Avoid These Costly Shipping Errors and Keep Your Business Moving
If your business relies on international shipping, you know that even a small mistake can lead to delays, extra fees, or lost shipments. Freight forwarding is supposed to simplify global logistics, but things can quickly go wrong if you’re not careful.
The good news? Most shipping mistakes are preventable. In this guide, we’ll walk you through the most common freight forwarding pitfalls—and how to avoid them.
Let’s dive in!
1. Incorrect Documentation (The Fastest Way to Delay Your Shipment)
The Mistake:
One of the most common freight forwarding issues is incomplete or incorrect paperwork. Missing or inaccurate information on customs declarations, invoices, or shipping labels can lead to delays, fines, or even confiscated goods.
How to Avoid It:
✅ Double-check all documents before shipping.
✅ Ensure consistency between invoices, packing lists, and customs forms.
✅ Use a reliable freight forwarder (like Viabox) to review your paperwork.
💡 Pro Tip: If you’re unsure about customs regulations, work with a logistics partner who can help you prepare compliant shipping documents.
2. Poor Packaging (Putting Your Shipment at Risk)
The Mistake:
Many businesses underestimate the importance of proper packaging. If your items aren’t packed securely, they could get damaged during transit—especially when shipping internationally.
How to Avoid It:
✅ Use sturdy, high-quality boxes suited for international transport.
✅ Add extra cushioning (bubble wrap, foam, or packing peanuts) for fragile items.
✅ Consider repacking services to reduce excess space and avoid dimensional weight charges.
💡 Did you know? Viabox offers repacking services to help reduce shipping costs and protect your goods from damage (available for Pro plan subscribers).
3. Not Insuring Your Shipment (A Risky Gamble)
The Mistake:
Many businesses skip insurance, assuming their shipment won’t get lost or damaged. However, unexpected events—like bad weather, theft, or mishandling—can happen at any time.
How to Avoid It:
✅ Invest in shipping insurance, especially for high-value goods.
✅ Understand the carrier’s liability limits (they often don’t cover the full value of your shipment).
✅ Work with a freight forwarder that offers insurance options.
💡 Example: A small business shipping designer handbags internationally lost thousands when a package was damaged in transit—but it could have been fully reimbursed with the right insurance.
4. Choosing the Wrong Incoterms (Leading to Unexpected Costs)
The Mistake:
Incoterms define who is responsible for shipping costs, duties, and risks. Choosing the wrong one could mean you end up paying more than expected.
How to Avoid It:
✅ Understand Incoterms and how they affect your costs.
✅ Negotiate clear terms with your supplier before shipping.
✅ If you’re a small business, consider DDP (Delivered Duty Paid) to avoid hidden costs.
💡 Need a refresher on Incoterms? Check out our guide on Incoterms to make smarter shipping decisions.
5. Ignoring Customs Regulations (Leading to Delays and Fines)
The Mistake:
Each country has different import/export regulations, and failing to comply can lead to delays, extra duties, or even shipment confiscation.
How to Avoid It:
✅ Know the import rules for the destination country.
✅ Classify products correctly under the Harmonized System (HS) Code.
✅ Work with an experienced freight forwarder to handle customs clearance.
💡 Example: A business shipping electronics to Brazil faced a week-long delay because they misclassified their products on customs paperwork.
6. Not Consolidating Shipments (Wasting Money on Shipping Fees)
The Mistake:
Many businesses ship multiple small packages separately, leading to higher shipping costs and unnecessary fees.
How to Avoid It:
✅ Use package consolidation to bundle multiple orders into one.
✅ Ship in bulk whenever possible.
✅ Choose a freight forwarder (like Viabox) that offers consolidation services.
💡 Did you know? Viabox helps businesses save up to 80% on shipping by consolidating packages into one shipment.
7. Picking the Wrong Carrier (Slow or Expensive Deliveries)
The Mistake:
Not all carriers are the same—choosing the wrong one can mean delayed deliveries, higher costs, or poor tracking options.
How to Avoid It:
✅ Compare carriers based on price, speed, and reliability.
✅ Check delivery estimates for your specific route.
✅ Use a freight forwarder that provides multiple carrier options to find the best rates.
💡 Example: A small business selling sneakers switched from an express carrier to a consolidated shipping service and cut their costs by 50% while still delivering on time.
How Viabox Helps You Avoid These Mistakes
At Viabox, we help businesses ship faster, safer, and cheaper by avoiding common freight forwarding pitfalls. Here’s how:
🚀 Accurate Documentation – We help ensure your paperwork is complete.
📦 Repacking & Consolidation – Save on shipping and protect your items.
💰 Shipping Insurance – Reduce financial risk for valuable goods.
🛃 Customs Clearance Support – Avoid delays and fines (We can help contact the carrier on your behalf however you will still need to take care of the Customs clearance process or you can hire a broker) .
✈️ Multiple Carrier Options – Get the best rates for your needs.
👉 Want a hassle-free shipping experience? Sign up for a free Viabox account today!