A Step-by-Step Guide to the Sea Transport Loading Procedure

International sea transport is a complex process that requires precise coordination between multiple parties. From documentation to storage, inspection, and final shipment, every step must be carefully managed to ensure the cargo arrives safely and on time. Below, we break down the four key stages of the loading procedure for sea transport.

Step 1: Contract & Documentation

     Every shipment starts with agreements on responsibility and cost-sharing. This is where incoterms come in—internationally recognized rules that outline who pays for what and where the risk transfers from exporter to importer. For example, under some terms, the exporter covers shipping all the way to the destination port, while in others, the consignee takes responsibility much earlier.

Once this framework is set, the paperwork begins. Export documents are more than just formalities—they’re what customs authorities rely on to identify and clear your goods. A typical file might include invoices that prove the transaction value, packing lists that specify what’s inside each box, and certificates that confirm quality or safety standards.

At this stage, it’s also common for the consignee to pay a deposit to secure the shipment. Meanwhile, the exporter coordinates with suppliers to get the goods ready. Behind the scenes, office staff are on standby, making sure all questions are answered and any discrepancies are caught early.

Step 2: Goods Collection & Cold Storage

     Once the paperwork and planning are sorted, attention shifts to the cargo itself. Depending on the type of goods—especially for organic goods—temperature control can make or break a shipment. So that it is important to store and maintain the right amount of temperature and humidity to deter the perish process and keep the goods fresh. This is why cold storage facilities like Long An Transimex; the Warehouse that our company use; are chosen. They keep the goods at a constant, regulated temperature until the day they are shipped.

Cold storage is not just a giant fridge. It’s a logistics hub, equipped with loading bays, handling equipment, and monitoring systems that record the temperature throughout storage. For exporters, this means peace of mind; for importers, it means confidence that products will arrive fresh and compliant with safety standards.

During this stage, the cargo isn’t idle. It’s prepared for transport by being packed into containers that are designed for long sea journeys. These containers are then sealed, which ensures no tampering or accidental opening before reaching the destination while keeping the same controlled enviroment as the cold storage.

Step 3: Loading Checks & Gate Clearance

     The day of departure is when everything finally comes together. The goods are carefully checked once more at the cold storage facility and then again when they reach the port terminal, ensuring that what’s being shipped matches exactly what is declared on paper. Drivers play an important role here—they carry the shipping documents prepared by our office, which allow them to pass through port gates and customs without delay.

At the same time, our Exporter’s manager coordinates the final loading confirmation and provides the Consignee with a complete set of documents by email. Each of these records is prepared with care, because they are not just paperwork—they are the foundation of trust between us and the Consignee. The Proforma Invoice is always included first, giving a clear outline of costs and details of the goods before the official invoice is issued. Alongside it, we deliver the Bill of Lading, which serves as proof of ownership and is essential for the Consignee to claim their cargo once it arrives.

We also issue the Certificate of Origin, which clearly states the country where the goods were produced. This helps the Consignee have full transparency about the product’s background. In addition, a Phytosanitary Certificate—often referred to as “Phyto”—is provided for shipments of fruits, plants, or agricultural goods, guaranteeing that these items meet strict quality and safety standards.

Where required, we also supply a Comex Invoice, a formal record of the export transaction that aligns with international trade practices. To complete the set, the Packing List is delivered, offering a detailed description of the cargo inside each container, from the number of cartons to their weight and measurements.

By sending these documents together, we ensure the Consignee has everything needed in hand before the ship even departs. It is part of our responsibility to deliver not just the cargo, but also the full transparency and assurance that comes with proper documentation.

Step 4: Loading & Sea Transport

     Once inspections are complete and the paperwork is in order, the sealed containers are transferred to the port’s container yard and carefully lifted onto the cargo vessel. Each Shipment is logged under the supervision of the port management team, with close coordination to confirm the shipment is handled securely.

During this stage, the Consignee is updated on the loading progress and provided with the necessary documents once more for their records. This ensures they are fully informed and prepared for the next steps at the destination. After departure, the cargo continues its journey by sea, with its status monitored until arrival at the destination port.

When the vessel reaches port, the containers undergo customs clearance before being released for inland transport. Trucks then carry the goods to the designated warehouse, where the Consignee reviews and confirms the receipt of the shipment.

In this final step, coordination between carrier, port authorities, and the Consignee ensures that the goods complete their journey safely and in compliance with all requirements.