Shipping heavy machinery overseas involves more moving parts than most buyers and sellers expect. After shipping hundreds of machines to destinations worldwide, here are the ten tips that make the biggest difference.
1. Confirm Your Destination Port Before Choosing a Shipping Method
Not all ports have RoRo service. Not all ports can handle oversized flat rack cargo. The first step before booking any shipping method is confirming what your specific destination port actually accepts. Discovering after booking that your port cannot handle RoRo forces costly last-minute method changes. Always confirm port capabilities first.
2. Get the Machine's Exact Dimensions and Weight Before Calling for a Quote
Length, width, height, and operating weight determine which shipping method is appropriate and what it will cost. A quote based on estimated dimensions can change significantly when actual measurements are taken at pickup. Have the machine's spec sheet or measure it yourself before reaching out for a quote.
3. Do Not Assume RoRo Is Always Cheapest for Multiple Machines
For a single operational machine, RoRo is often the most affordable option. For two or more machines, container consolidation frequently costs less per machine than multiple RoRo bookings. Always request quotes for both methods when shipping more than one machine.
4. Confirm the Machine Is Actually Operational Before Booking RoRo
RoRo shipping requires the machine to drive or roll under its own power. A machine with a dead battery can sometimes be jumped and qualify, but a machine with a seized engine, broken transmission, or structural damage cannot. Non-operational machines need container or flat rack shipping. Be honest about the machine's condition when requesting a quote.
5. Ask About Tax Removal and Customs Paperwork Early
Export documentation, electronic export information filings, and customs clearance paperwork take time to prepare. Starting this process early prevents delays at the port. A complete, accurate, verified equipment description on your documentation reduces customs inspection risk at both origin and destination.
6. Understand Destination Country Import Rules Before You Buy
Many buyers worldwide often benefit from specific import duty provisions in their country on capital equipment. Guyana, for example, offers zero-rated VAT on qualifying heavy equipment. India has specific valuation rules for used equipment. Knowing these rules before you finalize a purchase can save thousands of dollars on the import side.
7. Budget for Port Storage Fees at the Destination
Most destination ports offer a short free storage period after vessel arrival, typically 5 to 10 days. If the buyer cannot arrange pickup within the free period, daily storage fees begin. These fees add up quickly for heavy machinery. Arrange your local transport, customs broker, and import documentation well before the vessel arrives.
8. Take Detailed Photos of the Machine Before It Leaves
Document the machine's condition with photos before it is picked up. This protects both buyer and seller in the event of any damage claims and serves as a record of what was shipped. Our team also photographs every stage of the dismantling and packing process, but your pre-shipment record is the baseline.
9. Use a Freight Company That Handles Documentation From Start to Finish
Dealing with separate trucking companies, dismantling contractors, port agents, and ocean freight brokers multiplies the risk of miscommunication and delays. Using a single company that manages the entire process - pickup, dismantling, port delivery, documentation, and ocean booking - reduces risk and usually reduces total cost.
10. Work With Someone Who Knows Your Destination
Shipping to Guyana is different from shipping to Costa Rica is different from shipping to India. Vessel schedules, port processing times, documentation requirements, and common customs issues vary by destination. Work with a freight company that regularly ships to your specific destination, not one that treats every port as interchangeable.
Ready to Ship?
Contact us with your machine details, pickup location, and destination. We will recommend the right method, handle all documentation, and provide a complete quote. You pay only as your container is approaching your destination port.