to confirm the following details:
- Shipper information
- Consignee details
- Notify party information
- Cargo description (in both Chinese and English)
- Destination and transshipment ports
- Container type and quantity, with special notes for overweight containers
- Special requirements for hazardous or refrigerated goods
- Shipment deadlines, particularly LC-related requirements
- Stowage requirements such as vessel certificates
- Cargo delivery date and method
- Freight payment terms (prepaid/collect) and third-party payment allowances
- Carrier preferences
- Demurrage-free period requests at destination
- Bill of lading type and issuance requirements
II. Quotation
Route managers should obtain quotes from shipping lines, negotiating for optimal rates. When necessary, agents may book through other freight forwarders to secure better pricing, while considering:
- Carrier's destination port coverage
- Overweight container acceptance policies
- Direct service or transshipment routing details
- Estimated time of arrival at destination
- Specific terminal calls
- Space availability
III. Confirmation and Booking
After route managers finalize pricing with carriers, agents must confirm with shippers and execute Shipping Orders (S/O). Booking commences with preparation of booking requests containing sailing schedules, freight rates, container specifications, and special requirements.
IV. Contingency Procedures
- For shipment postponement requests: promptly arrange cancellation and rebooking
- Destination demurrage-free applications: coordinate with carriers
- Non-hazardous cargo declarations: prepare certification documents
- Vessel changes: reprocess booking confirmations
I. Booking Documentation
Operations personnel generate container shipping orders, validate booking documents, record essential information, and ensure proper communication between shippers and carriers.
II. Container Pickup and Loading
For both truck-loading and yard-loading scenarios, ensure smooth container retrieval and loading processes, with proper advance notification to shippers for yard operations.
III. Customs Inspection and Special Cargo
All inbound cargo requires inspection certificates, with special commodities like food products subject to quality checks and cold chain management protocols.
I. Declaration Process
Submit valid documentation including packing lists, commercial invoices, and required certificates to customs authorities for timely clearance.
II. Commodity Inspection
Schedule pre-shipment inspections when required to verify compliance with quality standards.
III. Customs Procedures
Collaborate with customs brokers to ensure timely document submission and clearance completion.
IV. Stowage Coordination
After customs release, arrange cargo stowage with complete documentation for subsequent bill of lading issuance.
I. Document Verification
Conduct thorough review of bills of lading prior to issuance, confirming all information accuracy.
II. Payment Confirmation
Ensure full payment receipt with proper documentation before releasing bills of lading.
III. Document Release
Finalize bill of lading issuance post-settlement, adhering to contractual terms and legal requirements.
I. Payment Follow-up
Implement structured collection procedures per contractual agreements to ensure timely payments.
II. Account Management
Maintain proactive client communication to foster ongoing business relationships.
