Faq What Information Do You Need From Me to Start Booking the Shipping Vessel?
Yuxuan
2026-01-20 14:59:40
To initiate the shipping booking process efficiently and ensure your vehicle is dispatched without delay, Yuxuan Company requires precise and complete information from you. Providing accurate details is crucial for creating the Bill of Lading (B/L)—the most important shipping document—and for ensuring smooth customs clearance and delivery at the destination. Please prepare the following information in English.
Mandatory Information for Shipping Booking
The following details are required before we can confirm space with the shipping line. Missing or incorrect information will cause significant delays.
| Information Category | Specific Details Required | Purpose & Importance | Format & Example |
|---|---|---|---|
| 1. Discharge (Destination) Port | The exact seaport where the vessel will unload the container or vehicle. | Determines the shipping route, cost, and transit time. Must be a valid, operational international port. | Full official name: e.g., "Port of Durban", "Jebel Ali Port (Dubai)", "Port of Santos". |
| 2. Final Vehicle Destination | The full address where the vehicle should be delivered after port clearance. | Used for inland logistics planning and by customs authorities. Essential for door-delivery services. | Complete address: e.g., "123 Business Street, Industrial Area, Lagos, Nigeria. Postal Code: 100001". |
| 3. Consignee (Legal Owner/Receiver) | The entity or person who has the legal right to take possession of the goods at the destination port. | This party is legally responsible for customs clearance and payment of import duties. Their name appears on the B/L. |
|
| 4. Notify Party | The party to be notified by the shipping line upon the vessel's arrival. | Ensures the responsible party is alerted to start the clearance process. Often the same as the Consignee. | Provide the same details as the Consignee, or specify a different company/agent. Must include a contact phone number and email. |
| 5. DHL / Courier Delivery Address | A reliable postal address for sending the original shipping documents (Bill of Lading, Invoice, etc.). | The original B/L is required to take delivery of the vehicle from the port. DHL is our standard, reliable courier. | Full courier address: Include recipient name, company (if applicable), street address, city, state/province, postal code, country, and a direct phone number for the recipient. |
Detailed Breakdown and Special Instructions
To avoid common errors, please pay close attention to these specifics for each category:
- Discharge Port:
- Confirm the correct port name with your local agent or freight forwarder. For landlocked countries (e.g., Uganda, Zambia), specify the port of entry (e.g., Mombasa, Kenya for Uganda; Dar es Salaam, Tanzania for Zambia).
- Do not provide a city name alone (e.g., "Lagos" instead of "Lagos/Apapa Port").
- Consignee vs. Notify Party:
- Standard: If you (the buyer) will clear customs, provide your details for both Consignee and Notify Party.
- Using a Local Agent: If a clearing agent will handle the process, the Consignee should often still be YOU (the legal owner), and the Notify Party can be your agent's details. Consult your agent for the correct legal structure.
- DHL Document Address:
- This must be a location where someone can sign for the parcel. A P.O. Box is not acceptable for DHL.
- Provide the fastest possible address. Delays in receiving documents delay your ability to clear the vehicle.
Additional Recommended Information
While not always mandatory upfront, providing the following will streamline the entire process:
- Local Customs Broker/Agent Contact: Their company name, contact person, email, and phone number. This allows us to coordinate pre-alerts if needed.
- Tax Identification Number (TIN/VAT Number): Of the Consignee company. Often needed for the commercial invoice and destination customs.
- Special Instructions: Any specific requirements for the Bill of Lading (e.g., showing the chassis number in the description) or known local import regulations.
The Booking Process Timeline
Once we have all the information, here is what happens:
- Day 1: We receive your complete shipping instructions and payment balance.
- Day 1-2: We book space on the next available vessel with the shipping line and receive a provisional booking confirmation.
- Day 2-3: We provide you with the Booking Note containing the vessel name, voyage number, and Estimated Time of Departure (ETD).
- Day 3-5: Your vehicle is transported to the load port, customs cleared for export, and loaded onto the vessel.
- After Departure: We send you a copy of the Draft Bill of Lading for your final verification of all details. Upon your approval, we issue the originals.
- Document Dispatch: The complete set of original shipping documents is sent via DHL to the address you provided. The tracking number is shared with you.
Common Mistakes to Avoid
- Incomplete Addresses: Omitting postal codes, phone numbers, or company registration numbers.
- Name Discrepancies: The Consignee name must exactly match the name on the import license/business registration.
- Using Incorrect Ports: Choosing a port that does not handle automotive cargo or is not served by direct shipping lines, leading to transshipment and extra costs/delays.
- Late Information: Sending shipping instructions after payment delays the entire process. Please provide them as soon as you confirm the order.
Action Request: To expedite your shipment, please compile the above information in a single email and send it to your Yuxuan sales manager immediately after confirming your order and making the payment. We are ready to act swiftly once we have all the correct details.