An ETD (Estimated Time of Departure) is the estimated time a shipment, goods, or vehicle will leave the departure point. It may change depending on the mode of transport and current factors.

An ETA (Estimated Time of Arrival) is an estimated time of arrival for a consignment, goods, or means of transport. It can change depending on the type of transport and current factors.

Incoterms® are International Commercial Terms used for interpreting international trade contracts. They provide guidelines regarding the transportation of goods from the seller to the buyer. These rules also outline the allocation of costs, risks, and responsibilities between the contracting parties.

For more information on the key Incoterms® rules.

The Polish General Freight Forwarding Rules 2022 ( pol. Ogólne Polskie Warunki Spedycyjne 2022 / OPWS 2022) are a set of regulations developed by the Polish Chamber of Forwarding and Logistics (PISiL) which apply to the relationship between a principal and its forwarder. OPWS 2022 define the rights and obligations of the parties to a forwarding contract.

Full content of OPWS 2022.

The size and type of container needed for transporting cargo depend on the specifics of the cargo itself. While 20 FT and 40 FT containers are the most commonly used, they are not necessarily the best solution for every type of cargo.

If you have any doubts about the most suitable option, feel free to seek our assistance.

For more information on container types.

VGM (Verified Gross Mass) is the verified gross weight of a container. The concept of VGM was introduced worldwide by the International Maritime Organization (IMO) based on the SOLAS convention, which pertains to the safety of life at sea.

There are two approved methods for determining VGM:

1. Weighing the fully loaded and sealed container.

2. Weighing each individual item (including the weight of packaging and dunnage materials) and then adding the container’s tare weight.

If the container is weighed at the place of loading, the shipper is required to provide the VGM in writing to the forwarder, specifying the weighing method. Failure to comply with this obligation may result in the container(s) being removed from the ship’s loading list. The consequences of removal from the loading list may include costs for demurrage, detention, storage, and charges related to data changes in shipping and port systems.

If the weighing is done at the place of loading, the VGM must be provided to the forwarder and the shipping line no later than 2 hours before the container enters the port. Failure to provide the VGM may result in the container(s) being removed from the ship’s loading list. The consequences of removal from the loading list may include costs for demurrage, detention, storage, and charges related to data changes in shipping and port systems.

Yes, export customs clearance can be carried out at any customs agency within Poland. In such a case, it is important to remember the obligations of the customs agency performing the clearance. Failure to meet these obligations may result in the container(s) being removed from the planned ship’s loading list. The consequences of removal from the loading list may include costs for demurrage, detention, storage, and charges related to data changes in shipping and port systems.

More information below:

From January 1, 2023, the Customs and Tax Service plans to stop export containers without a completed customs clearance number in the CEN Number field by the cargo cut-off. Permission for the containers to leave by sea will be granted by the Customs and Tax Service when the CEN Number field in the Navis operating system contains the MRN number of the export, transit, WDS, or T2L customs declaration. To comply with this, follow the procedure below. In the customs declaration in the AES system, in field 44, enter the Additional Information Code: PCS01 with the description PL701071897800000.

Additionally, if the office of exit is different from the office of export (UWA ≠ UWU), permission for exit requires the presentation of the goods at the office of exit. Presentation of goods for potential customs inspection is done after the container is placed at the terminal by sending the IE507 message according to KAS Newsletter No. Z/55/2021. Detailed instructions can be found at the link (in Polish): https://polskipcs.pl/aktualnosc/wsparcie-eksportu-i-komunikat-ie507.

Proper completion of the customs declaration, sending the IE507 message, and ensuring that the MRN number is entered in the container card within the designated time frame are the responsibilities of the customs agency performing the clearance. If the above procedure is not completed by the cargo cut-off, the container(s) may be removed from the loading list, generating additional costs such as demurrage, storage, rebooking costs, or even changes in freight rates, which you will be charged for.

Magemar Logistics can conduct the export customs clearance process on behalf of the client. In such a case, the shipper is required to provide the following documents:

1. Authorization for the Customs Agency Magemarlog (the authorization must be sent to the address specified by the forwarder in two original copies no later than on the day of customs clearance. It is important to ensure that the authorization bears a legible signature with the full name, in accordance with the company’s representation rules as registered in the National Court Register (KRS)).

2. Commercial documents related to the cargo being cleared.

The standard documents considered necessary for export include:

1. MRN document – if customs clearance is performed by the shipper’s customs agency.

2. Commercial documents – if customs clearance is carried out through the customs agency of Magemar Logistics sp. z o.o.:

• Commercial invoice – must include information on the country of origin of the exported goods, delivery terms (Incoterms) under which the transport is carried out (e.g., CIF Casablanca), and the currency in which the transaction is conducted.
• Translation of the commercial invoice – description of the exported goods, enabling the correct assignment of the customs code.
• Packing list – must contain the gross and net weight of the cargo and the number of packages.
• Bill of lading instructions.

3. Letter of Credit (L/C) conditions – in the case of shipments under a letter of credit, the terms of the letter of credit must be sent to the forwarder for review before loading the container.

4. MSDS and DGD – in the case of hazardous goods, these documents must be provided. The shipper is also responsible for correctly labeling the container with appropriate stickers used in maritime transport.

5. If the country of delivery of the cargo is different from the POD, it is necessary to provide the final address on the commercial documents.

It should be noted that depending on the type of exported goods and/or at the request of the customs office, it may be necessary to present additional documents.

Commercial documents must be delivered no later than the day of loading.

Failure to provide the necessary commercial documents by the required deadline may result in the inability to conduct customs clearance, which can lead to the removal of the container(s) from the planned vessel’s loading list. The consequences of removal from the loading list may include costs such as demurrage, detention, storage, and fees associated with changes in shipping line and port systems.

The shipper (exporter) has several obligations during the export process:

1. Provide all necessary information about the cargo and its properties.

2. Verify the condition of the provided container for any damages that could potentially harm the cargo. If any damage to the transport container is found, the shipper must immediately inform the forwarder.

3. Properly secure the cargo in the container, taking into account the type of transport and the various forces that might act on the cargo. The goods should be evenly distributed within the container to avoid axle overloading.

4. Secure the cargo by sealing the container properly after closing it.

5. Verify whether the exported cargo is subject to ADR, IMDG, or IATA DGR regulations for dangerous goods transport. Sometimes seemingly harmless cargo can be classified as dangerous and must comply with these regulations. For example, table tennis balls are considered dangerous goods under these regulations.

6. Familiarize themselves with the destination country’s guidelines regarding the required documents and procedures.

Additionally, the shipper must immediately notify the forwarder in the following situations:

1. If the provided transport container is unsuitable for loading the goods.

2. If there is any damage to the cargo.

For services not covered by the contract but performed by the forwarder to ensure proper shipment, the forwarder is entitled to compensation at the market rate for the service.

The shipper’s liability to the ocean carrier, who manages the maritime transport, ends when the empty and undamaged container is returned to the depot specified by the carrier in the destination country.

1. Original Bills of Lading (OBL), Telex Release (TLX), Sea Waybill (SWB), or Express Bill of Lading (Express B/L).

2. If an HBL (House Bill of Lading) has not been issued, the consignee must sign a Letter of Indemnity (LOI).

3. Payment of all necessary charges.