How Overseas Shipping, Customs, and Compliance Work

International orders require additional planning beyond domestic freight.

This guide explains:

• Shipping structures
• Customs responsibilities
• Duties and taxes
• Electrical compatibility
• Payment system considerations
• Support expectations

International logistics is a coordinated process, not a simple shipment.

1. Production and Export Preparation

Before international shipping begins:

• Order confirmation
• Payment schedule completed per agreement
• Machine production or configuration
• Quality control inspection
• Export documentation preparation
• Freight booking

Export documentation may include:

• Commercial invoice
• Packing list
• Bill of lading
• Certificate of origin, if required

Documentation accuracy is critical to avoid customs delays.

2. Shipping Methods for International Orders

Ocean Freight, Most Common

Best for:

• Standard machines
• Bulk orders
• Cost efficiency

Transit time is typically 3 to 8+ weeks depending on destination.

Pros:

• Lower cost
• Suitable for heavy equipment

Cons:

• Longer transit time
• Port handling coordination required

Air Freight

Best for:

• Urgent deployments
• Smaller units

Pros:

• Faster delivery

Cons:

• Significantly higher cost

Air freight is typically not economical for large machines.

3. Incoterms and Responsibility

International shipping follows structured trade terms known as Incoterms.

EXW, Ex Works

Buyer arranges:

• Freight
• Insurance
• Customs clearance
• Final delivery

VMFS provides equipment at origin.

FOB, Free on Board

VMFS delivers machine to port of departure.

Buyer handles:

• Ocean freight
• Import clearance
• Final delivery

DDP, Delivered Duty Paid

VMFS coordinates:

• Freight
• Customs
• Duties
• Final delivery

Most convenient for buyers, but cost is higher due to full-service handling.

Clarify Incoterms before production begins.

4. Customs and Import Duties

Each country has:

• Import taxes
• Duties
• VAT or sales tax
• Inspection procedures

Buyer is responsible for:

• Verifying local regulations
• Ensuring business registration
• Paying applicable import duties, unless DDP

VMFS does not control foreign customs authorities.

Customs delays are not production delays.

5. Electrical Compatibility

Before ordering internationally, confirm:

• Voltage requirements
• Frequency, 50Hz vs 60Hz
• Plug type
• Circuit capacity

Incorrect electrical compatibility may:

• Damage equipment
• Void warranty
• Cause safety hazards

Machines can often be configured for regional compatibility if specified in advance.

6. Payment System Compatibility

Payment processing systems vary by country.

Consider:

• Local card network support
• Mobile payment compatibility
• SIM card or cellular network availability
• Currency configuration

Some payment devices require local agreements.

Processing support varies by region.

7. Delivery at Destination

Once shipment arrives:

• Customs clearance required
• Port pickup scheduled
• Final-mile delivery arranged

Buyer may need:

• Customs broker
• Freight forwarder
• Warehouse access
• Forklift or unloading equipment

Failure to retrieve goods promptly can result in port storage fees.

8. Insurance and Damage Claims

International freight requires marine insurance coverage and immediate documentation upon arrival.

Claims require:

• Photos
• Bill of lading notes
• Delivery receipt notation

Failure to document damage immediately may void claim eligibility.

9. International Support Expectations

Remote support is available globally.

However:

• On-site service is not provided internationally
• Local technicians may be required
• Replacement parts are shipped internationally
• Shipping time for parts varies by region

Operators should be comfortable handling basic modular replacements.

10. Lead Time Expectations

International orders include:

• Production time
• Port handling
• Ocean transit
• Customs clearance
• Final delivery

Total timeline may range from 6 to 14+ weeks depending on configuration and region.

Plan accordingly.

11. Bulk and Container Orders

For large international deployments:

• Full container loads reduce per-unit freight cost
• Port unloading coordination required
• Warehouse space recommended

Container orders require higher logistics planning.

12. Common International Mistakes

• Not confirming voltage before order
• Underestimating customs duties
• Not arranging customs broker
• Delaying port pickup
• Failing to inspect for freight damage

Preparation prevents costly delays.

Final Thought

International logistics is a structured commercial process.

It requires:

• Documentation accuracy
• Clear Incoterms agreement
• Electrical verification
• Payment compatibility planning
• Customs awareness

With proper preparation, international deployment is smooth and predictable.

Without preparation, delays and added costs are common.

Structure protects your investment.