Shipment
Sea, air and multimodal shipment planning.
What really happens at this stage
Shipment planning decides how finished goods physically move from the factory or warehouse to the buyer's destination, choosing among sea freight, air freight, or a multimodal combination based on cost, transit time, and order urgency. Sea freight, whether full container load or less than container load, is the default for bulk orders because it is the lowest cost per unit, but it carries a transit time measured in weeks rather than days, so it demands accurate advance planning against the buyer's required delivery date. Air freight costs several times more per kilogram but compresses transit time to days, and is typically reserved for urgent replenishment, sample shipments, or recovering a delayed production schedule.
Multimodal shipment combines modes, for example trucking to a hub port, sea freight for the long haul, and a final road leg to the buyer's distribution centre, coordinated under a single through bill of lading or an equivalent document. Booking a shipment requires matching container or airway capacity to the confirmed carton count and weight, submitting shipping documents accurately, and tracking the vessel or flight schedule against the buyer's required delivery window. A single documentation error, such as a mismatched container number or an incorrect harmonised code, can hold a shipment at customs well after the goods have physically left the factory, so document accuracy is as critical as the physical loading itself.
How it is done
- 1Select the shipment mode
Match order urgency and cost tolerance to sea, air, or multimodal transport, factoring in the buyer's required delivery date and any penalty for late arrival.
- 2Book capacity
Reserve container or airway space with the forwarder or carrier at least 1 to 2 weeks ahead for sea freight, and confirm against actual carton count and weight.
- 3Prepare shipping documents
Complete the commercial invoice, packing list, bill of lading or airway bill, and certificate of origin, cross-checking every reference number against the purchase order.
- 4Coordinate loading
Sequence container or pallet loading against the packing list, load heavier cartons at the base, and record the loading photo and seal number.
- 5Submit customs and compliance filings
File export declarations and any required compliance certificates before the vessel or flight cut-off time.
- 6Track and confirm arrival
Monitor the shipment through the carrier's tracking system, and confirm proof of delivery once goods are received at the destination.
Key metrics (indicative targets)
| Metric | Working target | Why it matters |
|---|---|---|
| On-time shipment rate | Above 95 percent of shipments departing within the booked window (indicative) | Missed sailing or flight bookings cascade into late delivery penalties and re-booking costs. |
| Container or airway utilisation | Above 90 percent of booked volume or weight used (indicative) | Under-utilised capacity means paying for space that carries no revenue-generating goods. |
| Documentation accuracy | Zero customs holds due to document error (indicative) | Document errors can delay clearance by days regardless of how well the physical shipment was planned. |
| Freight cost per unit | Tracked against budgeted freight cost per style (indicative) | Rising freight cost per unit erodes margin even when factory pricing stays constant. |
| Transit time variance | Within plus or minus 2 days of planned transit for sea freight (indicative) | Large variance disrupts the buyer's inventory and store replenishment planning. |
Targets are indicative working ranges, not standard or legal limits.
Control points to check and sign off
- Shipment mode and booking confirmed against the buyer's required delivery date before cutting starts, where lead time is tight.
- Every shipping document cross-checked against the purchase order and packing list before submission.
- Container or pallet loading photographed and seal numbers recorded at the point of loading.
- Customs and compliance filings submitted ahead of the carrier's stated cut-off time.
- Proof of delivery and any discrepancy report filed against the purchase order on arrival.
Common pitfalls and their consequences
- Booking capacity based on estimated rather than confirmed carton count, resulting in short-shipment or costly last-minute rebooking.
- Treating air freight as a routine buffer for planning delays instead of a genuine exception, which erodes margin order after order.
- Submitting shipping documents with a mismatched container or invoice number, triggering a customs hold after the goods have already sailed.
- Failing to confirm the carrier's actual cut-off time, missing the vessel or flight after cartons are already at the port or airport.
- Not tracking the shipment in transit, so a delay is discovered only when the buyer calls asking where the goods are.
Main activities
- Warehousing, staging and cross-docking
- Ocean, air and multimodal shipment
- DC and store distribution
Quality risks
- Late arrival
Sustainability risks
- Airfreight CO2
AI opportunities
- Route emission optimisation
Official sources
Learn the skills used at this stage
Free GarmentEd lessons with worked calculations, checklists and practice questions for the work described above.
Also relevant: AQL Inspection.