International shipping involves much more than booking a lorry, vessel or aircraft. Goods must be documented, transported, cleared through customs where required and delivered – all while meeting the rules of the countries involved.
Since Brexit, the freight forwarding process differs significantly between Great Britain and the Republic of Ireland. This guide explains the complete process in seven steps before covering the key requirements for shippers in each region.
What Is a Freight Forwarding Service?
A freight forwarding service coordinates the movement of goods from their origin to their final destination.
The forwarder acts as the link between the shipper, carriers, customs agents, warehouses, ports and delivery partners. Its responsibilities can include:
- Selecting routes and transport modes
- Booking road, sea or air freight
- Preparing shipping documentation
- Coordinating customs clearance
- Consolidating smaller consignments
- Tracking cargo
- Arranging storage and final delivery
The forwarder may not physically transport the goods. Its main role is to organise the journey so that the cargo moves efficiently, compliantly and cost-effectively.
The 7-Step Freight Forwarding Process
- Shipment Planning and Quotation
The process begins with the forwarder collecting essential information about the shipment:
- Collection and delivery locations
- Type, quantity, weight and dimensions of the goods
- Commodity code and customs value
- Required delivery date
- Packaging and handling needs
- Incoterms
- Any dangerous, controlled or temperature-sensitive goods
The forwarder then recommends a route and transport mode. This might involve road freight, air freight, sea freight or a multimodal solution.
A quotation may include collection, freight, customs clearance, terminal handling and delivery. Shippers should confirm whether duties, taxes, insurance, demurrage and storage are included or charged separately.
- Booking and Carrier Coordination
After the quotation is approved, the forwarder books space with the carrier.
Depending on the shipment, this could be:
- A full truck or container load
- A part load
- Groupage, where several smaller consignments share capacity
- Air freight for urgent or high-value cargo
- Sea freight for larger or less time-sensitive shipments
The forwarder coordinates collection times, ferry or vessel schedules, terminal deadlines and connections between different carriers.
- Documentation and Compliance Checks
Accurate paperwork is critical. Common documents include:
- Commercial invoice
- Packing list
- Bill of lading, air waybill or CMR consignment note
- Customs declarations
- Certificates of origin
- Licences or permits
- Health, veterinary or phytosanitary certificates
- Dangerous-goods documentation
Descriptions, values, weights, commodity codes and origin details should be consistent across all documents. Errors can lead to inspections, additional charges or border delays.
A freight forwarder can help prepare the paperwork, but the trader remains responsible for supplying accurate information.
- Collection, Handling and Consolidation
The goods are collected or delivered to a warehouse or terminal.
The forwarder or handling agent may verify the package count, labels, dimensions and condition of the cargo. Smaller consignments can be consolidated into a shared load to reduce transport costs.
Packaging must protect the goods throughout the entire journey, including transfers between vehicles, warehouses and terminals. Special requirements – such as temperature limits or restrictions on stacking – should be agreed before collection.
- Export Customs Clearance
When goods leave a customs territory, an export declaration may be required.
The declaration normally includes:
- Exporter and consignee details
- Commodity code
- Customs procedure
- Goods description, quantity and value
- Origin and destination
- Transport information
- Relevant licences or certificates
Customs may release the shipment, request documents or select it for inspection.
The forwarder or customs agent can submit declarations on the trader’s behalf. However, the parties should clearly establish who is responsible for the declaration and whether the agent is acting through direct or indirect representation.
- International Transport and Import Clearance
Once the export formalities are complete, the goods begin their main journey.
The forwarder tracks progress and manages issues such as missed sailings, customs holds or changes to carrier schedules.
At the destination, an import declaration may be required. Customs will assess the goods using their:
- Commodity classification
- Customs value
- Country of origin
- Declared customs procedure
Duty and import VAT may become payable. Preferential tariffs may be available under a trade agreement, but only when the goods meet the relevant rules of origin.
Once customs and any other border authorities release the shipment, it can proceed to delivery.
- Final Delivery and Record-Keeping
The forwarder arranges delivery from the port, airport, terminal or warehouse to the consignee.
Proof of delivery should be obtained. Any damage or missing goods should be recorded immediately and supported with photographs and transport documentation.
Businesses should also retain the required customs, commercial and transport records. Reviewing transit times, additional charges and customs issues can make future shipments more efficient.
If You’re Shipping From the UK
The first question is whether the goods are moving from Great Britain – England, Scotland or Wales – or Northern Ireland. Different rules may apply.
EORI Requirements
Businesses moving goods between Great Britain and another country, including an EU member state, will usually need an EORI number beginning with GB.
Certain movements involving Northern Ireland may require an XI EORI instead. The correct number depends on where the business is established and the customs activity being performed.
HMRC confirms that an EORI may be needed to make customs declarations, access customs systems or appoint someone to handle customs formalities. Businesses can check the requirements through the official UK EORI guidance.
HMRC Declarations
Imports into and exports from Great Britain generally require declarations to HM Revenue & Customs through the Customs Declaration Service.
Information needed can include:
- Commodity and procedure codes
- Consignor and consignee details
- Packaging, weight and quantity
- Customs value
- Transport costs
- Licences and certificates
For some routes using the Goods Vehicle Movement Service, declarations must be linked to a Goods Movement Reference before the vehicle boards.
See HMRC’s official guidance for importing goods into the UK and exporting goods from the UK.
Shipping Between Great Britain and the EU
A shipment from Great Britain to Ireland or another EU country crosses two customs territories. It will normally involve a UK export process and an EU import process.
The EU–UK Trade and Cooperation Agreement can provide zero tariffs for qualifying goods, but this is not automatic. The goods must satisfy the relevant rules of origin and the importer must hold appropriate evidence. Customs declarations are still required even where no duty is payable.
Northern Ireland operates under separate arrangements, including elements of the Windsor Framework. Businesses should check the current Windsor Framework guidance before moving goods between Great Britain, Northern Ireland and the EU.
If You’re Shipping From Ireland
The Republic of Ireland remains part of the EU single market and customs union. The process therefore depends on whether the destination is inside or outside the EU.
Moving Goods Within the EU
Goods with Union status can generally move between Ireland and other EU member states without customs duties or routine internal customs declarations.
Businesses may still have VAT, Intrastat, excise or product-specific reporting obligations. The European Commission’s customs-union guidance explains how goods circulate within the EU.
Irish EORI and Revenue Requirements
An Irish business importing goods from or exporting goods to a non-EU country generally needs an EU EORI number.
In Ireland, EORI registration is handled through Revenue Online Service. Once issued, the number can be used as a common identifier when dealing with customs authorities throughout the EU.
Revenue requires an Eircode to be included in Irish EORI registration details. Businesses can review the process through Revenue’s official EORI guidance.
Trade between Ireland and Great Britain is treated as EU–non-EU trade. It can therefore require:
- An EU export or import declaration
- A corresponding UK declaration
- Valid EORI details
- Proof of origin
- Payment or accounting for duty and VAT
- Additional certificates for controlled goods
The exporter, importer and forwarder should agree who is responsible for each requirement before the goods move.
UK Landbridge or Direct Ferry?
Irish freight travelling to continental Europe may move through Great Britain using the UK landbridge. Because Great Britain is outside the EU customs union, this route involves transit procedures and careful coordination between traders, hauliers, customs agents and ferry operators.
Alternatively, shippers can use direct ferry services between Ireland and continental Europe. These routes may avoid landbridge customs procedures and possible border disruption, although journey times and sailing frequency can differ.
The decision should consider:
- Delivery deadline
- Ferry availability
- Cost
- Cargo type
- Transit-document requirements
- Driver hours
- Risk of delays
The Irish Government provides further information about using the UK landbridge and the availability of direct routes.
Choosing the Right Freight Forwarder
Before appointing a forwarder, ask:
- Do you regularly manage this route and type of cargo?
- Can you handle both UK and EU customs formalities?
- Which charges are included in the quotation?
- Who will submit the customs declarations?
- Can you manage controlled or temperature-sensitive goods?
- How will we receive tracking updates?
- Do you provide cargo insurance and proof of delivery?
The best forwarder is not simply the one offering the lowest freight rate. Good customs knowledge, reliable communication and effective problem-solving can prevent far more expensive delays.
Make Freight Movement Simpler with Allied Group
The freight forwarding process becomes much easier when transport, customs and compliance are managed together.
Allied Group supports businesses moving goods across Great Britain, Northern Ireland, Ireland, Europe and international markets. Its freight services include road, air and sea freight, full loads, groupage, warehousing, temperature-controlled transport and in-house customs support.
Whether you need a single urgent shipment or an ongoing freight solution, Allied Group can coordinate the journey from collection through customs clearance to final delivery.
Ready to move your goods with greater confidence? Talk to an Allied Group freight expert and request a solution tailored to your route, cargo and deadline.
Customs rules can change and requirements vary by goods and route. Always check current guidance or obtain professional advice before shipping.
