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Step-by-Step Process for Ocean Shipping Advisory

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Financial Analyst

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Introduction

Ocean shipping is the most cost-effective and widely used mode for global trade. Whether importing or exporting, businesses need expert advisory support to plan routes, choose the right container, comply with marine regulations, and manage port operations efficiently. This guide explains the full step-by-step process followed in professional Ocean Shipping Advisory, enabling businesses to minimize logistics risks and optimise freight cost.

Step-by-Step Process for Ocean Shipping Advisory

1. Cargo Requirement Analysis & Sea Mode Assessment

The advisory process begins by understanding:

  • Cargo nature (FCL/LCL, dry cargo, liquid, hazardous, oversized, project cargo)
  • Volume & weight estimation
  • Packaging needs (palletised/non-palletised)
  • Export/import country requirements
  • Expected delivery timelines

This helps determine the best shipping plan for reliability and cost savings.

2. Container Selection & Equipment Planning

Selecting the right container is essential for cargo safety and efficient cost management.

Container Types:

  • 20 ft / 40 ft Standard Containers
  • 40 ft High Cube Container
  • Reefer Container (temperature-controlled)
  • Open Top Container
  • Flat Rack Container (for ODC cargo)
  • Tank Container (for liquids)

Advisors recommend the most suitable container and equipment based on the cargo profile.

3. Route Planning & Transit Time Evaluation

Professional advisory includes evaluating multiple sailing options:

  • Direct vs. trans-shipment routes
  • Transit times & port rotation
  • Shipping line reliability & space availability
  • Seasonal congestion and weather conditions
  • Carrier schedules & cut-off timings

This ensures optimal routing and reduced transit risks.

4. Ocean Freight Costing & Shipping Line Selection

A transparent cost sheet is prepared covering:

  • Ocean freight charges
  • BAF, CAF, THC, LSS, PSS, port charges
  • Documentation fees
  • Container detention & demurrage risk
  • Insurance cost (if opted)

Advisors compare shipping lines and NVOCCs based on cost, service, and uplift reliability.

5. Export/Import Documentation & Compliance

Documentation is a critical part of ocean shipping. Advisors help ensure accuracy across:

Key Shipping Documents:

  • Commercial Invoice
  • Packing List
  • Bill of Lading (BL)
  • Certificate of Origin
  • Marine Insurance Certificate
  • SLI (Shipper’s Letter of Instruction)
  • Dangerous Goods Declaration (if applicable)

Regulatory Documents:

  • IEC
  • EDI shipping bill (for exports)
  • Import Bill of Entry (for imports)
  • Licenses/permissions (if category-specific)

Correct documentation prevents customs delays or penalties.

6. Booking, Shipping Instructions & Container Release

Advisory teams coordinate with shipping lines/NVOCCs to:

  • Book container slots
  • Provide Shipping Instructions (SI)
  • Obtain container release order
  • Schedule equipment pickup
  • Verify cut-off times for gate-in, SI submission, and VGM filing

Proper booking avoids last-minute space issues.

7. Container Stuffing, VGM & Terminal Gate-In

Steps include:

  • Supervised loading at warehouse/factory
  • Proper lashing, bracing & packaging
  • VGM (Verified Gross Mass) submission
  • Movement of container to terminal
  • Gate-in formalities at port

Ensuring correct VGM prevents shipment rejection.

8. Customs Clearance & Port Operations

Advisory support includes coordinating:

  • Filing Shipping Bill (export) or Bill of Entry (import)
  • Assessment by customs
  • Duty payment (for imports)
  • Inspection/sampling
  • Bill of Lading release

For exports, container is moved to the vessel after customs permission.

9. Vessel Sailing, Tracking & Transit Monitoring

Once onboard the vessel:

  • Sailing updates are tracked
  • Trans-shipment movements monitored
  • ETA adjustments communicated
  • Irregularities handled (rollovers, delays, port congestion)

Continuous monitoring ensures visibility throughout the journey.

10. Destination Port Handling & Delivery Coordination

For imports:

  • Container unloading from vessel
  • Terminal handling & CFS movement
  • Import customs clearance
  • Detention/demurrage management
  • Final delivery to warehouse

For exports:

  • Confirmation of vessel arrival at destination
  • POD (Proof of Delivery) status updates

11. Post-Shipment Review & Cost Optimization

After shipment closure:

  • Validate freight & port invoices
  • Analyse cost variances
  • Review transit performance
  • Recommend process improvements for future shipments

This step strengthens long-term logistics efficiency.

Benefits of Ocean Shipping Advisory

  • Lower freight cost through optimized routing
  • Better container planning & reduced damage risk
  • Accurate documentation for smooth customs clearance
  • Reduced detention & demurrage charges
  • Transparency in sailing schedules & transit updates
  • End-to-end operational visibility
  • Risk mitigation through proper insurance & compliance

How Saving Mantra Supports Ocean Shipping Advisory

Saving Mantra provides full-spectrum ocean logistics advisory services:

  • Route & container planning
  • Shipping line negotiation
  • Freight costing & budgeting
  • Documentation & customs compliance
  • VGM filing & port coordination
  • Tracking & shipment visibility
  • Post-shipment reporting

Ideal for importers, exporters, manufacturers, traders, and logistics partners.

Disclaimer

This blog offers general information about the Ocean Shipping Advisory process. Regulations, port rules, carrier policies, and documentation requirements may vary by country, cargo type, and shipping line. The content should not be considered legal, marine, or customs advice. For case-specific requirements, consult customs authorities, shipping lines, port operators, or a certified logistics professional. Saving Mantra offers customised advisory solutions tailored to your business needs.

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