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Import Stage 7: goods shipped on board, followed all the way

Import guide · Stage 7 of 10 · The Voyage Trail

Import Stage 7: goods shipped on board, followed all the way

Five stations between a ready cargo and a vessel that has sailed. Settle the booking, follow the cargo, check the Bill of Lading, confirm cover and prepare for arrival. Clear each hurdle, earn each badge, and finish as a Voyage Captain. Prefer reading? Use the plain guide button.

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5 stationsAbout 8 minutesTap a station, swipe the cardsClear a hurdle, earn a badge

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Dock Cadet

0 of 5 stations0 XP

Tap a station to open it. Clear each hurdle to earn its badge and unlock the next.

Station 1 of 5

Know who books the ship, and what you must tell the supplier

Station 1 of 5 · Badge: Booking Reader

Know who books the ship, and what you must tell the supplier

Under FOB or FCA you usually name the forwarder or carrier. Under CIF or CFR the seller books.

What you do

  1. Check your Incoterm
  2. Name your forwarder if FOB or FCA
  3. Give the supplier the details in writing
  4. Agree the cargo-ready date

Keep these ready

  • Order with Incoterm
  • Booking confirmation

Watch out

  • Supplier does not know which forwarder to deliver to.
  • Cut-off missed.
  • Wrong port named.

Pro tip

Send booking details by email and WhatsApp both, so nothing is lost.

Full details for this station

Whoever books controls the sailing date. Read your Incoterms term and tell the supplier clearly what you need.

How to do it

  1. Under FOB, FCA and EXW the buyer usually arranges the main freight, so you or your forwarder book the space.
  2. Under CFR, CIF, CIP and CPT the seller arranges the main freight.
  3. If you book, send the supplier the forwarder's name, contact and the booking number in writing.
  4. Agree the cargo-ready date and the cut-off dates.
  5. Ask for the shipping marks and the container details as soon as they exist.

Documents to keep ready

  • Order with Incoterm
  • Booking confirmation

What the documents must show

Booking instruction
Forwarder name, contact, booking number, port of loading, port of discharge, cut-off date, special handling.

Time and cost

  • Booking: days before the cut-off.

Where people get stuck

  • Supplier does not know which forwarder to deliver to.
  • Cut-off missed.
  • Wrong port named.
Station 2 of 5

Follow the shipment from the factory to the vessel

Station 2 of 5 · Badge: Cargo Tracker

Follow the shipment from the factory to the vessel

Ask for updates at each handover.

What you do

  1. Cargo reaches port or container yard
  2. Container stuffed and sealed
  3. Export clearance by the supplier
  4. Loaded on board

Keep these ready

  • Container and seal details
  • Loading confirmation

Watch out

  • No news for days.
  • Seal number differs between papers.

Pro tip

Do not wait for the Bill of Lading to learn that cargo missed the vessel. Ask a day after the cut-off.

Full details for this station

You do not need to be at the port. You need regular, short updates.

How to do it

  1. Ask the supplier to tell you when the cargo reaches the port or container freight station.
  2. Ask for the container and seal numbers once the container is stuffed.
  3. Ask for a note when export customs clearance is done in the supplier's country.
  4. Ask for a copy of the loading confirmation when the goods are on board.
  5. Keep the messages in one place.

Documents to keep ready

  • Container and seal details
  • Loading confirmation

What the documents must show

Update request
Short message: please confirm cargo received at port, container number, seal number, expected sailing date.

Time and cost

  • Updates: a message at each stage.

Where people get stuck

  • No news for days.
  • Seal number differs between papers.
Station 3 of 5

Understand the Bill of Lading before it arrives

Station 3 of 5 · Badge: BL Reader

Understand the Bill of Lading before it arrives

It is the key shipping document. Check each draft carefully.

What you do

  1. Shipper, consignee, notify party
  2. Goods and weights
  3. Ports and vessel
  4. Original, telex release or sea waybill

Keep these ready

  • Draft Bill of Lading
  • Invoice and packing list

Watch out

  • Consignee spelled wrongly.
  • Freight prepaid or collect marked wrongly.
  • Weights differ from the invoice.

Pro tip

Send your corrections in one list, not in several messages.

Full details for this station

A Bill of Lading that is wrong costs time and money later. Ask for a draft and check it.

How to do it

  1. Ask for a draft Bill of Lading before it is finalised.
  2. Check names, addresses, goods, quantity, weights, container and seal numbers against the invoice.
  3. Check the ports and the vessel.
  4. Know which type you will receive: a set of originals, a telex or electronic release, or a sea waybill.
  5. Ask for corrections early. Amendment after sailing can be slow and costly.

Documents to keep ready

  • Draft Bill of Lading
  • Invoice and packing list

What the documents must show

BL check
Tick each item: names, goods, weights, ports, container, seal, freight terms.

Time and cost

  • Draft check: same day.

Where people get stuck

  • Consignee spelled wrongly.
  • Freight prepaid or collect marked wrongly.
  • Weights differ from the invoice.
Station 4 of 5

Confirm the marine cover is in force before sailing

Station 4 of 5 · Badge: Cover Checker

Confirm the marine cover is in force before sailing

Revisit Stage 6 and confirm the policy matches the shipment.

What you do

  1. Policy in the right name
  2. Voyage and vessel match
  3. Value and goods match
  4. Premium paid

Keep these ready

  • Insurance certificate
  • Draft Bill of Lading

Watch out

  • Shipment not declared under the open policy.
  • Vessel name differs.

Pro tip

Declare at booking, not after sailing.

Full details for this station

Cover should run from the point the risk passes to you. Stage 6 explains how.

How to do it

  1. Open your policy or certificate.
  2. Compare it with the draft Bill of Lading.
  3. If anything differs, ask the insurer to correct it now.
  4. Declare the shipment to the insurer if you have an open policy.
  5. Keep the certificate with the shipping papers.

Documents to keep ready

  • Insurance certificate
  • Draft Bill of Lading

What the documents must show

Declaration
Vessel, date, goods, value, route, sent to the insurer as the open policy requires.

Time and cost

  • Check: an hour.

Where people get stuck

  • Shipment not declared under the open policy.
  • Vessel name differs.
Station 5 of 5

Confirm the vessel has sailed and prepare for arrival

Station 5 of 5 · Badge: Sailed and Ready

Confirm the vessel has sailed and prepare for arrival

Once the goods are on board, start planning the arrival.

What you do

  1. Get the sailing confirmation
  2. Note the expected arrival
  3. Ask for the shipping documents
  4. Alert your customs agent

Keep these ready

  • Sailing confirmation
  • Bill of Lading number

Watch out

  • Documents sent late.
  • Agent not told of the arrival date.

Pro tip

Send your agent the arrival note the day you receive it.

Full details for this station

The clock for clearance starts when the vessel arrives. Prepare now.

How to do it

  1. Get written confirmation that the goods are loaded and the vessel has sailed.
  2. Note the expected arrival date and keep an eye on it.
  3. Ask the supplier to send the shipping documents promptly.
  4. Tell your Customs House Agent the expected arrival date and the Bill of Lading number.
  5. Move to Stage 8: receive the documents from the shipper.

Documents to keep ready

  • Sailing confirmation
  • Bill of Lading number

What the documents must show

Arrival note
Vessel, voyage, port of discharge, expected arrival, Bill of Lading number.

Time and cost

  • Voyage: depends on the route.

Where people get stuck

  • Documents sent late.
  • Agent not told of the arrival date.

Run complete

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Words used on this page

Bill of Lading: Issued by the shipping line for sea cargo. It is a receipt, the contract of carriage and, in its original form, the document of title.
Incoterms: Trade terms of the International Chamber of Commerce (Incoterms 2020). They say who pays for transport and insurance, and who bears risk, at each point.

Questions people ask

Do I have to go to the port?

No. Your forwarder and Customs House Agent handle the port work.

What if the supplier misses the vessel?

Ask for the next sailing and check the effect on your insurance, your payment terms and your delivery date.

Is this legal advice?

No. It is practical guidance. Confirm the rules on the official Government sites.

Can you check my draft Bill of Lading?

Send it on WhatsApp. We will go through it with you.

Want help following your shipment?

Send us the Bill of Lading number. We will tell you what to check. It is just a call and a message away.

Message us on WhatsAppCall +91 98230 14118

Office (backup): +91 93733 11838

← Stage 6: Marine cargo insuranceStage 8: Receive the documents →

Last checked: 12 November 2026. Incoterms are the International Chamber of Commerce rules (Incoterms 2020). Customs matters are governed by the Customs Act, 1962 (CBIC). Rules change, so confirm on the official Government sites.

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