Introduction

International trade offers exciting opportunities for smallbusinesses to expand their reach – but navigating the world of shipping can beoverwhelming at first. From documentation and Incoterms to freight modeselection and compliance, the learning curve is steep. This guide will walk youthrough the basics so you can ship with confidence.

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1. Key Documents You’ll Need

International shipping involves a number of documents, andgetting them right is essential to avoiding delays or penalties. The mostcommon include:

• Commercial Invoice – Details the sale and isused by customs authorities to determine duties and taxes.
• Packing List – Describes the contents,dimensions, and weight of each package.
• Bill of Lading (B/L) – Acts as a contract ofcarriage and a receipt for goods.
• Certificate of Origin (if required) – Identifiesthe country where the goods were manufactured.
• Import/Export Licenses (if applicable) –Depending on the goods, special licenses may be required.

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2. Choosing the Right Incoterm

Incoterms® (International Commercial Terms) define who isresponsible for transportation, insurance, and customs clearance at differentstages of the shipment. For small businesses, choosing the right term iscritical.

‍Examples:

• EXW (Ex Works): Buyer handles everything fromthe seller’s door.
• FOB (Free On Board): Seller delivers to theport; buyer covers ocean freight onward.
• DDP (Delivered Duty Paid): Seller handleseverything including customs and delivery.

‍Tip: New shippers often choose FOB for imports and DDP forexports to maintain visibility and cost control.

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3. Understanding the Costs

It’s easy to underestimate the total cost of internationalshipping. Beyond freight, there are other components to budget for:

• Freight charges (air or ocean)
• Fuel surcharges
• Terminal handling charges (THC)
• Import duties & taxes
• Customs clearance fees
• Local delivery costs
• Insurance (optional, but recommended)

‍Freight forwarders can help you calculate your landed cost –the total cost of getting goods to your door.

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4. Working with a Freight Forwarder

Freight forwarders act as logistics coordinators, guidingyou through every step of the shipping process. For small businesses, this isespecially valuable because:

• They coordinate bookings with carriers andhandle documentation
• They offer guidance on compliance and customsclearance
• They provide access to global agent networks
• They help resolve in-transit issues (e.g.,delays, inspections)

‍At Refresh Global Logistics, we specialize in workingwith small/medium-sized importers/exporters who need a hands-on partner tonavigate the process.

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5. Final Tips for First-Time Shippers

• Start small. Run a test shipment before scalingup.
• Ask questions. Don’t be afraid to lean on yourforwarder’s knowledge.
• Stay organized. Keep track of documents andshipping timelines.
• Know your product. Some goods (like electronicsor perishables) require special handling or compliance checks.
• Plan ahead. Lead times for ocean shipments canvary greatly – and peak season congestion is real.

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Ready to Ship?

The world is waiting – and with the right knowledge and support, your business can thrive in the global market place. Reach out to Refresh Global Logistics for expert help every step of the way.