Shipping goods across borders is a complex process where even minor mistakes can have big consequences—delayed deliveries, extra costs, or worse, damaged products. Whether you’re managing multiple suppliers or juggling international regulations, ensuring smooth delivery requires attention to detail at every step.
This article explores common shipping issues, practical tips to avoid them, and how strategic outsourcing can help streamline your supply chain, save time, and reduce risks.
1. Inaccurate or Incomplete Documentation
Documentation errors are a leading cause of shipment delays, customs rejections, and unexpected fines. Essential documents like invoices, bills of lading, packing lists, and customs declarations must be filled out accurately.
Key Issues:
Mismatched product descriptions or quantities.
Incorrect tariff codes lead to miscalculated duties.
Missing certifications or compliance documents for regulated products.
How to Avoid It:
Implement a robust document review process before shipping.
Use digital platforms to standardize and automate documentation tasks.
Stay updated on the import/export regulations of your target market.
For example, exporters to the EU must now prepare for regulations like the European Union Deforestation Regulation (EUDR), which requires proof of sustainable sourcing for certain materials.
2. Improper Packaging Practices
Packaging not only protects goods during transit but also ensures they comply with the shipping carrier’s requirements. Substandard or inappropriate packaging increases the risk of damaged goods, which can harm a company’s reputation.
Common Problems:
Fragile items shipped without adequate cushioning.
Overpacking leads to unnecessary weight and cost increases.
Using materials that are non-compliant with environmental regulations.
Best Practices:
Match packaging materials to product requirements (e.g., bubble wrap or foam for fragile goods, reinforced cartons for heavy items).
For international shipments, ensure packaging complies with ISPM-15 standards if wooden crates are used.
Consider using eco-friendly alternatives, such as recyclable or biodegradable packaging.
Proper packaging is critical for industries like furniture, home décor, tableware, etc, where aesthetics and product integrity are paramount.
3. Incorrect Labeling
Labels are the instructions that guide shipments to their destinations. Errors such as illegible, misplaced, or incomplete labels can lead to misrouted packages or even lost shipments.
Common Labeling Errors:
Missing or incorrect recipient information.
Failing to include handling instructions, such as “Fragile” or “Keep Upright.”
Non-compliance with international labeling standards, such as GS1 barcodes.
How to Ensure Accurate Labels:
Regularly calibrate printers to avoid smudging or fading.
Use tamper-proof labels for high-value goods.
Cross-check labels against order information before dispatch.
Modern labeling systems integrated with inventory management software can streamline this process, reducing human error.
4. Choosing the Wrong Shipping Provider
Selecting a shipping provider is not a one-size-fits-all decision. Choosing the wrong carrier for specific shipments can result in longer transit times, higher costs, or inadequate handling.
Considerations When Choosing a Provider:
Capabilities: Does the provider specialize in domestic, international, or multimodal shipping?
Reliability: What is their on-time delivery record?
Value-Added Services: Do they offer temperature control, real-time tracking, or customs brokerage?
Solutions:
Assess providers based on shipment size, weight, and urgency.
Compare service reviews and request performance data from carriers.
Build contingency plans with secondary carriers to address potential disruptions.
5. Communication Gaps with Suppliers
A lack of clear communication with suppliers can cause confusion about shipment readiness, quantities, and timelines. This issue is especially critical when dealing with international suppliers who may face language or time zone barriers.
How to Address Communication Gaps:
Establish regular check-ins using collaboration tools.
Share detailed order specifications, including packaging and labeling instructions.
Use project management systems to track progress and flag potential delays early.
Effective communication ensures that all parties in the supply chain are aligned, minimizing disruptions.
6. Ignoring Sustainability in Shipping
Sustainability is no longer just a trend—it’s a requirement for businesses committed to environmental responsibility. However, many companies overlook sustainable shipping practices, which can lead to increased carbon footprints and customer dissatisfaction.
Sustainable Shipping Practices:
Use lightweight and recyclable materials to reduce shipping weight and waste.
Consolidate shipments to minimize the number of trips required.
Partner with carriers offering carbon-neutral or eco-friendly shipping options.
For instance, some logistics companies now offer services that offset carbon emissions through renewable energy investments or tree-planting initiatives.
7. The Role of Procurement Outsourcing in Shipping Success
Shipment issues often stem from deeper inefficiencies within the supply chain during the procurement phase, such as inconsistent supplier management, poor documentation, or inadequate packaging. Procurement outsourcing provides an effective solution by addressing these challenges holistically and minimizing risks at every stage of the process:
Supplier Management: Outsourcing partners vet and monitor suppliers to ensure compliance with shipping, packaging, and labeling requirements, reducing delays and risks.
Streamlined Documentation: Experts handle critical paperwork, ensuring accuracy and compliance with international regulations to avoid customs issues.
Tailored Packaging Solutions: They design customized packaging guideline by category to protect goods, meet regulatory standards, and optimize shipping costs, ensuring safe delivery.
Labeling Accuracy: Procurement teams create compliant product labels, mitigating misrouting or customs challenges.
If you'd like to explore how these services can benefit your business, schedule a free consultation today—available for a limited time!
Avoiding shipment mistakes requires attention to detail, effective supplier communication, and strategic planning. By recognizing these common pitfalls and implementing proactive solutions, businesses can achieve smoother deliveries, lower costs, and higher customer satisfaction.
For companies seeking expert support, procurement outsourcing offers a comprehensive solution to streamline operations and minimize risks, enabling businesses to focus on growth rather than logistics challenges.
Contact us today to learn more about our procurement outsourcing services and how we can help your business efficiently source high-quality products across Asia.
Learn more about our Procurement Outsourcing Services.
Explore our service list and book now for our Free Consultation
Check out our LinkedIn.