How to prepare goods for international transport? A guide for exporters

Starting or expanding export activities is an important step for many companies, which involves not only new opportunities but also significant challenges, including the preparation of goods for shipment abroad.

International transport requires well-thought-out decisions. Factors such as the choice of means of transport, securing the cargo, ensuring compliance with the requirements of the destination country, and having complete documentation can determine the success of the entire operation.

This guide has been created for companies that want to organize their knowledge in order to efficiently export goods without unnecessary complications.

Benefits of good preparation of cargo for transport

In international trade, the margin for error is very narrow. Even a minor oversight in the documentation or poor securing of the shipment can result in delays, additional costs, or loss of goods. Good preparation for export is not a formality, but a real part of the overall transport strategy, especially in the context of customs regulations.

Carefully prepared goods, well-planned logistics, and complete documentation are the foundations that increase the chances of efficient international transport. This, in turn, translates into smooth deliveries, building trust with partners, and noticeable stability of the company on foreign markets.

Already at the preparation stage, it is worth considering cooperation with an experienced forwarding company that is familiar with the realities of export and can help not only with logistics, but also with meeting local requirements in the country of destination.

Planning the export process

Exporting goods is not just about finalizing the sale, it is also a process that begins with the proper preparation of the goods for international transport. At the very beginning, two aspects are most important: determining the destination country and choosing the best means of transport. These decisions influence further decisions regarding logistics, documents, and compliance with regulations.

Determining the destination country and its requirements

Each market has its own rules – not only cultural, but above all legal. Before shipping goods abroad, it is important to check carefully what regulations apply in the recipient country. It often turns out that the goods require additional marking, a label translated into a specific language, or a certificate of compliance with local standards.

Therefore, before starting to export, it is a good idea to gather up-to-date and reliable information on local requirements “at source”, e.g. from the local chamber of commerce or embassy. It is also worth consulting a company specializing in international shipping.

Choosing the right means of transport

The choice of means of transport is one of those decisions that directly affect the efficiency of exports. Each of them – road, sea, air, and rail transport – has its limitations and advantages. Which one will be optimal for the transport of a given product depends, among other things, on the destination, type of cargo, and expected delivery date.

Air transport is often indispensable for urgent or high-value shipments, although it involves high costs and limited load capacity. Land transport, on the other hand, is particularly suitable for exports within Europe, offering flexibility in route planning and loading. There are no universal solutions here – the choice of transport should always be tailored to the specific nature of the cargo and market conditions.

Export of goods and specific requirements of destination countries

When exporting goods to foreign markets, it is necessary to take into account local regulations, which can sometimes vary dramatically from one destination country to another. Failure to comply with these requirements often leads to goods being detained at the border or being unable to enter the country to which they are destined.

Export markings and labels

Many countries require goods placed on their market to bear specific markings, both informative and warning. Examples include CE markings for technical products, safety symbols, and instructions in the official language of the country concerned.

In the case of food, cosmetics, and household chemicals, labels showing the exact composition, expiry date, method of use, and storage conditions are particularly important. Failure to provide proper labeling may result in the refusal to allow the goods to be placed on the market, even if the product itself meets local quality standards.

It is therefore advisable to carefully analyze the labeling requirements in the destination country before shipment. Proper preparation of markings not only increases the chances of efficient clearance, but also ensures that the product is well received by local customers.

Quality and compliance certificates

Some goods may require the attachment of appropriate certificates, e.g., issued by independent institutions or documents confirming compliance with sanitary, technical, or environmental regulations.

The most commonly required certificates include:

• certificate of origin,
• phytosanitary or veterinary certificate,
• declaration of conformity with ISO standards,
• quality certificates or laboratory test results.

Requirements may vary depending on the country and type of product. It is worth consulting a company offering comprehensive international shipping services, which will help you determine which documents are necessary and how to obtain them.

The customs office in the destination country may also be an important point of verification. It has the right to request specific certificates or original documents confirming the quality and legality of the goods. This applies to both exports outside the European Union and to countries subject to additional regulations.

Securing goods and selecting packaging

Regardless of how the goods reach the recipient, their physical security is of paramount importance. Even the best-planned international transport will not protect the shipment from damage if proper packaging and load stabilization are not ensured. This is not a matter of aesthetics, but above all of safety and responsibility for the goods being transported.

Types of packaging used in export

The choice of packaging depends on many factors: the type of goods and any additional requirements (e.g., low-temperature transport), the means of transport, the length of the route, and even climatic conditions. The most commonly used are:

• Pallets (Euro and industrial) – facilitate loading and unloading of goods. They are suitable for road and sea transport.
• Wooden crates – suitable for heavier or more damage-sensitive goods.
• Cardboard boxes with filling – good for smaller products. They are often used in general cargo exports.
• Containers – the most common choice for sea and multimodal transport.

It is worth remembering that in some cases, the destination country may require markings to be placed on the outer packaging (e.g., information about the contents, batch number, country of origin). This is an element that is sometimes overlooked, but is very important in the customs clearance and identification of goods.

You may also be interested in: What are the types of containers in maritime transport? >>>

How to ensure that goods are delivered intact?

The goal of every exporter should be to deliver goods intact – without damage, dirt or any deformation. This means using solid packaging, carefully arranging the load on the pallet, effectively securing it against movement and marking the shipment appropriately (e.g., “handle with care,” “keep away from moisture”).

It is important to follow basic safety rules already at the packaging and loading stage. For goods that are sensitive to external conditions, e.g. requiring low temperatures, it is worth using insulation or refrigerated containers. Load stabilization is also a matter of responsibility for the load – special straps, foam or stretch film help to avoid damage.

Securing goods is not only a matter of logistics, but also an element of building a company’s image. Negligence can lead to complaints, bad reviews, loss of customers, and additional costs.

Customs documents and export formalities

The preparation of customs documents is one of the most demanding stages in the entire process of exporting goods. Without correctly completed forms and declarations, the goods will not be cleared and will not leave the country. Precision and knowledge of the procedures in force in the country of dispatch and throughout the European Union are of paramount importance here.

It is worth knowing that who is responsible for preparing the documents depends on the chosen export model – direct or indirect.

Indirect export vs. direct export

In the case of direct export, the exporter is responsible for all formalities: completing the documentation, customs clearance, and coordinating the shipment. This model gives greater control but also requires a good understanding of current regulations.

Indirect export, on the other hand, involves transferring these responsibilities to a specialized entity, most often a shipping company that handles logistics and documentation. In this case, the intermediary is responsible for the further transport to the destination, often on behalf of the exporter.

Both models are compliant with regulations, but involve a different division of duties and responsibilities. It is worth considering which one to choose before preparing the cargo for transport.

The customs clearance process and the role of the customs office

All goods leaving the EU for export must be declared for customs clearance. The declaration is usually submitted electronically. The customs office then decides whether the shipment needs to be inspected or whether simplified clearance is possible.

The most important documents required for customs clearance include:

• commercial invoice,
• specification of goods (packing list),
• documents confirming the origin of the goods (e.g., certificate of origin, manufacturer’s declaration),
• export customs declaration,
• additional certificates or permits – depending on the type of goods and the territory of the recipient country.

All documents must be complete and consistent with each other. Even minor errors can cause delays, cargo detention or the need to re-declare.

For many companies, especially when exporting for the first time, the amount of customs formalities can be a major challenge. It is then a good idea to consider working with a partner offering international freight forwarding services. An experienced company specializing in such services will not only prepare the documents, but can also represent the exporter before the customs office, significantly facilitating the entire process – especially in the case of regular exports or shipments to more demanding countries.

Transport documents

Once the preparations for customs clearance are complete, it is time to collect the documents required for physical international transport. These confirm the conclusion of the transport contract, specify the terms of delivery, and form the basis for inspection and receipt of the cargo.

Unlike customs documents, which are used to declare exports, transport documents accompany the shipment throughout its entire journey, from loading to delivery to the recipient.

The most commonly used documents in international transport include:

• Waybill – a key document for all forms of transport (CMR – road, AWB – air, B/L – sea, CIM – rail). It contains the details of the parties to the contract, a description of the cargo, the terms of delivery, the places of dispatch and receipt, and special instructions, such as the appropriate temperature or careful handling of the goods.
• Packing list / WZ document – specification of the contents of the shipment, useful for loading, unloading and inspection.
• TIR Carnet – used mainly for the transport of goods outside the EU. It allows for faster border crossing without the need for customs clearance in transit countries.
• ATP certificate – required for the transport of perishable goods, especially in refrigerated conditions.
• Insurance policy – a document confirming that the shipment is covered during transport, often required in international transactions.

All documents must be consistent with the information on the invoice and customs declaration. It is particularly important that the consignment note is completed correctly, as it confirms the conclusion of the contract and forms the basis for claims in the event of loss or damage to the cargo.

CMR Convention – what should exporters know?

When preparing goods for international transport, it is important to not only take care of transport and customs documents, but also to be familiar with the regulations governing liability for shipments during transport. The key legal act in this area is the CMR Convention (Convention relative au contrat de transport international de marchandises par route) – an international agreement setting out the rules for the carriage of goods by road between countries that have ratified it, both in Europe and beyond.

For exporters, this means a number of specific obligations and safeguards:

• Carrier’s liability

The carrier is liable for the cargo from the moment of collection to delivery, within the limits specified by the regulations.

• Importance of the consignment note

The aforementioned CMR consignment note is a key document, essential for pursuing claims in the event of damage. It should contain the full details of the parties to the contract.

• Limitations and exclusions

Compensation may be limited and, in some situations, excluded (e.g. force majeure, sender’s error).

• Complaint deadlines

Complaints must be submitted within a short period of time, usually within 7 days of delivery.

In maritime transport, the Bill of Lading (B/L) serves a function similar to that of the CMR consignment note. It is a document confirming the conclusion of a contract of carriage and the right to dispose of the cargo. It is subject to the Hask-Visby Rules, which define, among other things, the scope of the shipowner’s liability. For air transport, the Montreal Convention applies, and for rail transport, the CIM Regulations apply.

Knowledge of these regulations is an important part of preparing goods for international transport, especially in the context of shipment safety and possible disputes with the carrier.

Cargo insurance

Even the best planned and organized transport can encounter obstacles such as damage to cargo, theft, delays in delivery, or unforeseen events such as fire, flood, or road accidents. Purchasing cargo insurance is a real protection for the exporter’s interests.

Types of cargo transport insurance

Cargo insurance protects the shipment during transport – from the moment it is dispatched until it is delivered to the recipient. The scope of coverage should be selected depending on the type of goods and the form of transport.

The most common types of cargo insurance are:

• All Risks insurance – covers a wide range of fortuitous events, including damage and loss of cargo.
• Limited insurance – applies only to specific situations, e.g. theft, fire, accidents.
• Transport insurance – taken out only for a single shipment.
• Annual policy – used for regular exports of goods. Covers multiple shipments within a given period.

It is best to carefully analyze the scope of insurance and adapt it to the nature of the goods being transported. The transport of electronics requires a different approach than the transport of construction materials or food products.

Carrier liability and shipment safety

Many exporters assume that the carrier is fully responsible for the goods. However, according to the CMR convention, the carrier’s liability is limited.

This is why cargo insurance is not only a sensible choice, but an absolute necessity. It significantly increases the safety of shipments during international transport. Many international freight forwarders advise on the selection of optimal coverage and assist in the efficient conclusion of insurance policies. This is particularly important when fast delivery and punctuality have a direct impact on business relationships.

Cooperation with a shipping company

Preparing goods for international transport is not only a matter of technical issues, but also customs regulations, documentation, and logistics. That is why many exporters decide to cooperate with a partner who offers comprehensive international shipping services and can take over most of the responsibilities and minimize the risk of errors.

The biggest benefits of this include time savings, better organization of goods transport, up-to-date knowledge of regulations, and greater cargo security. The freight forwarder takes care of the formalities, selects the means of transport, and supervises the entire process.

ADAR Sea & Air is just such a company. Thanks to our knowledge and practical experience, we support exporters at every stage of the transport process, from packaging to final delivery to the recipient.

Summary

Preparing goods for international transport is not only a matter of logistics, but also the entire process – from selecting the appropriate means of transport, through securing and labeling the cargo, to preparing the documentation. Each of these elements affects the efficiency of exports and the safety of the transported goods.

Well-organized export of goods requires not only knowledge, but also the support of reliable partners. At every stage of the international shipping process, an experienced company can help you avoid mistakes and speed up formalities. It not only organizes the transport of goods, but also provides comprehensive services in all aspects related to preparing them for shipment. Properly organized export, supported by cooperation with a forwarding company and a reliable transport company, allows you to reduce risk and increase the effectiveness of your operations in foreign markets.

Frequently asked questions (FAQ)

What is needed for international transport?

International transport requires: properly prepared goods, appropriate packaging and labeling, a complete set of documents (transport, customs, commercial), as well as determining the means of transport and route. Certificates, cargo insurance, and confirmation of compliance with the requirements of the destination country may also be necessary.

What is the CMR Convention?

The CMR Convention is an international agreement regulating the conditions of road transport of goods between countries that have signed it. It specifies, among other things, the rules of carrier liability, the method of issuing a consignment note, complaint procedures, and limitations of liability in the event of damage.

What documents are required for international transport?

In international transport, the following are usually required: a consignment note (e.g. CMR, AWB, B/L), a commercial invoice, a cargo specification, customs documents, and proof of origin of the goods. Depending on the country and the goods, special certificates, licenses, or cargo insurance may also be required. When exporting outside the EU, proof of export is often also required. The exact set of documents depends on the direction of transport, the type of goods, and the regulations in force in the recipient’s country.