International Freight Forwarder Checklist for First-Time Shippers

First-time international shipping can feel deceptively simple until the first surprise hits: a missing document, an unexpected fee, a customs hold, or a cutoff you did not know existed. A good international freight forwarder helps you avoid those problems, but you will get the best results when you show up prepared.

This checklist is designed for first-time shippers who need a practical, end-to-end view of what to gather, decide, confirm, and track before cargo moves.

What an international freight forwarder actually does (and what you still own)

An international freight forwarder coordinates transportation across borders and modes (air, ocean, rail, trucking), organizes documentation, and often arranges customs brokerage, insurance, and warehousing. The forwarder is your logistics architect, but you remain responsible for accurate product data and truthful paperwork.

If you want a quick primer on roles and services, see Should I use a Freight Forwarder and what do they do?.

International Freight Forwarder Checklist (first-time shipper edition)

Use the checklist below in order. The early steps reduce quoting errors, and the later steps prevent costly delays.

1) Define your shipment basics (this is what your forwarder will ask for)

Before you request a quote, gather the facts that drive compliance, routing, and pricing.

What to collect	Why it matters	Common first-time mistake
Commodity description (plain language)	Helps determine handling and documentation	Using vague terms like “parts” or “samples”
HS code / HTS code (import) and Schedule B (export from U.S.)	Classification drives duties, admissibility, and filings	Guessing the code without validating
Value and currency	Duties, insurance, and customs valuation	Mismatch between invoice value and payment records
Quantity, packaging type	Space planning and warehouse handling	Not specifying pallets vs cartons vs crates
Dimensions and weight (per piece and totals)	Air “chargeable weight,” ocean rating, equipment choice	Only providing total weight, no dimensions
Pickup and delivery addresses (with hours and constraints)	Determines trucking accessorials and cutoffs	Forgetting liftgate needs or limited-access locations
Ready date and required delivery date	Mode selection and booking strategy	Planning production without factoring port/airport cutoffs
Special handling (hazmat, lithium batteries, temperature control, high value)	Safety, carrier acceptance, extra documentation	Disclosing hazmat only after booking

If you are shipping by air, confirm how pricing is calculated using How to Calculate Chargeable Weight for Air Freight Shipments.

2) Decide the service level and mode (air, ocean, or hybrid)

First-time shippers often choose based on headline transit time, then get surprised by total door-to-door timelines and fees. Your forwarder can help, but you should still pick the starting direction.

Option	Best for	Watch-outs for first-time shippers
Air freight	Urgent, high value, lighter cargo	Dimensional weight can outweigh scale weight, security screening and cutoffs are strict
Ocean freight (FCL)	Larger volume, steady replenishment	Drayage, chassis, free time, and port congestion can drive total timeline
Ocean freight (LCL)	Small shipments that do not fill a container	Consolidation and deconsolidation steps add handling time and fees
Sea-air (multimodal)	When you need a speed-cost compromise	Not ideal for standard full containers that cannot be repacked easily

Helpful deep dives:

• LCL basics and process: A Complete Guide to LCL (less-than-container) Shipping

• Hybrid routing: Sea-Air and Air-Sea Shipping

3) Lock in Incoterms (so you know who pays what, and who is responsible)

Many first-time shippers confuse “shipping terms” with “shipping method.” Incoterms determine cost and risk transfer between buyer and seller, and they affect who arranges freight, insurance, and customs.

At minimum, confirm:

• The exact Incoterm (for example, FCA, FOB, CIF, DAP, DDP)

• The named place/port (for example, “FCA Shenzhen” or “DAP Dallas, TX”)

• The Incoterms version (Incoterms 2020 is common)

SHIPIT has a thorough refresher here: INCOTERMS 2020 Explained. For official definitions, the International Chamber of Commerce (ICC) is the primary source.

4) Choose and vet your freight forwarder (quick credibility checks)

You do not need a 20-tab due diligence process, but you should confirm the forwarder can legally and operationally support your lane and cargo.

Use this practical screen:

• Experience with your mode (air vs ocean vs project cargo) and your commodity type

• Ability to support customs brokerage (directly or through a broker partner), plus clear handoffs

• Clear explanation of liability vs insurance (they are not the same)

• A realistic timeline that includes pre-carriage and final-mile, not just port-to-port

• Written quote scope and a single point of contact for escalation

For more depth on evaluating a provider, see 10 Tips On Choosing a Freight Forwarder.

5) Request a quote the right way (so it matches the shipment you actually have)

A quote is only as accurate as the assumptions behind it. Ask your forwarder to spell out scope, inclusions, and the “what if” fees.

Confirm these items in writing:

Quote element to confirm	Why it matters
Service scope (port-to-port vs door-to-door)	Door moves include pickup, delivery, and often extra handling fees
Origin and destination charges	Many surprises occur outside the ocean or air linehaul
Customs brokerage fees and government fees	Brokerage, entries, exams, and disbursements can be separate
Storage, demurrage, detention, per diem exposure	Time-sensitive fees can dwarf transport costs
Insurance option and insured value basis	Liability is limited, insurance is a separate decision
Cutoff times and required documents by date	A “booked” shipment can still miss sailing if docs are late

If you are unfamiliar with time-based port and equipment fees, review Demurrage, Detention and Per Diem.

6) Confirm customs roles: Importer of Record, Ultimate Consignee, and Power of Attorney

Customs compliance is where first shipments most often break. Two common issues are unclear “who is the importer” and missing authorization for filings.

In U.S. imports, clarify:

• Who is the Importer of Record (IOR)

• Who is the Ultimate Consignee

• Whether a customs bond is required and who provides it

If you are using Delivered Duty Paid (DDP) or the seller is acting as IOR, read DDP Shipments – Ultimate Consignee and Importer of Record.

For U.S. customs entry timing and forms, this overview helps: Difference between CBP Form 3461 and 7501.

7) Prepare the core document set (and make it internally consistent)

Your forwarder can guide formats, but you should own accuracy. Align product descriptions, quantities, values, and parties across all paperwork.

Common international shipping documents include:

• Commercial invoice

• Packing list

• Shipper’s Letter of Instruction (SLI) or booking instructions

• Transport document (bill of lading for ocean, air waybill for air)

• Export filing data (for example, EEI/AES in the U.S., when required)

• Certificates and permits as needed (origin, sanitary/phytosanitary, import licenses)

• Power of Attorney (often needed to authorize filings)

If you need a “what your forwarder needs to quote and clear customs” view, SHIPIT’s import guide is a good companion: How to Ship and Import Goods to the USA – 10 Questions.

8) Validate packaging, marking, and weights (operational readiness)

Packaging is not just protection. It affects how your cargo is accepted, loaded, measured, and inspected.

Check these before pickup:

• Cartons and pallets are strong enough for stacking and handling

• Clear shipping marks match your paperwork (shipper, consignee, PO, carton counts)

• Wood packaging meets rules (ISPM 15 is commonly required internationally)

• If shipping a full container, confirm how you will provide accurate gross weights

If you ship containers subject to SOLAS rules, understand the requirement to submit a Verified Gross Mass (VGM): VGM Declaration – Verified Gross Mass – SOLAS.

9) Screen for security and restricted party requirements (especially for air)

Air cargo can have additional shipper verification and screening requirements depending on routing and aircraft type. If you plan to ship regularly by air, ask your forwarder whether shipper verification programs apply and what lead time they need.

SHIPIT’s explainer is useful background: TSA's Known Shipper Program for Air Cargo.

10) Decide on cargo insurance (do not confuse it with carrier liability)

Carrier and forwarder liability is typically limited and may not reflect your cargo’s actual value. For first-time shipments, insurance is often the difference between a painful incident and a manageable one.

SHIPIT’s guide covers policy types, insured value, and claims basics: A Comprehensive Guide to Cargo Insurance.

11) Build a milestone plan (cutoffs, sailing, arrival, clearance, delivery)

First-time shippers often track only “departure” and “arrival,” but the shipment’s success is determined by smaller gates: document cutoffs, terminal receiving, customs release, and final-mile appointment.

Use this simple milestone tracker:

Milestone	You need to know	Why it matters
Booking confirmed	What is booked (service level, dates, equipment)	Prevents misunderstandings and rebook fees
Cargo ready and pickup scheduled	Pickup window, accessorials, who loads	Missed pickups can roll sailings or flights
Documentation submitted	Doc deadline and required data	Late docs can miss cutoffs
Departed origin	Vessel/flight details and reference numbers	Enables tracking and exception management
Arrived destination	ETA, terminal availability, last free day	Late planning drives storage and time fees
Customs release	Who is clearing, what is needed	A small document issue can stop delivery
Delivered	Proof of delivery and condition check	Critical for claims and supplier scorecards

12) Reconcile final costs and capture learnings (so shipment #2 is cheaper and smoother)

After delivery:

• Compare the final invoice to the quote assumptions (what changed and why)

• Document accessorials you could have avoided (liftgate, reweighs, storage, exams)

• Save the document set in a retrievable folder (many jurisdictions have recordkeeping requirements; in the U.S., customs recordkeeping is commonly five years, but confirm what applies to your situation)

Common first-time shipping mistakes to avoid

A few mistakes create outsized pain:

• Treating Incoterms as “someone else’s problem”

• Under-declaring or misclassifying cargo to “save duty” (high enforcement risk)

• Forgetting that LCL has consolidation steps (time and handling)

• Not planning for destination free time, delivery appointments, and equipment return

• Assuming cargo is insured because the carrier “takes responsibility”

Frequently Asked Questions

What information does an international freight forwarder need to quote my first shipment? Commodity description, dimensions and weights, packaging type, value, origin and destination addresses, Incoterms, ready date, and any special handling (hazmat, lithium batteries, temperature control).

Do I need a customs broker, or can my freight forwarder handle customs? Many forwarders can provide brokerage directly or coordinate with a broker partner. What matters is that the Importer of Record is clear, authorizations are in place, and filings are done on time.

Which Incoterm is best for first-time shippers? There is no universal best term, but first-timers often do better when responsibilities are explicit and controlled. Ask your forwarder to explain total cost and risk under the Incoterm you are considering.

Is ocean freight always cheaper than air freight? Often, yes on linehaul, but total landed cost depends on size, timing, inventory carrying cost, accessorials, and destination charges. A forwarder can model options when you provide accurate dimensions and deadlines.

Do I really need cargo insurance for a small shipment? Small shipments can still trigger big losses if damaged, lost, or delayed. Because carrier liability is limited, insurance is commonly the only way to cover full cargo value.

What is the biggest cause of customs delays for new shippers? Incomplete or inconsistent documents (invoice, packing list, classification, party details), unclear Importer of Record responsibilities, and missing required filings.

Ship your first international load with a forwarder that can cover the whole move

If you are preparing your first cross-border shipment and want a second set of eyes on mode selection, Incoterms, documentation, and risk, SHIPIT Logistics offers international freight forwarding, customs support, and warehousing solutions through a global network.

Get started at SHIPIT Logistics to discuss your lane, timeline, and cargo details and request a quote.