By Hong Fang    Photo：CANVA

As a core shipping hub in southeastern China, Xiamen Port boasts shipping routes covering major global trade regions. With its comprehensive port facilities and efficient customs clearance system, it serves as a key gateway for foreign trade enterprises in southern Fujian to access international markets. The sea freight export operation process in Xiamen is standardized and rigorous. Every step, from initial booking to final bill of lading delivery, follows clear port regulations and customs requirements. Mastering this standardized operational procedure is crucial for ensuring smooth cargo shipment and mitigating foreign trade risks. This article provides a comprehensive analysis of the complete sea freight export process based on Xiamen Port's local operational standards.

1. Export Preparation and Booking/Space Allocation‌ is the primary stage of sea freight operations.

After confirming an order and preparing the goods, the foreign trade enterprise must compile a full set of basic documents, including the trade contract, commercial invoice, packing list, and customs declaration power of attorney. Core information such as the cargo description, specifications, quantity, gross weight, and volume must be checked to ensure consistency and accuracy across all documents. Subsequently, a booking application is submitted to a freight forwarder or shipping line to secure a vessel schedule and space based on the cargo readiness date and route requirements. Major shipping lines at Xiamen Port cover key routes to Southeast Asia, Europe/America, the Middle East, etc. Upon booking confirmation, the shipping line issues a shipping order (S/O). The forwarder then applies to the port for space allocation based on this, obtaining the container pickup permit (equipment interchange receipt), thereby completing the preliminary space reservation and preparing for subsequent container loading operations. For dangerous goods or special cargo, advance notification to the port and shipping line is required, along with submission of compliant inspection reports to complete specialized approval procedures.

2. Container Pickup, Stuffing, and Port In-gate‌ are core steps for ensuring cargo transportation safety.

After obtaining the space allocation document, trucking can be arranged to pick up empty containers of the corresponding specifications from the Xiamen Port container yard. Stuffing is typically done either at the factory (for full container load, FCL) or at designated port consolidation warehouses (for less than container load, LCL). During stuffing, cargo must be stowed properly, weight distributed evenly within the container, and measures taken for securing, moisture-proofing, and damage prevention to avoid overweight or imbalanced loading issues. After stuffing is complete, the container seal is properly applied, and the seal number recorded. Strictly following SOLAS convention requirements, the Verified Gross Mass (VGM) declaration for the container must be completed within 24 hours before loading onto the vessel, with data error kept within specified limits—a mandatory requirement for loading at Xiamen Port. After stuffing, the laden container is transported by land to the port. Upon receiving the cargo, the terminal generates a gate-in receipt, marking the official entry of the goods into the port awaiting shipment.

3. Customs Declaration, Inspection, and Port Release‌ are critical stages for export clearance.

After the cargo is gated in and the manifest data is synchronized with the customs system, the declarant checks all document information and submits the declaration to Xiamen Customs. Xiamen Port has now integrated customs and inspection procedures; general cargo does not require separate inspection declarations. Goods subject to special commodity inspection must complete inspection and quarantine formalities in advance and obtain the necessary clearance certificates. Customs may randomly select shipments for inspection based on system profiling. If no inspection instruction is issued, automatic release is granted. If manual inspection is triggered, cooperation with customs officers for container opening and cargo verification is required to ensure goods match documents with no prohibited items. Throughout this process, consistency among the manifest, customs declaration, and actual cargo information is paramount. Errors in commodity classification, quantity discrepancies, or missing documents must be avoided to prevent shipment delays. After customs release, the terminal confirms the cargo's compliance and includes it in the sequence for vessel loading.

4. Vessel Loading, Stowage Planning, and Bill of Lading Confirmation‌ form the core closing process before shipment.

After the vessel berths at Xiamen Port, the port dispatch center loads containers onto the ship according to the predetermined stowage plan. During loading, container numbers and seal numbers are continuously verified, and loading progress is monitored in real-time to ensure accurate loading with no omissions or errors. After the vessel departs, the shipping line issues a draft bill of lading (B/L). Operational personnel must meticulously check all key details, including consignor/consignee information, port of discharge, cargo description, number of packages/weight/measurement, and freight terms, correcting any discrepancies to avoid clearance issues at the destination port. Once confirmed, the original B/L, telex release (surrendered) B/L, or SEAWAY bill is issued based on client requirements, completing the delivery of the document of title.

5. Cost Settlement and Final Wrap-up‌ constitute the final step of the complete operation.

Operational personnel verify all cost details, including ocean freight, port charges, customs declaration fees, and trucking fees. After confirmation, settlement and payment are completed. Simultaneously, a complete set of documents, including the customs declaration form, release notice, and bill of lading, is compiled and provided to the foreign trade enterprise for subsequent export tax rebate and foreign exchange verification procedures. For special routes like those to the US or Europe, advance filings such as AMS (Automated Manifest System) or ENS (Entry Summary Declaration) must be completed to meet destination port entry regulations and mitigate clearance risks.

Overall, Xiamen sea freight export operations are interconnected and highly standardized. Leveraging Xiamen Port's intelligent clearance system and mature port infrastructure, strictly adhering to the standardized process of booking, stuffing, customs declaration, loading, and document delivery, while focusing on the three core principles of document consistency, data accuracy, and compliant declaration, can effectively enhance shipment efficiency, reduce logistics risks, and facilitate the efficient export of foreign trade goods.

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