From quoting to packaging to dispatch to tracking to delivery
Planning an international shipment can feel overwhelming. Multiple parties are involved, regulations vary by country, and even simple mistakes can delay goods, increase costs, or create compliance issues. Whether you ship regularly or only occasionally, having a clear process will help you move goods efficiently and confidently.
This step by step guide walks you through the full journey of an international shipment, from initial quoting through to final delivery. It reflects how IFS supports clients across every stage of the logistics cycle.
Step 1. Start With an Accurate Quote
Every successful shipment begins with a clear, detailed quote. To receive accurate pricing and timelines, make sure you provide the following information:
- Shipment origin and final destination
- Type of goods
- Dimensions, weight, and number of cartons or pallets
- Preferred shipping mode including air, ocean, or road
- Required timelines
- Any special handling needs such as hazardous materials or temperature control
A well prepared quote allows your logistics provider to recommend the most suitable route and service level. At IFS, our team reviews your requirements and provides pricing options so you can balance cost, speed, and reliability.
Step 2. Confirm Documentation and Compliance Requirements
International shipments require correct paperwork, and the requirements can change depending on the country, commodity, and transport mode. Failing to prepare documents correctly can lead to customs delays or additional charges.
Common documents include:
- Commercial invoice
- Packing list
- HS codes
- Certificates of origin
- Export declarations
- Import permits or licenses where required
IFS supports clients with customs brokerage services, allowing you to avoid mistakes and keep shipments compliant from the start.
Step 3. Prepare and Package Goods Correctly
Proper packaging protects your goods during long journeys and multiple handling points. Good packaging also reduces the risk of damage claims and improves shipment efficiency.
Key considerations:
- Use strong outer cartons or pallets suitable for international transit
- Protect internal contents with cushioning or void fill
- Secure pallets with shrink-wrap and strapping
- Label all cartons clearly with address and contact details
- For fragile or high value items, add clear markings and consider custom crates
If your shipment contains liquids, hazardous goods, or temperature sensitive products, notify your provider in advance. IFS can guide you through specialist packing and regulatory requirements.
Step 4. Book Your Shipment and Arrange Collection
Once the quote is approved and the goods are ready, you can schedule your shipment. Your logistics partner will arrange transport, book space with the carrier, and provide the necessary shipping labels and documentation.
At this stage, you can also arrange:
- Pickup from your warehouse or supplier
- Preferred transit times
- Customs pre clearance where possible
IFS coordinates these arrangements, ensuring your shipment moves into the network smoothly.
Step 5. Dispatch and Handover to the Carrier
Your shipment is now moving. At this stage, the goods are:
- Collected from your site or received at the warehouse
- Checked and confirmed against documentation
- Loaded onto the correct flight, vessel, or truck
- Registered in the tracking system
If any issues appear during the handover such as discrepancies in weight or dimensions, your provider will notify you immediately to avoid delays.
Step 6. Track Your Shipment in Transit
Once the goods are dispatched, real time visibility becomes essential. Tracking allows you to monitor progress, prepare your supply chain, and keep your customers informed.
Tracking typically includes:
- Confirmation of departure
- Scans at intermediate hubs and checkpoints
- Customs status updates
- Estimated arrival times
- Arrival notifications
IFS provides end to end tracking and proactive communication so you always know where your shipment is and what to expect next.
Step 7. Customs Clearance at Destination
When the shipment arrives at its destination country, it must be cleared through customs before it can be released for delivery. Correct paperwork, valuation, and classification are crucial at this stage.
Common checks include:
- Verification of invoice values
- Commodity classification
- Duties and tax calculations
- Inspection requirements
With IFS handling customs on your behalf, you avoid unnecessary delays, fines, or rejections.
Step 8. Final Delivery to the Consignee
After clearing customs, your shipment is forwarded to its final delivery location. Depending on the service selected, this may involve:
- Door to door delivery
- Delivery to a distribution centre
- Delivery to a freight hub or airport collection point
IFS coordinates the last mile process and confirms delivery with clear proof of delivery notifications.
Bringing It All Together
International shipping does not have to be complicated. With a clear process and the right logistics partner, you can manage quotes, documentation, packaging, dispatch, tracking, customs, and delivery with confidence.
IFS provides complete support across the international shipping cycle, allowing your business to focus on customers rather than navigating logistics challenges.