Shipping from Germany to the USA: Process
14.08.2025
How to Ship Cargo Internationally: A Step-by-Step Guide
Who’s involved & key terms
International shipping involves several players whose responsibilities interlock across borders:
- Shipper: the exporter or sender.
- Consignee: the importer or receiver (buyer or their broker).
- Freight forwarder: orchestrates carriers, routes, paperwork and customs end-to-end.
- Carrier: airline, shipping line, rail or trucking firm moving the cargo.
- Customs broker: licensed specialist who clears your goods with customs.
- Incoterms®: standardized three-letter trade terms (e.g., EXW, FOB, CIF, DAP, DDP) that define the split of costs, risks and tasks between seller and buyer. See the ICC’s overview.
Step 1 — Define your shipment
Clarity upfront prevents delays later. Capture:
- Commodity and intended use (plus any hazards).
- HS code (tariff classification) for each item—this drives duty and taxes.
- Dimensions & weight per piece and total; note if stackable.
- Value & currency (needed for insurance and customs entry).
- Origin & destination full addresses and contacts.
- Incoterm agreed with your buyer/seller.
- Special requirements (temperature, lithium batteries, DG, VGM for containers, liftgate delivery, time windows).
Step 2 — Choose your transport mode
| Mode | Typical transit | Cost level | Best for |
|---|---|---|---|
| Air freight | 1–7 days | $$$ | Urgent, high value/low volume, fragile goods |
| Ocean FCL (full container) | 2–6+ weeks | $ | 20’/40′ loads, consistent volumes |
| Ocean LCL (consolidation) | 3–8+ weeks | $$ | Palletized freight under a full container |
| Road / Rail | 1–14 days (regional) | $$ | Intra-regional moves, bulky freight |
| Express courier | 1–5 days | $$$$ | Small parcels, documents, e-commerce |
Compliance checks to note:
- Dangerous goods by air must follow the IATA Dangerous Goods Regulations.
- Ocean containers require a Verified Gross Mass (SOLAS VGM) before loading.
Step 3 — Get and compare quotes
When requesting rates, provide full pickup and delivery addresses, Incoterm, ready date, pieces/dimensions/weight, commodity & HS code, preferred mode and any special services (customs brokerage, insurance, tail-lift, appointment, inside delivery).
Compare apples to apples: check what’s included (origin charges, export docs, main carriage, security, fuel/war risk, destination handling, customs, duties/VAT, delivery). For ocean, ask about free time (demurrage & detention) to avoid storage surprises.
Step 4 — Book the shipment & add insurance
Your forwarder secures space with the carrier and confirms sailing/flight details. Decide on cargo insurance at this stage—carrier liability limits generally do not cover full cargo value. Typical insured value = goods + freight + uplift (confirm with your policy—e.g., Institute Cargo Clauses A/B/C).
Step 5 — Prepare documents
Core commercial documents
- Commercial Invoice (by HS line, with Incoterm and terms of sale)
- Packing List (pieces, dimensions, weight)
- Shipper’s Letter of Instruction (SLI)
- Export declaration (where required)
- Certificates (origin, conformity, MSDS, permits/licenses as applicable)
Transport documents
- Air Waybill (AWB) for air shipments
- Bill of Lading (B/L) for ocean, or a secure FIATA Digital FBL for multimodal
- VGM for containers (method 1: weigh packed container; method 2: sum contents + tare)
Step 6 — Export customs & pickup
Your forwarder/broker files the export declaration (if required), arranges pickup and moves freight to the origin terminal (airport/port/warehouse). To prevent rollovers or no-loads, meet documentation, delivery and VGM cut-offs; ensure DG approvals are in place for air.
Step 7 — International transit & tracking
During main carriage you’ll receive milestone updates: ETD/ETA, transshipments (for LCL/sea), gate-in/out dates (containers), flight or vessel numbers and your AWB/B/L references. Ask for a single tracking view and clarify escalation paths for delays or cancellations.
Step 8 — Import customs, duties & taxes
On arrival, your broker submits the import declaration using your invoice, packing list and HS codes, calculates duty and VAT/GST, and obtains release.
- In the EU, use Access2Markets / TARIC for duty, VAT and measures.
- In the U.S., see CBP’s Basic Importing & Exporting guide.
- Globally, product classification follows the WCO Harmonized System.
Incoterms impact who pays: under DAP the buyer pays import charges; under DDP the seller does—often requiring a local broker and tax registration. Verify responsibilities with the ICC.
Step 9 — Last-mile delivery & POD
After customs release, arrange delivery with any site constraints (appointments, limited access, tail-lift/inside service, security). Provide a local contact and collect a Proof of Delivery (POD) for your file.
Typical timeline & cost drivers
Indicative door-to-door timelines
- Air: 3–7 days end-to-end (pickup → export → flight → import → delivery).
- Ocean LCL: 4–8+ weeks (consolidation/deconsolidation adds time).
- Ocean FCL: 3–6+ weeks depending on ports and transshipment.
Main cost drivers
- Mode (air vs sea), distance and market capacity (seasonality, blank sailings, fuel).
- Weight/volume (air uses chargeable weight; LCL rated per m³; FCL per container).
- Terminal & handling at origin/destination, brokerage, duties/VAT.
- Accessorials: residential/limited access, appointments, waiting, demurrage/detention.
Ways to save
- Ship FCL once volume justifies it to avoid repeated LCL handling.
- Optimize packaging to reduce dimensional weight (air) and unused cube (LCL).
- Choose DAP rather than DDP unless ready for local tax compliance.
- Book early in peak season and accept flexible ETDs for better ocean rates.
- Consolidate frequent small air shipments into weekly lots where possible.
Helpful tools & official resources
FAQ
Do I need a customs broker?
Not always legally required, but strongly recommended—brokers reduce errors, speed up release, handle duty/VAT accounting and resolve holds with customs. If you’re shipping DDP, a local broker and tax registration may be mandatory.
DAP vs DDP — which should I choose?
Under DAP the buyer handles import clearance and taxes. Under DDP the seller does, which can require local tax registration and a broker of record. Pick the rule that matches your operational reach and tax presence.
How do I ship lithium batteries or chemicals by air?
They’re regulated as Dangerous Goods under the IATA DGR. Packaging, labeling and documentation rules are strict—work with a DG-certified forwarder and allow extra lead time.
What is VGM and who provides it?
Verified Gross Mass is the total gross weight of a packed container (cargo + dunnage + container tare). The shipper must transmit VGM to the carrier/terminal before loading, per SOLAS.
Can I track my cargo in real time?
Yes—air via AWB number; ocean via B/L or container number. Your forwarder can also provide a portal and status alerts. For time-critical moves, agree on escalation contacts and decision thresholds in advance.
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