Booking (Shipping)

A booking is a confirmed reservation for cargo space on a ship, plane, or truck. It’s the first step in moving freight, establishing the carrier, service, vessel/flight, and key dates for your shipment.

Booking Process

Basic Steps

1. Request - Shipper or forwarder requests space
2. Availability check - Carrier confirms space
3. Rate agreement - Price confirmed
4. Confirmation - Booking number issued
5. Documentation - Shipping instructions submitted
6. Execution - Cargo delivered and shipped

Booking Request Information

Booking Confirmation

What You Receive

BOOKING CONFIRMATION
═════════════════════════════════════
Booking #: ABCD123456
Carrier: Evergreen Line
Vessel: Ever Given V.026E
Voyage: 026E

Origin: Shanghai, China
Destination: Los Angeles, USA
ETD: 15-FEB-2026
ETA: 01-MAR-2026

Container: 1 x 40' HC
Commodity: Electronic Components

Cut-offs:
- Documentation: 12-FEB-2026
- Cargo (CY): 13-FEB-2026 18:00

Rate: As contracted
═════════════════════════════════════

Key Elements

• Booking number - Your reference
• Vessel/voyage - Which ship and sailing
• ETD/ETA - Departure and arrival dates
• Cut-offs - Critical deadlines
• Terms - Rate and conditions

Types of Bookings

By Cargo

By Commitment

Booking Cut-Off Dates

Critical Deadlines

Typical Timeline (Ocean)

Day -7: Booking confirmed
Day -5: Documentation due
Day -3: VGM due
Day -2: Cargo cut-off
Day 0:  Vessel departs

Missing cut-offs may result in rolling to next vessel.

Booking Changes

Amendment Requests

• Contact carrier/forwarder immediately
• Subject to availability
• May incur fees
• Some changes not possible

Common Changes

• Vessel/sailing change
• Container quantity
• Port pair (origin/destination)
• Commodity description
• Named parties

Cancellation

• Notice requirements vary
• Cancellation fees may apply
• No-show fees possible
• Dead freight charges for unused space

Booking Challenges

Space Issues

• High season capacity tight
• Popular routes fill quickly
• Equipment shortages
• Booking doesn’t guarantee space

Rolling

• Cargo “rolled” to later vessel
• Common during peak seasons
• No guaranteed sailing sometimes
• Named account customers prioritized

Overbooking

• Carriers may overbook
• Similar to airline practice
• Spot bookings at higher risk
• Contract shippers protected

Making a Booking

Direct with Carrier

• Contact carrier booking desk
• Use online booking portal
• Requires account/contract
• Best for high volume

Through Forwarder

• Forwarder handles booking
• Access to multiple carriers
• May get better rates
• Single point of contact

Required Information

1. Complete shipper/consignee details
2. Accurate cargo description
3. Correct weights and dimensions
4. HS code (harmonized code)
5. Hazmat declaration (if applicable)
6. Special requirements

Booking Best Practices

For Shippers

1. Book early (especially peak season)
2. Provide accurate information
3. Meet all cut-off dates
4. Confirm special requirements
5. Track booking status
6. Have backup plans

Common Mistakes

• Last-minute bookings
• Inaccurate weights/dimensions
• Missing cut-offs
• Incomplete documentation
• Not confirming special equipment