Shipping Freight Internationally: Common Mistakes and How to Avoid Them. 

Expanding into international markets is exciting — but shipping freight across borders comes with its own set of rules, risks, and red tape. From documentation errors to miscommunication with customs, even experienced businesses can fall into common traps.

Here’s a breakdown of the most frequent mistakes we see (and how to avoid them) when shipping freight internationally:

1. Incomplete or Incorrect Documentation

Documentation is the lifeblood of international shipping. If anything is missing or incorrect, your shipment can be delayed, held at customs, or even sent back.

Common errors include:

• Missing commercial invoices
• Inaccurate descriptions or declared values
• Incorrect harmonized tariff codes (HTS)
• Not including certificates of origin when required

Pro tip: Work with a freight forwarder who knows the paperwork requirements for each country and can double-check everything before departure.

2. Misunderstanding Incoterms

Incoterms (International Commercial Terms) define who’s responsible for what — from transportation to insurance to customs clearance.

Mistake: Assuming your buyer or supplier is covering certain responsibilities without confirming.

Fix: Clearly agree on Incoterms (like FOB, DDP, or EXW) in writing with all parties involved to avoid surprise costs or missed handoffs.

3. Underestimating Transit Time

Shipping internationally isn’t just about mileage — you need to factor in customs clearance, port congestion, holidays, and delays.

Mistake: Planning a tight timeline without buffer days.

Fix: Always build in extra time for unexpected delays, and communicate realistic delivery windows to your customer or event team.

4. Improper Packaging

What works for domestic freight might not survive international transit. Freight often travels long distances, passes through multiple handlers, and may be exposed to varying conditions.

Mistake: Not using approved treated lumber, using light packaging, or failing to properly secure your goods.

Fix: Use durable materials, follow international labeling standards, and make sure your packaging is compliant with regulations (e.g., ISPM 15 for wood packaging).

5. Ignoring Country-Specific Regulations

Every country has its own import restrictions, documentation standards, and tax requirements.

Mistake: Assuming what works in one market applies to another.

Fix: Research local import laws or partner with a logistics provider who already knows them. This helps avoid delays, fines, or confiscated shipments.

6. Skipping Cargo Insurance

Many businesses assume the carrier’s liability will cover any damages — but that protection is often limited and doesn’t fully cover loss, theft, or delays.

Mistake: Declining or forgetting to purchase cargo insurance.

Fix: Always insure your international shipments, especially when shipping high-value or time-sensitive freight.

7. Poor Communication with Partners

Shipping freight internationally involves multiple players — carriers, freight forwarders, customs brokers, warehouses, and your own team.

Mistake: Not keeping all parties aligned on timelines, requirements, and responsibilities.

Fix: Set up proactive communication and centralized tracking with your logistics provider. Visibility reduces stress and keeps everyone on the same page.

Final Thoughts

Shipping freight internationally can open incredible opportunities — but only when it’s handled correctly. The key is preparation, precision, and partnering with people who know the landscape.

At Ark Transportation, we help companies move freight across borders with confidence, not confusion. From documentation to customs clearance to delivery, we make sure your shipment gets where it needs to go, without costly surprises.

Ready to Ship Smarter?

Let’s talk about how we can help streamline your international logistics and eliminate the guesswork.

📩 Contact us today to get started.