Ocean Shipment Checklist: Cutoffs, Docs, and Common Holds

Every delayed container usually has a paper trail behind it: a missed cutoff, an incomplete instruction set, a weight that does not match, or a compliance filing that did not happen on time. The good news is that most “surprise” delays in an ocean shipment are preventable if you plan backwards from the vessel and treat documentation like a critical path item, not an afterthought.

This checklist is designed for importers, exporters, BCOs, freight forwarders, and logistics managers who want a clean handoff from factory to vessel, then from port to final delivery, without last-minute rollovers, holds, or avoidable fees.

1) Know the cutoffs that control your ocean shipment

People often say “the cutoff” as if there is only one. In reality, you are navigating multiple cutoffs owned by different parties (carrier, terminal, warehouse/CFS, and compliance systems). Missing any one of them can roll your cargo to the next sailing.

Here are the cutoffs that most frequently impact execution.

Cutoff type	Applies to	What it is	Common consequence if missed
ERD (earliest return / earliest receiving date)	FCL	First day the terminal will accept the loaded export container	Container turned away or forced to wait off-terminal
CY (container yard) / gate-in cutoff	FCL	Last time the terminal will accept the loaded container for that vessel	Cargo misses vessel and rolls to next sailing
CFS receiving cutoff	LCL	Last time the consolidator/CFS will accept cargo to build the container	Rolls to next consolidation cycle/sailing
SI cutoff (shipping instructions)	FCL + LCL	Deadline to submit bill of lading instructions to the carrier/NVOCC	BL delays, documentation hold, potential rollover
VGM cutoff (Verified Gross Mass)	FCL (and some LCL scenarios)	Deadline to transmit container gross weight per SOLAS rules	Terminal or carrier can reject loading without VGM
Dangerous goods cutoff	DG/HAZ	Deadline for DG documents and approvals	Cargo rejected, held for compliance review
Customs/security filing deadline	Import	Pre-loading data requirements by country (example: US ISF)	Customs hold, exams, or penalties
Rail/intermodal cutoff	Import	Deadline to pick up for rail moves (inland point intermodal)	Missed rail, storage, longer transit

If you ship through the United States (imports or exports), you will also deal with security and compliance rules that sit outside the carrier’s calendar. For example, US importers must file ISF (Importer Security Filing) in advance of loading (see CBP guidance on Importer Security Filing (ISF)).

2) Backward-plan timeline (a practical cadence)

Cutoffs vary by carrier, port, and service string, but the planning rhythm below keeps most teams out of trouble.

4 to 6 weeks before ETD (or as early as possible in peak season)

• Confirm Incoterms, roles, and who is filing what (export filing, import filing, insurance, inland trucking).

• Validate commodity details (HS/HTS, description, value, DG status, battery details if applicable).

• Lock the shipment “fact pattern” your forwarder and broker need: shipper/consignee, pickup address, delivery address, cargo ready date, cargo dimensions/weights, and required equipment.

• For project, overweight, or out-of-gauge shipments, start earlier. Permits, route surveys, and special equipment can dictate the sailing.

2 to 3 weeks before ETD

• Book ocean freight (FCL or LCL) and confirm the target vessel/voyage.

• Confirm equipment plan: container type, chassis requirements (where applicable), and any special stowage.

• Align drayage: pickup appointment windows, terminal requirements, and driver instructions.

7 days before ETD

• Finalize the commercial document pack (invoice, packing list, certificates).

• Draft shipping instructions (SI) early, do not wait for the last day.

• Verify packaging compliance (marks and numbers, carton counts, pallet counts, ISPM 15 for wood packaging when required).

3 days before ETD (typical “danger zone”)

• Container loading complete (FCL), cargo delivered to CFS (LCL).

• Confirm VGM method, scale plan, and transmission path.

• Resolve any “soft holds” early (credit holds, missing tax IDs, missing POA, unclear consignee).

24 hours before key cutoffs

• Reconfirm CY gate hours, terminal appointment rules, and last free time to avoid sitting loaded off-terminal.

• Reconfirm SI accuracy (names, addresses, notify party, marks, piece count, weights, commodity description).

• Reconfirm compliance filings and required reference numbers.

3) Ocean shipment document checklist (what to prepare and why it matters)

Documentation failures cause some of the most expensive delays because they trigger holds that cannot be solved by “expediting” a truck. The goal is to create one consistent set of truth across invoice, packing list, SI, and customs filings.

Core commercial documents (almost always required)

Document	Who usually provides it	Why it matters
Commercial invoice	Seller/exporter	Customs valuation, duties/taxes, admissibility, sanctions screening
Packing list	Seller/exporter	Exam handling, CFS build (LCL), warehouse receiving, shortage claims
Purchase order / sales contract (supporting)	Buyer/importer	Useful for disputes, compliance audits, and broker review
Certificate of origin (when required)	Seller/exporter (or chamber)	Preferential duty programs, destination requirements

Ocean-transport documents and filings

• Booking confirmation (from carrier or NVOCC): Your execution blueprint, including equipment, cutoffs, and routing.

• Shipping Instructions (SI): Drives the bill of lading. Treat SI like a legal document.

• Verified Gross Mass (VGM): Required for packed containers under SOLAS. IMO background is summarized at IMO SOLAS VGM.

• Bill of Lading (BL): Issued after sailing (or after documentation acceptance, depending on arrangement). Errors can block release.

• Cargo insurance certificate (if insured): Helps speed claims and internal risk reporting.

Compliance and “special case” documents (shipper-specific)

• Export filing authorization / power of attorney (when you authorize a forwarder to file on your behalf).

• Export filing data (US exports: AES/EEI may apply depending on value, destination, and rules).

• Dangerous goods declaration (if DG/HAZ): Must match packing, labeling, and vessel acceptance rules.

• ISPM 15 statement for regulated wood packaging: Missing or incorrect treatment marks can trigger holds or rework.

• Import security filings (country-specific): For the US, ensure ISF is filed correctly and on time.

Document quality controls that prevent holds

Use these quick checks before you submit SI and compliance data:

• Consistent party names and addresses across invoice, packing list, SI, and customs entry.

• Consistent totals (piece count, gross weight, net weight, volume) across documents.

• Clear commodity descriptions (avoid vague terms like “parts” or “accessories” without qualifiers).

• Correct Incoterm and named place (example: FOB Shanghai, CIF Long Beach). Small wording differences can change who is responsible for charges and risk.

4) FCL vs LCL: checklist differences that affect cutoffs and holds

Cutoffs and holds often look different depending on whether you ship full container load (FCL) or less-than-container load (LCL).

FCL (full container)

FCL risk concentrates around equipment and terminal timelines:

• Empty container pickup timing and location

• Container loading completion and seal control

• VGM transmission by the required cutoff

• CY gate-in cutoff and appointment rules

• Chassis availability (lane and port dependent)

LCL (less-than-container)

LCL risk concentrates around warehouse/CFS processes:

• CFS receiving cutoff (often earlier than CY cutoff)

• Labeling and piece-level accuracy

• Carton/pallet counts matching the HBL/MBL instructions

• Consolidation schedules and deconsolidation timing at destination

If you regularly ship LCL, you will get leverage by standardizing carton labeling, marks and numbers, and a packing list format that CFS teams can receive without email back-and-forth.

5) Common ocean shipment holds (and how to prevent them)

“Holds” are not all the same. Some are carrier holds, some are terminal holds, and some are government holds. The fastest way to resolve any hold is to identify the owner, then provide the exact evidence they require.

Documentation hold (SI, BL, or mismatch)

What it looks like: BL not released, status shows “doc hold,” or destination cannot release without corrected instructions.

Typical causes:

• SI submitted late or incomplete

• Shipper/consignee name mismatch versus compliance filings

• Piece count or weight mismatch between SI and packing list

• Missing tax identifiers (destination dependent)

Prevention: Submit SI early and run a “four-corners check” (invoice, packing list, SI, and booking) for consistency.

VGM hold

What it looks like: Terminal or carrier rejects loading without verified gross mass.

Typical causes:

• VGM not transmitted by cutoff

• VGM submitted but does not match the terminal system or container number

• Weight discrepancies that trigger reweighs

Prevention: Decide your VGM method (weigh packed container or calculate cargo plus tare), confirm who transmits VGM, and confirm transmission receipts.

Customs/security hold (import)

What it looks like: “Customs hold,” “do not load,” intensified exam risk, or release delays on arrival.

Typical causes:

• Late or inaccurate security filing (example: ISF for US imports)

• Commodity description too vague

• Missing importer of record details, bond issues, or compliance flags

Prevention: File early, use precise descriptions, and ensure broker has the correct importer information and bond status.

Terminal/port operational hold

What it looks like: Container sits at terminal with “line hold,” “exam,” “appointment required,” or cannot gate out.

Typical causes:

• Exam selection (random or risk-based)

• Outstanding fees or paperwork needed to release

• No chassis or appointment window constraints

Prevention: Build realistic pickup plans around port conditions, confirm free time, and ensure drayage can secure appointments.

Carrier credit/payment hold

What it looks like: Release not granted until charges are paid, or freight is placed “on hold” internally.

Typical causes:

• Unpaid freight, destination charges, or past-due invoices

• Credit terms not established for a new shipper

Prevention: Confirm payment terms before sailing, especially for new vendor setups or one-off shipments.

6) A single-page “send this to your forwarder” checklist

If you want fewer clarifying emails and fewer late surprises, send a complete shipment brief at the start. This is the simplest operational discipline that reduces cutoffs risk.

• Shipper (legal name, address, contact)

• Consignee (legal name, address, contact)

• Notify party (if any)

• Incoterm and named place

• Commodity description, HS/HTS code if available, DG status

• Cargo ready date and pickup hours

• Packaging type (cartons, pallets, crates), piece count

• Dimensions and weight (per piece and totals)

• Service needed (port-to-port, door-to-door, DAP/DDP strategy if applicable)

• Destination delivery requirements (appointment, liftgate, inside delivery, limited access)

• Insurance preference and declared value approach

This “fact pattern” discipline aligns with what experienced forwarders use internally to plan routes, capacity, and deadlines, and it reduces the odds of a late correction that causes a hold.

7) Cutoff tracking: make the process harder to break

Even strong teams miss cutoffs when information is scattered across PDFs, emails, and portals. A lightweight operations upgrade is to create one cutoff tracker that pulls:

• Booking cutoffs (CY, SI, VGM)

• Cargo ready date and pickup plan

• Milestone timestamps (gate-in, loaded-on-board, arrival, availability)

• Exception log (holds, rollovers, exams)

If you want to go further, many shippers now automate milestone chasing and document validation (for example, flagging mismatched weights between packing list and SI before submission). That kind of workflow is often a good fit for an AI audits and automation team that can integrate your existing tools and reduce manual rework without forcing a full systems replacement.

8) What to do when you will miss a cutoff (an escalation playbook)

When you see the miss coming, you still have options, but they depend on timing and ownership.

If you will miss CY gate-in cutoff (FCL)

• Ask whether the carrier can roll the booking to the next sailing without rebooking penalties.

• Confirm whether drayage should still deliver (some terminals may accept for later vessels, others will not).

• If the container is already mounted and loaded, confirm where it should wait to avoid storage and congestion.

If you will miss SI or VGM cutoff

• Submit the best-available SI and clearly mark “final to follow” only if your provider accepts that process.

• Transmit VGM as soon as you have a valid weight and confirm the terminal system received it.

If a compliance filing is at risk

• Escalate to your broker/forwarder immediately and document the corrective action.

• Prepare supporting documents that resolve data uncertainty (final invoice, correct party details, accurate commodity descriptions).

The key is to escalate before the system becomes binary (example: vessel closed, terminal not accepting, or government filing window missed).

9) Where SHIPIT Logistics typically fits in the checklist

For many teams, the checklist above becomes manageable when there is clear ownership across the full move: ocean transport plus the handoffs (pickup, drayage, warehousing/CFS, and delivery). SHIPIT Logistics provides ocean freight forwarding support for both FCL and LCL, along with connected services such as container drayage, pickup and delivery, transloading, warehousing and fulfillment, and cargo insurance options.

If you want this checklist turned into an operating cadence for your lanes (with defined owners for each cutoff and document), you can coordinate an ocean shipment plan with SHIPIT at SHIPIT Logistics.