‍Shipping Tips: Setting Up Orders and Understanding Costs

Whether you're new to international trade or a seasoned logistics pro, setting up a shipment efficiently can save you both time and money. 

Once you’ve found a reliable supplier or buyer, the next crucial step is understanding how to arrange your shipment — and more importantly, understanding what it’s going to cost you.

Here’s a quick guide to help you navigate the process of setting up orders and calculating shipping costs with clarity and confidence.

Start with Your Buying Terms

Before diving into freight bookings or carrier quotes, take time to clearly understand your buying terms. Knowing your responsibilities and liabilities upfront — especially when it comes to shipping costs — is essential.

Are you buying under FOB (Free on Board), Ex-Works (all costs from shippers door), CIF (Cost, Insurance, and Freight), or another Incoterm? These terms define who is responsible for what during the shipping process, from transportation and insurance to customs clearance and duties.

Once your buying terms are agreed upon, organising shipping becomes much easier.

Check out our quick guide to Inco Terms here.

Key Details to Provide for Accurate Bookings & Shipping Quotes

To get an accurate sea freight (or air freight) quote, be ready to provide the following essential information:

1. Cargo Details

• Type of cargo: What are you shipping? General goods, perishable items, oversized machinery?
• Weight and dimensions: Be precise. Freight costs often depend on size and weight.
• Volume: Freight rates may be calculated based on cubic meters or actual weight — whichever is greater.
• Handling needs: Are there special requirements like temperature control, hazardous materials, or fragile items?

2. Shipment Information

• Origin and destination: Full addresses, including any ports involved.
• Shipping timeframe: Do you need express delivery or is standard transit time acceptable?
• Incoterms: Always specify. It determines who handles shipping, insurance, customs clearance, and more.

3. Documentation & Special Considerations

• Copy of your suppliers Invoice & Packing Slip: this is a great help in setting up your shipment, as it provides the information needed when contacting your supplier to make the booking 
• Your Order # as we provide up to date progress reporting on your shipments this is quick reference for all to use 
• Insurance: Protect your goods in transit —  If you do not have cover, sadly you are not covered, standard shipping liabilities do not give you the cover you need. So please ask and we can provide costs and cover? 
• Customs clearance: we provide this service and any advice you require ?
• MPI/Quarantine requirements: as our border is well protected, there are many declarations required, so we will advise what is needed and make sure these are issued on departure to avoid any issues on arrival  
• Delivery Instructions: - where do you require the consignment delivered.  
• Other requirements: Specific delivery instructions, Photos, Documentation removal, POD, Tail Lift, etc?

💡 Pro Tip: Information = Efficiency

The more information you can provide upfront, the smoother and faster your shipping process will be. It also helps us here at Gateway Cargo give you the most competitive and accurate pricing, avoiding hidden costs or last-minute surprises.

Final Thoughts

Shipping may seem complex, but with the right approach and preparation, it becomes a streamlined part of your trade process. Start with clear buying terms, gather the right details, and don’t hesitate to ask us here at Gateway Cargo for guidance — that’s what we are there for.

Smart shipping begins with smart planning.

Want help setting up your first shipment or comparing freight quotes? Let us know — We can point you to some tools or templates to get started.

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