Buyers judge suppliers heavily on delivery reliability. To promise a realistic date — and meet it — you need to understand every stage between order confirmation and payment. Here is a typical timeline for a sea freight export. Your times will vary by product, market, and season.
Stage 1: Order Confirmation (Days 0–7)
- Buyer confirms order, and you issue a proforma invoice or sign a contract
- Payment terms activated — advance received, or LC opened and checked
- Specifications, labels, and packaging confirmed
Common delay: LCs arriving with errors that need amendment. Check every LC as soon as it arrives. See letter of credit explained.
Stage 2: Sampling and Approvals (1–3 weeks)
- Pre-production sample made and sent for approval
- Label and packaging artwork approved
- Lab tests arranged where required
Common delay: buyers taking time to approve samples. Build this into your promised date, and do not start bulk production before approval.
Stage 3: Raw Materials (1–4 weeks)
- Materials ordered and received
- Incoming quality checks
Common delay: supplier delays and custom materials with long lead times. Order early and confirm supplier dates.
Stage 4: Production (2–8 weeks)
- Bulk production
- In-line quality checks
- Packing and labelling
Common delay: capacity conflicts with other orders, power or labour issues. Keep a buffer.
Stage 5: Inspection (1–5 days)
- Final inspection by your QC team, the buyer, or a third-party inspection company
- Rework if necessary
See pre-shipment inspection guide.
Stage 6: Booking and Documentation (overlaps production)
- Book space with the forwarder — ideally 1–2 weeks before goods are ready, more in peak season
- Prepare commercial invoice, packing list, and certificates
- Arrange certificates of origin, phytosanitary, or fumigation certificates if required
Common delay: space shortages in peak season, and certificates arranged too late.
Stage 7: Inland Transport and Export Clearance (2–7 days)
- Container stuffing at your factory, or cargo delivered to a CFS or terminal
- Goods Declaration filed and customs clearance
- Delivery to port before the cut-off time
Common delay: missing cut-offs because of late documents, leading to cargo rolling to the next vessel. See goods declaration for export.
Stage 8: Sea Transit (days to weeks)
Approximate transit times from Karachi vary by service and transhipment:
| Destination | Approximate transit |
|---|---|
| Gulf ports | Several days to about 2 weeks |
| Northern Europe | Roughly 3–5 weeks |
| US East Coast | Roughly 4–6 weeks |
| US West Coast | Roughly 4–6 weeks, depending on route |
These are only indicative — ask your forwarder for current schedules. Disruptions at key shipping routes can add significant time.
Stage 9: Arrival and Import Clearance (days to weeks)
- Buyer's broker clears goods through import customs
- Inspections at destination if selected
- Delivery to the buyer's warehouse
Stage 10: Payment
Timing depends on your payment terms:
- Advance payment: received before production or shipment
- Deposit plus balance: balance often due against documents before release
- LC: paid after compliant documents are presented, or at maturity for usance LCs
- Documents against payment: when the buyer pays at their bank to collect documents
- Open account: on the due date, often 30–90 days after shipment or invoice
💡 Promise the ship date, not the arrival date
Unless you sell on delivered terms, promise buyers the date goods will be ready or shipped — the part you control. Share estimated arrival dates as information, clearly marked as estimates.
Putting It Together
For a typical first export order by sea to Europe, the full cycle from confirmation to arrival can easily take two to four months, and payment may arrive later still. Plan your cash flow and your promises accordingly.
Frequently Asked Questions
How long does an export order take?
It depends on product, production time, and destination, but a first sea freight order to Europe or North America commonly takes two to four months from confirmation to arrival.
What is a cut-off time in shipping?
The cut-off is the deadline for cargo and documents to reach the terminal or carrier before a vessel departs. Missing it usually means the cargo waits for the next vessel.
How can I reduce export lead times?
Order materials early, get sample approvals quickly, keep buffers in production, book freight early, and prepare documents in advance.
Want an Experienced Hand on Your Next Shipment?
From quotations and Incoterms to documentation and payment terms, Hexaco Global helps exporters get the details right the first time. Tell us what you are shipping — we reply within 24 hours.
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