Detailed Process Of Exporting Goods By Road 2024

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1. Step 1: Discuss and sign the agreement

This is the first and most crucial stage in the process of exporting goods by road that any business that exports goods by road must take. The rights, interests, and financial gains of connected parties will be directly impacted by the process of contract negotiation and execution. Both parties must negotiate terms and expenses before signing a contract. The following terms should normally be stated in the contract in clear and concise language: type/group of goods, delivery time, delivery conditions, each party's duties, etc. The basis for the items is the signed contract to be sent overseas by road transport.

2. Step 2: Apply for an import-export license

If the products need an import-export license in order to be exported by road, the order owner must complete this step with the appropriate authorities. Goods that possess an import-export license in compliance with rules may be imported and exported, as per Decree 187 and several other relevant legislation.

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3. Step 3: Get ready to import and ship products

The company must get ready and gather the goods in accordance with the declared quantity once the shipment has all the required paperwork. Orders that are high in volume, quantity, or value in particular need to be carefully prepared. By being prepared, both parties can avoid mistakes and contract violations. In particular, the following specifications shall be followed in this step when preparing the goods:

3.1 Laws governing product packaging

The proper packaging of an enterprise's products is very significant. Different packaging standards will apply to different sorts of commodities or groups of goods in order to identify and preserve that particular batch of goods. The following will be the precise specifications for the packing process:

• Box/Case packaging: When exporting commodities via road and transportation, high-value or perishable things must be carefully handled.
• Packing the Bag: To prevent damage, the majority of products in the chemical and agricultural industries are packaged in bags. When chemical products are packaged, air cannot react with them, preventing chemical reaction-related issues.
• Vacuum-pressing goods that can be compressed tightly without compromising their quality or characteristics is known as packing the bale component (bale/packaging). Using this strategy when moving helps conserve space.
• Packaging for the Barrel/Drum section: Containers will be used to pack transported goods, such as liquids, powders, and other unique materials. This facilitates the process of exporting products by road by preventing liquids from spilling or becoming dispersed.

3.2 Exclusivity

In certain circumstances, goods may be packaged in ways other than those specified in the guidelines for exporting products via road. Products packaged in direct or clear packaging are two examples. Meeting the item's unique specifications and standards as outlined in the international import and export procedure is the goal of packaging.

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3.3 Give commodity codes

The goods must be given a code in order for the preparation phase of the export process to go correctly. Product code meanings aid in identifying and differentiating the kind of exported goods. To avoid confusion during import-export procedures and cargo delivery, each type of items will have a unique code. Product codes typically consist of one or more words, digits, or both.

4. Step 4: Examine the products' quality

Before products can be shipped, every company is required to inspect the shipment for quality. Before delivering to the partner unit, this is done to make sure the quantity is still as committed. The products must also adhere to specifications for product packaging.

Businesses must also verify if the shipment includes any products on the list that need to be inspected by a specialist. Businesses proactively prepare all documentation in case the goods require specialized examination in order to prevent losing a significant amount of time and money.

Competent authorities conduct specialized inspections during the road exportation of goods. Agencies will review this step based on the items. The Ministries of Agriculture and Rural Development, Health, and Information & Communications are a few pertinent inspection agencies. Samples from the consignment will be collected by health authorities. They will then verify that the products fulfill the required criteria.

Goods that satisfy the standards will be certified and go to the next stage of the international goods export procedure following a specialist inspection. Conversely, shipments that don't fit the requirements won't be granted a license and won't be allowed to be shipped overseas.

5. Step 5: Rent a vehicle to save freight costs

In accordance with the road exporting procedure, the buyer and supplier will negotiate the mode of transportation and come to an agreement. The contract also expressly and unambiguously states this information. In order to minimize time wasted on transportation-related problems, the goal is to guarantee shipment safety and convenient transportation.

>>>> CONTINUE: The most adopted type of road transport in 2024

The majority of selling enterprises will be in charge of transporting items to the port as part of the exporting procedure. Usually, the buyer is in charge of returning the shipment to their warehouse.

Companies can choose the best mode of transportation by taking into account the quantity and kind of goods they want to export. Several common ways that products are transported by road for export include:

• Trucks and pickup trucks: Automobiles with side containers (open or closed roof) come in a range of weights, with a minimum of 0.5 tons and a maximum of 11 tons, making them appropriate for commercial use.
• Goods are transported using container trucks, which are used to move 20', 40', and other flat rack containers. Additionally, while transporting heavy commodities related to construction using floor vehicles, containers trucks equipped with floor trailers are preferred for carrying items like steel and rolled iron, steel and iron in bars, steel and iron in bundles.
• Tank trucks: Tank vehicles with varying capacities are frequently used for the delivery of liquid or liquefied items, such as gasoline, chemicals, chemical gas, etc.
• Fooc vehicles: Fooc trucks are the best option for shipping machinery, equipment, and other items whose dimensions are larger than those of vans or container trucks. Additionally, fooc trucks are used for the transportation of huge and oversized products in large projects and constructions.

6. Step6: Purchase shipping insurance for exports

Exporting goods by alternative modes of transportation, in addition to the road, can occasionally run into unforeseen issues and dangers. No shipping company or business wants this. As a result, obtaining insurance for export cargo is mandated by law. This will restrict and stop bad things from happening.

7. Step 7: Complete the customs process

One step in the process of exporting goods by road is the customs formalities. Businesses that wish to export goods must finish the following customs-related procedures:

• Declarements for open customs: To prevent mistakes, opening a customs declaration necessitates thorough investigation. The following papers need to be ready before opening a customs declaration:
  • Contract for foreign trade (copy contract)
  • Letter of introduction for freight forwarders to use
  • two copies of the customs declaration
  • The Customs Authority's document receipt, two copies
  • E-invoice (commercial/e-commerce invoice) or invoice
  • List of contents (goods packaging slip)

• Registering the declaration: Using the data from the declaration opening stage, the registrant will complete and accurately fill out all the required fields. The information will be entered and then sent to the customs leader for approval and signature, after which the items will be cleared. If there are no issues with the shipping, the goods will be placed in the green channel. If there are issues with the business's items and they need to be double verified, they will be placed in the red or yellow channel.

• Pay fees and get declarations: In compliance with the guidelines governing the export of goods by road, all fees must be paid in full once the products have passed customs clearance. The container number and seal number will then be written on the reverse of the declaration (the customs section) by the department responsible for export cargo transportation. The shipping declaration will be returned to the carrier.

• Declaration liquidation: Customs clearance officers will ask to show the completed declaration for port trade staff inspection. They will verify that the seal and container numbers have been lowered accurately. The cargo container will be accepted by the port after it has been verified correctly.

• Enter the ship's book: The containers will be noted in the ship's book following their unloading. The delivery/shipping personnel will verify the status of the container and sign the handover receipt in accordance with the proper protocols.

• Export declaration

• The actual export of the goods must be handled by the freight forwarder following the aforementioned step. 
  • Ship bill (sea bill of lading); 
  • One original commercial invoice; 
  • One original and one copy of the customs declaration are among the documents needed for this phase.

8. Step 8: Pack the goods for shipping

Shipping lines will get the business's bill details to create a bill of lading once the shipment has cleared customs. Prior to both the actual export of the products and Closing time, this process must be completed. The delivery process to the ship is completed when the company receives the bill of lading from the shipping company. (Bill of lading: three original invoices or a bill turned in)

9. Step 9: Purchase the goods

The individual performing the procedures must have a thorough understanding of the set of payment documents pertaining to the export of goods, which include: 

• The bill of lading; the certificate of disinfection of goods 
• The packing list; the commercial invoice
• The commercial e-invoice
• The certificate of origin of goods

Businesses who pay using a letter of credit must notify the guarantee bank by submitting the aforementioned set of documentation.

10. Step 10: Forward paperwork to purchasers

Original documentation, as specified in the signed contract, must be sent by the seller to the buyer in accordance with the international products export procedure. In addition, the vendor needs to email scanned files to get the items ready for import into your nation.

11. A few observations throughout the road freight exportation process

The process of exporting goods by road involves a number of stages and numerous necessary paperwork. Consequently, in order to prevent major mishaps throughout the implementation phase, you need to be aware of the following:

11.1 Complete documentation is required for goods

Businesses exporting products by road must provide appropriate documentation in accordance with regulations if they wish to avoid having their goods embargoed. The goods transit unit must specifically demonstrate the origin and provenance of the consignment. It is also forbidden for product stamps, other paperwork, and administrative processes to have errors.

11.2 Always be mindful of each product's quality

Each product will have a weight specification. The selection of the suitable export type will be influenced by the weight of the exported item. When it comes to moving a lot of cargo, shipping by sea or by road should be prioritized. Airmail will only carry a certain amount, category, and volume of items over international borders.

11.3 You ought to speak with the carrier

Businesses should communicate directly with shipping units while exporting goods. Information regarding the shipment schedule, service charges, and incurred service packages have to be gathered. Businesses should also get in touch with the carrier on a regular basis to request deliveries of goods, provide further details, sign delivery documents, etc. And lastly, you need to get in touch with the carrier. to pay for business contracts, obtain bills of lading, trade receipts, and take minutes.

11.4 Completely wrapped per the procedure

Each product must be packaged completely in accordance with the prescribed export procedure for road cargo. For instance, food items need to be stored in wooden crates, fresh goods need to be kept at a consistent temperature, and packaging needs to use ice. These are methods for preserving items so they don't become damaged during long-term transit.

11.5 Information about the addressee must be stated explicitly

The receiving party's information is crucial to the exporting of products process. The goods will be returned with the explanation that the recipient is unknown if the recipient's information is not clear. As a result, you should carefully verify the authenticity and clarity of all recipient address information before the products are delivered to the port.

11.6 How are disagreements resolved?

Problems with shipments can occasionally lead to disagreements and complaints about things going missing, damaged, or misplaced, or about buyers breaking the agreement, among other things. But, companies must think quickly in order to come up with a workable answer. In situations like this, companies will discover firsthand how carefully structured contracts can facilitate speedy resolution of violations by using the legal justification for the contract's signature.

12. A few commonly posed queries

For many organizations, exporting goods by road will be a very new and complex task. In addition, a variety of decrees and regulations are amended frequently to reflect broader developments and trends. Many firms are perplexed and unsure of how to proceed after that. The following are a few of the most popular queries concerning exported goods:

12.1 Is export insurance something I should purchase?

Despite stringent restrictions governing the process of exporting commodities by road, incidents involving the transportation and delivery of goods are unavoidable. For this reason, export cargo insurance policies are necessary for every shipment. Actually, depending on the terms of the agreement, either the buyer or the seller will purchase cargo insurance. Buyers of insurance will rely on the nature of import and export:

• Free On Board (FOB): Delivery of the goods while they are on board the ship without the seller's liability.
• Cost - Insurance and Freight (CIF): Conditions and limitations for goods delivery to the loading port.

12.2 Which roles are crucial in the export of goods?

Export goods delivery methods are crucial when exporting items. As a result, several roles in human resources are essential to the swift and efficient operation. Key jobs on the staff consist of:

• Staff for export and import: The best candidates will be those who can handle every step of the road export of goods and have a broad viewpoint. They will be in charge of tasks including reaching out to companies, settling on terms, signing, and overseeing business contracts, as well as creating paperwork and providing related services. They get in touch with the bank at the same time to make sure the payment is processed properly.
• Personnel in charge of collecting and managing documents: This role calls for cautious and exacting individuals. They must make sure that all invoices, receipts, and notices of goods arriving at the receiving point are accurately and completely input while inputting data.
• Employees handling import and export processes: These employees primarily interact with clients and customs authorities. They will handle the processes and offer advice on paperwork for a speedy customs clearance. When necessary, we also assist clients with additional procedure-related problems.
• Transport coordinator: In charge of organizing the movement of cargo, projecting departure and arrival dates, authorizing container requests, managing personnel, and scheduling safe container loading intervals.

12.3 Which unit offers reliable export services?

Visit Dolphin Sea Air if companies are still having trouble exporting products via road. We are currently among the top companies in Vietnam offering road freight forwarding services across borders. We offer very reasonable prices along with quality assurance for our services.

Additionally, we offer customs clearing services to assist companies exporting goods by road. Our goal is to assist companies in swiftly planning and executing customs procedures. Clients in need can get in touch with Dolphin Sea Air using the details provided below:

Dolphin Sea Air Services Corporation

• Office contact:
  • Hanoi: 18th Floor, Epic Tower, 19 Duy Tan Street, Dich Vong Hau Ward, Cau Giay District
  • Hai Phong: 3rd Floor, No 274 Danang Street, Van My Ward, Ngo Quyen District, Haiphong City
  • Da Nang: 6th Floor, Truc Thang Mien Trung Building, Nguyen Van Linh Roadm Thac Gian Ward, Thanh Khe District, Danang City
  • Ho Chi Minh City: 6th Floor, Hai Au Building, 39B Truong Son Street, Ward 4, Tan Binh District, Ho Chi Minh City, Vietnam

• Hotline: 1900986813
• Email: info@dolphinseair.com

The most recent and comprehensive procedure for the process of exporting goods by road is provided above. Hopefully, companies planning to export goods overseas will find this information to be helpful. Please get in touch with Dolphin Sea Air right away via our website or hotline if you have any questions or would like us to provide you with more information about our commodities export services!

>>>> CLICK HERE: Detailed process of importing goods by road 2024
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