The Sea Freight Export Process: 7 Steps Every Exporter Should Know

From quotation and booking to stuffing and B/L issuance: the 7 steps of exporting by sea and the common documentation errors that delay shipments.

Ocean freight is the most widely used export mode for Vietnamese businesses thanks to its low cost per unit. Yet a single small documentation error or a missed cut-off time can cause a shipment to miss its vessel.

1. Agree on the delivery terms (Incoterms)

Whether you trade on FOB, CIF or DAP determines who pays the ocean freight, who buys insurance and where risk transfers. Agree on this clearly with your buyer before requesting a quote.

2. Request a quote and book space

Give your freight forwarder the port of loading, port of discharge, container type and quantity, commodity and cargo ready date. Once the rate is confirmed, the carrier issues a booking confirmation.

3. Pick up the empty container and stuff the cargo

Take the container release order to the depot, inspect the condition of the container, stuff the cargo at your warehouse and apply the carrier’s seal.

4. File the export customs declaration

Submit the declaration through the VNACCS system. Depending on whether the shipment is assigned to the green, yellow or red channel, it is cleared immediately or subject to document review or physical inspection.

5. Gate in the container and get it on the loading list

The container must be gated in at the port before the closing time (cut-off), usually 24–48 hours before the vessel departs.

6. Submit shipping instructions (SI) and issue the B/L

• Carefully check the shipper, consignee and cargo description
• Make sure container and seal numbers match the actual shipment
• Choose an original bill of lading or an electronic release (surrendered/telex release)

7. Track the voyage and send the documents

Send the document set to the buyer, or to the bank if payment is by L/C, and monitor the vessel’s arrival schedule so the buyer can plan to collect the cargo.