How far in advance should I book a container?

Standard: 7–14 days before ETD. During peak season (July–October for Asia routes): 2–4 weeks. For special equipment (reefer, flat rack, open top): 2–3 weeks minimum as these are limited in supply.

Can I cancel a booking without penalty?

Most carriers allow free cancellation up to a certain point (typically 3–5 days before ETD). After that, you may face no-show fees ($100–500 per container). Check your carrier's cancellation policy at booking time.

What's the difference between booking through INTTRA vs the carrier's own portal?

INTTRA is a neutral platform that connects to multiple carriers — useful if you work with many lines. Carrier portals sometimes offer more features (rate quotes, equipment tracking). Most large forwarders use both.

Do I need a separate booking for each container?

Not usually. Most carriers allow multiple containers on a single booking if they're the same container type, same shipper/consignee, and same vessel. Different container types or different shippers need separate bookings.

What happens if the carrier rolls my booking?

If the carrier rolls your cargo (not due to your missed cut-off), they typically rebook you on the next available vessel at the same rate. You may be able to negotiate compensation for storage costs. Document everything.

Can I book space without knowing the exact cargo weight?

Yes, you can provide estimated weights at booking and update with actuals in the SI. However, significant weight differences (especially overweight containers) can cause problems at the terminal.

How do I handle bookings for dangerous goods?

DG bookings require additional information: UN number, proper shipping name, class/division, packing group, and a DG declaration. Submit these with the booking request — not at SI time. DG space on vessels is limited and must be reserved in advance.

What's a booking validity period?

The window during which you can use the booking. Typically 7–14 days from the confirmed ETD. If you don't ship within this window, the booking expires and you need to rebook — potentially at different rates.

Carrier Ops

Container Booking Process

The complete booking workflow from rate inquiry to vessel loading. Every step, every document, and every deadline a forwarder needs to manage.

Steps in Process

7–14 Days

Avg Booking Lead Time

Late SI

Most Common Error

The 8-Step Booking Process

From the moment your client sends a shipping request to the container being loaded on the vessel.

Rate Inquiry & Quotation

Request rates from your carrier contacts or check contract rates. Include: origin/destination ports, commodity, container type/size, cargo weight, and desired ETD. Compare all-in costs including surcharges — base rate alone is meaningless.

Always request validity dates. Carrier rates can change weekly during volatile markets.

Booking Request Submission

Submit the booking request through the carrier's portal (INTTRA, CargoSmart, or carrier website). Include: shipper/consignee details, commodity description with HS code, container type, requested ETD/ETA, special requirements (DG, reefer temp, OOG dims).

Double-check the commodity code — wrong HS codes cause customs holds at destination.

Booking Confirmation

Carrier confirms the booking with a booking number, allocated space, vessel/voyage, and cut-off dates. Review carefully: confirm vessel name, ETD, container type, and all cut-off deadlines (SI, VGM, gate closing).

Save cut-off dates to your calendar immediately. These are non-negotiable deadlines.

Empty Container Pick-Up

Arrange trucking to pick up the empty container from the carrier's depot. You'll need the booking number and a release reference. Check container condition on pick-up — damage, holes, or odors can destroy cargo.

Inspect container doors, floor, walls, and ceiling. Take photos of the container number and CSC plate.

Cargo Stuffing & VGM

Load the cargo into the container at the shipper's warehouse or CFS. Weigh the full container immediately after stuffing for VGM (SOLAS requirement). Submit VGM to the carrier before the VGM cut-off.

Plan your load before stuffing. Use Hansatic's load planner to optimize space utilization and weight distribution.

Shipping Instructions (SI) Submission

Submit final shipping instructions to the carrier before the SI cut-off. This includes: BL type, consignee details, notify party, cargo description, marks & numbers, and any letter of credit requirements.

Submit preliminary SI early and amend later. Waiting until the deadline is the #1 cause of BL errors.

Container Delivery to Terminal

Truck delivers the loaded container to the port terminal before gate closing. Ensure customs clearance is completed before delivery. The terminal issues an equipment interchange receipt (EIR) confirming receipt.

Target delivery 24+ hours before gate closing. Terminal congestion and truck queues are unpredictable.

Bill of Lading Issuance

After vessel departure, the carrier issues the draft BL based on your SI. Review every field: consignee, notify party, description, weights, container numbers. Request corrections before the BL is finalized.

Check the draft BL against the letter of credit terms if applicable. One mismatched word can hold up payment.

Required Documents at Each Stage

The paperwork you need to have ready at every step of the booking process.

At Booking

Cargo details (commodity, weight, dimensions), HS code, shipper/consignee info, any special handling requirements

Before Stuffing

Packing list, commercial invoice, customs export declaration, DG declaration (if applicable), fumigation certificate (if applicable)

Before Gate Closing

VGM certificate, customs clearance, container weight ticket, any port-specific permits

Before SI Cut-Off

Complete shipping instructions, BL instructions, letter of credit copy (if LC shipment), any carrier-specific forms

After Vessel Departure

Draft BL for review, cargo insurance certificate, certificate of origin, any destination-country certificates

Booking Mistakes That Cost Money

Every one of these happens regularly. Don't let them happen to you.

Wrong container type booked

Rate difference + rebooking fee

Booking a standard 20ft when cargo needs a high cube, or a dry container when it needs reefer. Changing container type after booking often means re-booking from scratch with new rates.

Commodity mismatch on booking vs actual

$500–2,000 + cargo roll

Booking says 'general cargo' but container has DG goods or high-value electronics. Carrier can refuse the shipment at the terminal if cargo doesn't match the booking.

Ignoring equipment availability

1–3 day delay for equipment repositioning

Booking confirmed doesn't guarantee equipment. During peak season, empty containers may not be available at your depot. Check equipment availability before confirming to your client.

Not checking vessel transshipment

5–10 extra transit days

Direct service booked but carrier puts you on a transshipment routing. Transit time doubles, and cargo handling increases damage risk. Confirm routing at booking time.

Missing amendment deadline

$50–200 per amendment

Need to change consignee or cargo details after SI submission. Most carriers have an amendment cut-off — miss it and the BL prints with wrong information. Amendments after BL issuance cost $50–200 each.

Frequently Asked Questions

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