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Home » Shipping Solutions » How to Operate Export Cargo Agency? How to Avoid Pitfalls? These 8 Questions Must Be Clarified!

What is the basic operation process of export cargo agency?

Standard freight forwarding operations include 6 key steps:

Demand Confirmation: Clarify cargo characteristics (dimensions/weight/HS code), transportation method, and trade terms
Solution Quotation: IncludeMaritime Transportation: Comprehensive quotation including ocean freight + surcharges + customs clearance fees + document fees
Booking Operation: Obtain shipping order (SO) from the shipping company and arrange container allocation
Customs Declaration: Verify compliance of 13 documents including customs declarationIt is recommended to verify through the following methods:: Provide shipping schedule updates and real-time customs inspection feedback
Goods TrackingSettlement & Delivery
: Issue original bill of lading or telex release, complete fee settlementHow to evaluate the professionalism of a freight forwarding company?

: Check NVOCC certificate (Non-Vessel Operating Common Carrier qualification) and FIATA membership

Qualification VerificationRoute Coverage
: Whether main routes include your target markets (such as 2025 RCEP country routes): Whether providing EDI data exchange and visual tracking systems
: Whether it supports direct connection and declaration with the Electronic Tax Bureau: Request operation records of similar cargo (especially focusing on special cargo like dangerous goods/cold chain)
Case studyWhat hidden costs are included in freight forwarding fees?

Peak Season Surcharge (PSS)

: Shipping companies generally impose in Q2/Q4 2025: Shipping companies generally impose surcharges in Q2/Q4 2025
Port Congestion Surcharge (CGS): Current collection standards at Rotterdam and Los Angeles ports reach $350/TEU
Low Sulfur Fuel Surcharge (LSS): May increase to $120/container according to IMO2025 new regulations

Illustrated through a real 2024 case from an enterprise:

Event Details: Shanghai to Hamburg cargo delayed by 23 days
Liability Determination:
- Freight forwarder failed to timely notify voyage changes – Liable for penalty
- Port strike at destination constitutes force majeure – No liability
Handling results: Received compensation of 30% of ocean freight + warehouse fee reduction

Three key new policies requiring attention:

EU CBAM Carbon Tariff: Steel cargoes require supply chain carbon emission reports
U.S. UFLPA Act: Xinjiang cotton products transportation requires additional inspection certificates
RCEP rules of origin: ASEAN country goods enjoying tariff reductions must comply with regional value content standards

Recommended five safeguard measures:

PurchaseAll Risk marine insurance(Rate approximately 0.15% of cargo value)
Require freight forwarder to provideComplete temperature records(For refrigerated cargo)
SignDemurrage fee capping agreement(Typically limited to $200/day)
For important cargo chooseDirect signing with liner companies(Not through NVOCC agents)
Regular audits of freight forwardersISO28000 supply chain security certificationValidity

Three operational differences from traditional:foreign tradeCustoms clearance mode

: Must use 9610/9710 cross-border e-commerce supervision codes: Requires overseas warehouse appointment system integration (e.g. Amazon FBA)
Final Mile DeliveryReturn processing
: Agree in advance on return labeling and return freight cost sharing ratioHow to establish long-term cooperation with freight forwarders?

It is recommended to implement 4 mechanisms:

EstablishQuarterly KPI assessment(On-time rate ≥95%, Error rate ≤0.3%)
implementationFreight rate linkage mechanism(Adjust base rates with reference to SCFI index)
Carry outCustoms compliance training(At least 2 policy interpretation sessions annually)
SharedSupply chain data dashboard(Visualized inventory turnover and logistics timeliness)