International Freight Shipping Checklist
International freight requires more planning than domestic transportation. This is because packaging, documentation, customs requirements, and responsibilities can vary based on the country and shipping mode. This checklist will help make it easier for you to be prepared for how to ship your international freight. When it comes to shipping international freight, the first step is to determine whether your shipment would benefit from air freight or ocean freight.
Next, be sure to prepare your freight with protective packaging. If wood packaging is needed, you want to be sure you are compliant with the rules of packaging that kind of freight. Another important step on the checklist is to complete shipping documentation. When you are going to ship international freight, you want to plan ahead for customs and taxes. Anytime you are shipping international freight, you have to go through customs, and there will be taxes applied to your freight.
With this in mind, you want to make sure you are budgeting for the customs amount and the taxes amount on your freight. Following this checklist and these guidelines will help your international freight shipping go a lot smoother and help avoid preventable delays.
1. Confirm Your International Shipment Details
Before comparing services, collect the information needed to plan the shipment accurately. When comparing services, you should be sure to include the following:
-Origin and destination countries
-Pickup and delivery locations
-Item description
-Country of origin
-Number of pieces
-Packaged weight and dimensions
-Declared or commercial value
-Required delivery date
-Special handling needs
-Temperature-control requirements
-Known import or export restrictions
When you are collecting the information needed to plan the shipment accurately, it’s very important that you make sure the measurements reflect the fully packaged freight. This means the complete dimensions are based on whether the freight is packaged and shipped on a pallet or in crates, and whether it includes protective materials such as padding, straps, and other protective materials.
2. Choose Between Air and Ocean Freight
As mentioned above, when it comes to shipping international freight, one of the first steps you should take is to determine whether or not it should be shipped by air or by ocean.
| Air Freight | Ocean Freight |
|---|---|
| Better suited to urgent shipments | Better suited to flexible timelines |
| Packaging weight and dimensions can strongly affect pricing | Often more practical for large or heavy shipments |
| Capacity and size limits vary by service provider | Requires preparation for longer transit and changing environmental conditions |
| Common for time-sensitive or higher-value goods | Common for larger commercial shipments |
The decision to go with either air freight or ocean freight should be based on urgency, shipment size, weight, budget, destination, and product requirements.
3. Select Protective International Shipping Packaging
Shipping internationally can make your freight more susceptible to damage because this is a more complex transportation process. With this in mind, make sure your shipment has strong outer packaging to protect the freight from external damage that may occur during transit. Also, consider crating to secure the freight in place so that, when in transit, it will limit the likelihood of it getting damaged. Blocking, bracing, or strapping are other ways to secure your international freight.
These three different forms of protection help to limit the movement of your freight by securing it in place during transit. Specifically, it involves using materials such as wood or foam to protect your freight; these items can act as a cushion to limit damage to both your freight and other ocean or air freight. Corner and edge protection is also something that should be considered and ties in with helping to limit the movement of your freight. When being transported internationally, your freight will be exposed to various weather conditions, and with this come temperature changes.
It’s important to consider having protection for your temperature-sensitive goods. This kind of protection includes insulated box liners, gel packs, or thermal pallet covers. Remember that your packaging should prevent your freight from sliding, tipping, vibrating, collapsing, or contacting surrounding freight.
4. Check Wood Packaging and ISPM 15 Requirements
ISPM 15, or International Standards For Phytosanitary Measures No. 15, is a standard set by the International Plant Protection Organization (IPPC) to ensure that wooden materials used for shipping are treated and safe for international travel. The first thing you want to do is determine if the destination you are shipping to applies the ISPM 15.
In addition, you should use properly treated wood-packaging material. Also, you should ensure that the required ISPM 15 mark is visible. Meaning you shouldn’t paint over or obstruct the mark. Inspecting the wooden packaging for damage or contamination is extremely important. ISPM 15 establishes treatment and marking requirements intended to reduce the international spread of pests through wood-packaging material.
Requirements can vary by destination, so as a shipper you should verify the applicable rules before packaging your shipment. ISPM 15 is important because untreated wood can carry pests across borders. By using compliant and properly marked wood packaging, you are helping protect our ecosystems and reduce the risk of a shipment being delayed, rejected, or requiring corrective action.
5. Label the Shipment for International Transportation
When it comes to labeling your shipment for International Transportation, it is important to include the following information:
-Shipper and consignee information
-Destination country
-Package or piece count
-Country of origin when required
-Weight and dimensions
-Handling instructions
-Orientation arrows when appropriate
-Temperature instructions
-Hazard labels when legally required
-Matching reference or purchase-order numbers
Also, be sure not to use handling labels such as fragile, keep upright, or do not stack unless the packaging and transportation arrangements support these instructions.
6. Prepare the Required International Shipping Documents
International Shipping Document Checklist
Commercial invoice: Identifies the parties, products, quantities, values, origin information, and terms of the transaction. Customs authorities commonly use it when assessing duties and taxes.
Packing list: Describes how the shipment is packed, including package counts, contents, weights, and dimensions. It supports the commercial invoice but does not replace it.
Bill of lading: Serves as the transportation document for the shipment.
Certificate or certification of origin: May be required depending on the destination, product, or requested trade preference.
Electronic Export Information: May need to be filed through the Automated Export System for certain U.S. exports.
Export licenses or special certificates: May be required for regulated products, controlled goods, food, plants, animals, medical products, or other specialized shipments.
The above-mentioned documentation depends on the product, destination, shipment value, and applicable regulations.
7. Determine Whether EEI Filing Is Required
EEI, or Electronic Export Information, is essentially the electronic declaration of freight leaving the United States and being transported internationally. EEI is required for a few specific reasons. First, when a Schedule B classification exceeds the applicable value threshold, which would be in the amount of $2,500. Second, when an export license is required.
Last but not least, when the shipment falls under another mandatory filing rule, an EEI is required. With this in mind, as a shipper, it’s important to verify the current Foreign Trade Regulations or consult an export professional rather than relying only on a general threshold.
8. Review Customs, Duties, and Import Requirements
It’s important to review customs, duties, and import requirements when you are preparing to ship international freight. First, determine who will serve as the importer of record. An importer of record is the person or business legally responsible for making sure that goods entering a country follow all local laws, pay the right taxes, and pass through customs safely.
The next step is to determine whether a customs broker is needed. A customs broker is a licensed professional who can help you move your freight internationally. Including the product classification number is required. Confirming your shipment’s country of origin is important because it determines your customs duty rates and eligibility for trade agreements.
The declared customs value, or how much your freight items are worth, is also important because it helps to calculate import taxes and duties. When shipping your freight, you should always consider the expected duties and taxes. Product-specific restrictions are important to consider because certain goods cannot be shipped unless you have a special permit. Some of these restricted items include hazardous materials or batteries. When shipping international freight, it’s important to be prepared and have the required permits or certifications needed to ship your freight.
International freight requires that someone is responsible for paying customs charges. Import requirements vary by country and product. Some destinations or commodities may require additional inspections, certificates, testing, licenses, or labeling. All of the above should be confirmed by you when you are setting out to ship freight internationally.
9. Choose the Correct Incoterm
When it comes to shipping freight internationally, you want to make sure that you are choosing the correct incoterm. Incoterms are standard three-letter rules created by the International Chamber of Commerce that define the costs, risks, and responsibilities of buyers and sellers in shipping. They clearly state who pays for freight, who handles customs, and when the risk of damage transfers from the seller to the buyer.
Common Incoterms for Any Transportation Mode
–EXW – Ex Works
-FCA – Free Carrier
-CPT – Carriage Paid To
-CIP – Carriage and Insurance Paid To
-DAP – Delivered at Place
-DPU – Delivered at Place Unloaded
-DDP – Delivered Duty Paid
Incoterms for Sea and Inland Waterway Transportation
-FAS – Free Alongside Ship
-FOB – Free on Board
-CFR – Cost and Freight
-CIF – Cost, Insurance and Freight
10. Verify USMCA Origin Requirements
USMCA Certification of Origin
The USMCA Certification of Origin is a document proving that goods qualify for duty-free or low-tariff treatment under the United States, Mexico, and Canada agreement. The USMCA Certification of Origin document replaced the NAFTA agreement on July 1st 2020. That said, the USMCA agreement does not require the standardized NAFTA certificate. However, when it comes to claiming preferential treatment for qualifying freight, this certification matters.
11. Check Product-Specific International Regulations
Checking product-specific international regulations is important when it comes to shipping freight internationally. This is because it helps prevent customs delays, avoids strict legal fines or the seizing of your cargo, and ensures tariff classification. With this in mind, as a shipper you should check for requirements involving:
-Dangerous or hazardous materials
-Food and agricultural products
-Pharmaceuticals and medical supplies
-Batteries
-Chemicals
-Plants and untreated wood
-Animal products
-Electronics
-Textiles
-Temperature-sensitive products
-Export-controlled technology
-Restricted or sanctioned destinations
In addition to checking all of the above, make sure you review both the exporting country’s requirements and the destination country’s requirements.
12. Complete the Final International Shipping Checklist
Before Your Shipment Leaves
-Make sure your shipment contents are described accurately
-Weight and dimensions include all packaging
-Air or ocean service has been selected
-Destination import requirements have been checked
-Packaging is appropriate for the transportation mode
-Freight is blocked, braced, and secured
-Wood packaging complies with applicable requirements
-Labels match the shipping documents
-Commercial invoice is complete
-Packing list is complete
-Transportation document is prepared
-Origin documentation is included when applicable
-EEI has been filed when required
-Licenses and permits have been verified
-Duties and taxes have been assigned
-A customs broker has been arranged when needed
-The chosen Incoterm includes a named place or port
-Copies of all documents have been retained
Get an International Freight Shipping Quote
Here at FreightCenter, our qualified agents can work with you or your business to help compare international transportation options based on your shipment’s dimensions, weight, origin, destination, and timing. Give us a call to receive your international freight quote.
What documents are needed for international shipping?
Common international shipping documents include a commercial invoice, packing list, bill of lading or air waybill, and certificate of origin when required. Some shipments may also need Electronic Export Information, export licenses, permits, or product-specific certificates.
How do I prepare freight for international transportation?
Confirm the destination country’s import rules, package and label the freight correctly, and prepare all required customs documents. Use the shipment’s final packaged weight and dimensions when comparing international freight services.
Should I use air or ocean freight?
Air freight is generally better for urgent, time-sensitive, or higher-value shipments. Ocean freight is often more practical for large, heavy, or less time-sensitive shipments, so compare cost, capacity, and delivery timing before choosing.
Does international freight need to be crated?
Not every international shipment requires a crate. Crating is often recommended for fragile, valuable, heavy, irregularly shaped, or easily damaged freight that needs stronger protection during handling and transportation.
What is ISPM 15?
ISPM 15 is an international standard for regulating solid-wood packaging used in global trade. It requires covered wood packaging to receive an approved treatment and display the proper compliance mark.
Do wooden pallets need to be heat-treated?
Solid-wood pallets may need to be ISPM 15 compliant when shipped internationally. Heat treatment is a common approved method, but other approved treatments may be accepted depending on the applicable rules.
What information belongs on a commercial invoice?
A commercial invoice should include the buyer and seller, detailed product descriptions, quantities, values, currency, country of origin, and transaction terms. Customs authorities use this information to review the shipment and assess applicable duties and taxes.
When is Electronic Export Information required?
For many U.S. exports, EEI filing is required when goods under one Schedule B number exceed $2,500 or when an export license is required. Other mandatory filing rules and exemptions may apply.
What is a certification of origin?
A certification of origin identifies where a product was produced or manufactured. It may be required for customs clearance or to claim reduced tariff treatment under a trade agreement.
Did USMCA replace the NAFTA Certificate of Origin?
Yes. USMCA replaced NAFTA on July 1, 2020, and the old standardized NAFTA Certificate of Origin is no longer used for USMCA claims. USMCA allows the certification to appear in any format containing the required data elements.
What are Incoterms?
Incoterms are 11 internationally recognized rules that define the shipping tasks, costs, and risks assigned to buyers and sellers. They help clarify responsibilities for transportation, insurance, customs clearance, and documentation.
Who pays duties and taxes on an international shipment?
Responsibility for duties and taxes depends on the sales contract and chosen Incoterm. Under Delivered Duty Paid (DDP), the seller handles import duties and taxes; under most other Incoterms, the buyer handles the import process and related charges.
Is FOB used for air freight?
No. Under Incoterms 2020, FOB applies only to sea and inland waterway transportation. FCA is generally a more appropriate Incoterm for air freight and multimodal shipments.
Do I need a customs broker?
A customs broker is not legally required for every U.S. import, but many businesses use one to manage classification, documentation, entry filing, and customs clearance. Requirements may differ in the destination country.
How do I avoid international shipping delays?
Provide accurate product descriptions, values, classifications, weights, dimensions, and customs documents. Check destination rules early, use compliant packaging, arrange customs support when needed, and verify that labels match the paperwork before pickup.
