To understand the detailed process of importing goods by sea, let's explore it with MDCT Logistics in this article. The steps involved in importing and transporting goods by sea include:
- Vessel space booking
- Check and confirm booking
- Track packing progress and updates from exporters
- Check and confirm documents and records related to the shipment
- The importer receives notification when the goods arrive
- Register for certifications related to the shipment
- Customs declaration of imported goods
- Open and clear customs declarations
- Liquidation of declaration
- Warehousing transports goods to the warehouse
- Withdraw and return empty container
- Save records and return documents
- Below are detailed steps to import goods by sea, please follow along:
1. Booking Vessel Space (Vessel Booking)
In the steps of importing goods by sea, the first step is booking a ship. First, to do this step number 1, you need to sign a foreign trade contract (also known as a sale contract). Most shipping lines usually run out of space quite early, especially during the peak season. If you don't book a week in advance, your shipment will likely be late. When booking a ship to import goods, you only need to provide information to the FWD shipping service in Vietnam to get a booking. Then, they will contact your partner to coordinate packing according to the previously determined plan.
To get a ship booking, you need to provide the following information to the shipping company.
- Port of loading: where your goods are loaded onto the ship.
- Transshipment port: there are two forms: transit and direct. Depending on the regulations and agreement between the two parties, the appropriate form will be chosen.
- Port of discharge: where the container is unloaded.
- Goods name, weight: based on information on documents to provide.
- Ship departure time (ETD): expected ship departure date.
- Packing time: according to the plan agreed between both parties.
- Other requirements: container type, size, temperature, ventilation,...
2. Booking Confirmation
The second step in importing goods by sea is to check the information on the booking. Key information to check:
Port of departure and port of arrival: Check that the information is correct as required, this information largely determines the success of the process of importing goods or transporting by sea.
Temperature and ventilation: check whether the temperature and ventilation are correct as required. For frozen items (negative temperature), there will be no ventilation.
Type of container, size: dry or cold container, tall or regular, 20' or 40'.
After checking all the information on the train booking, if there are any errors. Please ask the booking agency to edit, then continue checking until it meets the requirements.
3. Monitoring Cargo Loading and Updates from Exporter
For the steps of importing goods by sea, the job of supervising and tracking the entire packing process to update partners will be done by the exporter, agent or FDW transaction branch in Vietnam. which you are using to do this.
Information that needs to be updated is as follows: Photo of the empty container: to ensure that no damage has occurred. Because in case of damage to the container, you will pay the shipping company. For frozen goods, there must be a photo of the temperature table.
4. Verification of Documents and Batch-related Records
Before proceeding to import a shipment. You need to find out what documents are required for that shipment. Then, ask the partner to prepare those documents for you.
Remember to carefully check whether the information on the voucher matches or not. Because when there is any small error, your shipment can get into big trouble from customs and state agencies.
5. Notification to Importer Upon Arrival
At least 1 day before the ship arrives, you will receive notification of arrival from the shipping company or agent.
Arrival notice is a detailed notice from the shipping company/forwarding agent. To notify the estimated arrival time of the shipment. The information on the arrival notice will be similar to the bill including: name of exporter, importer, container number, seal, ship name, trip number, goods description,...). In addition, there will be additional charges (local charges).
Then, proceed to get a delivery order (D/O) including the following documents: Referral, Original bill, Power of attorney (if required).
6. Registration of Certifications Related to the Batch
Depending on the type of product, HS code, etc. and State regulations, what procedures must you register to receive relevant certifications? If you do not register the certificates related to the shipment. Your shipment will not be cleared through customs and will have difficulty handling goods with the authorities.
7. Customs Declaration for Imported Cargo
This is an important step in the process of importing goods by sea. During the customs clearance process, preparing documents is the most important step.
To be able to proceed with customs declaration, you need to fully prepare the following documents: contract, commercial invoice, packing list, bill of lading, certificate of origin of goods C/O (if any), import license (if any), other documents.
After this step will be the step to the customs declaration. Currently, we can declare online through the electronic customs declaration system. To be able to conduct customs declaration online, you need to have all of the following documents: Sales contract, commercial invoice, packing list, bill of Lading, C/O, freight invoice (if any) and some other related documents. In addition to the above documents, you need to pay attention to the digital signature to log in and transmit the declaration on the electronic customs declaration software.
8. Opening and Customs Clearance of Declaration
The next step in the process of importing goods by sea is opening and clearing customs declarations. First, you must go through customs procedures at the port:
- Green channel declaration: pay tax, tax money can be printed, barcode can be processed, liquidation and receipt of goods.
- Golden channel declaration: pay tax before or after completing the procedures to open the declaration, open the declaration, liquidate, and receive goods.
- Red channel declaration: similar to yellow channel but in the step of opening the actual declaration, there is one more step of carrying out physical inspection procedures for goods.
Next, you can proceed to open the declaration. To do this step, you need to fully prepare the following documents: Referral, streaming declaration, invoice, packing list, Bill of Lading, other necessary documents (C/O, freight invoice, import license,...).
When presenting documents to customs, if the documents are valid. Customs will conduct customs clearance on the system.
9. Declaration Settlement
After completing the tax payment and the declaration is cleared, you can proceed to print the barcode. You submit the barcode + customs clearance declaration to customs supervision at least 2 sets. Customs will stamp the barcode and return 1 set to the business, and 1 set will be kept by customs.
10. Transporting Goods to Warehouse
After liquidating the declaration, go to the port's commercial office and bring the D/O to pay the fee. Next, give the driver documents such as: EIR slip, D/O,... for the driver to present to customs to monitor the port and let the vehicle leave the port to wait for the goods to return to the warehouse.
11. Unloading and Returning Empty Containers
When the truck arrives at the warehouse, check documents such as seals, condition of the container or truck, etc. After unloading the goods, the driver will bring the container back to the port or ICD.
12. Record Keeping and Document Storage
All documents and papers related to the process of importing goods by sea need to be carefully stored. To compare in case of any arising issues, complaints, etc.
Documents that need to be kept include:
- Customs dossiers, additional declaration dossiers, dossiers for registering the list of tax-free goods, dossiers reporting on the use of tax-free goods.
- Dossier for consideration of tax exemption, tax reduction, tax refund, or tax exemption.
- Application for handling tax, late payment interest, overpayment fines, etc.
- Transport documents, packing slips, technical documents, etc.
- Books and accounting documents.
Above are all the steps to import goods by sea. Hopefully this information will help you gain a more comprehensive view of this issue.
MDCT Logistics - a company specializing in providing official import services from China to Vietnam, with a team of experienced, enthusiastic and professional staff. We have good relationships with reputable commodity suppliers in China, can search, order, pay, negotiate price, quality, and delivery time for you. We also have an effective and safe transportation, delivery, customs, quarantine, quality inspection, and cargo insurance system, saving you time and costs.
These comprehensive steps guide the entire process of importing goods by sea. MDCT Logistics, as a specialized company, offers services for hassle-free import from China to Vietnam, ensuring efficient handling of the entire process. Contact MDCT Logistics today at 0865 763 169 for free consultation and quotes, promising the best, reliable, and competitively priced import services from China. Let us facilitate your easy, swift, and effective import of goods from China.
