Standard Operating Procedure (SOP) – Freight Forwarding Sea Operations
Document No.: SEAEXP00001
Version: 1.0
Effective Date: [01/01/2025]
Prepared by: [Ken/Admin]
Approved by: [Approving Authority]
This SOP defines the procedures for managing sea freight operations, ensuring efficient, compliant, and timely shipment of cargo via ocean transport while adhering to international regulations and company policies.
This SOP applies to:
- Operations
- Customer service representatives
- Trade Line
- Sales
| Role | Responsibility |
|---|---|
| Operations Manager | Oversees sea freight operations, ensures compliance, and resolves escalations. |
| Sea Freight Coordinator | Manages bookings, documentation, and carrier coordination. |
| Documentation Team | Prepares and verifies shipping documents (BL, packing list, customs forms). |
| Customer Service | Communicates updates to clients and handles inquiries. |
| Customs Broker | Ensures smooth customs clearance and regulatory compliance. |
4.1 Booking & Vessel Scheduling
1. Receive Shipper’s Instructions – Confirm cargo details (type, weight, volume, POL/POD, Incoterms).
2. Select Shipping Line/Carrier – Compare rates, transit times, and space availability.
3. Place Booking Request – Submit booking to the carrier (via email/EDI) and obtain confirmation.
4. Share Booking Details – Notify the client and provide the Booking Confirmation (BN).
4.2 Cargo Receival & Consolidation
1. Arrange Cargo Collection – Coordinate with the shipper/trucker for FCL/LCL shipments.
2. Inspect Cargo – Verify quantity, packaging, and labeling (ensure no damage).
3. Consolidate LCL Shipments – If applicable, group cargo at the CFS (Container Freight Station).
4.3 Documentation & Customs Compliance
1. Prepare Export Documents:
- Commercial Invoice
- Packing List
- Bill of Lading (BL) – Draft shared with the client for approval
- Certificate of Origin (if required)
- Export Declaration (if applicable)
2. Submit to Customs – File necessary documents for export clearance.
4.4 Container Stuffing & Port Handling
1. Arrange Container Loading – Ensure proper stuffing (FCL) or CFS consolidation (LCL).
2. Seal Container – Apply a tamper-proof seal and record the number.
3. Transport to Port – Coordinate with the haulage provider for timely delivery.
4. Submit Shipping Instructions – Provide the carrier with final BL instructions.
4.5 Vessel Departure & Tracking
2. Update Client – Share Pre-Alert (vessel departure notice, ETA).
3. Monitor Transit – Track vessel movement and report delays.
4.6 Destination Handling & Delivery
1. Pre-Alert Sent to Destination Agent – Share HBL, MBL copies and if any documents.
2. Customs Clearance – Ensure smooth import clearance at POD.
3. Arrange Final Delivery – Coordinate last-mile transport (truck/rail) as per Incoterms.
5. Key Documents
- House Bill of Lading (HB/L)
- Master Bill of Lading (MB/L, OB/L)
- Sea Waybill (SWB)
- Dock Receipt (DR)
- Shipping Order (SO)
- Shipping Instructions (SI)
- Customs Declaration Forms
- Cargo Manifest
6. Performance Metrics
- Document Accuracy Rate (Target: ≥98%)
- Transit Time Compliance (Target: ≥90% on-time delivery)
7. Compliance & Risk Management
- Adhere to IMO, SOLAS, ISPS regulations.
- Verify DG Cargo compliance (if applicable).
- Maintain records for audit purposes (minimum 5 years).
8. Revision History
| Version | Date | Changes | Approved By |
|---|---|---|---|
-------------------------------------
1.0 [Date] Initial Draft [Name]