How to Avoid Port Delays: A Practical Guide for Importers & Exporters

Why Port Delays Happen

Port delays are one of the most common — and costly — issues in international trade. They can be caused by missing documents, incorrect customs data, haulier issues, port congestion, or simple miscommunication between parties. The good news is that most delays are avoidable with the right preparation and processes.

This guide gives you clear, practical steps to keep your goods moving through UK ports without unnecessary hold‑ups, storage charges, or demurrage.

1. Get Your Documentation Right First Time

Most port delays come down to incorrect or incomplete paperwork. Before your goods arrive, ensure:

• Commercial invoice is accurate
• Packing list matches the shipment
• HS/commodity codes are correct
• Origin is declared correctly
• Certificates or licences are included (if required)
• Transport documents match the declaration
• Container numbers and weights are correct

A single mismatch can trigger a customs query or inspection.

2. Submit Customs Declarations Early

Late or incorrect declarations are a major cause of port delays. To avoid issues:

• Submit import/export declarations before arrival
• Ensure all data elements in CDS are correct
• Use the correct procedure and additional procedure codes
• Apply duty reliefs correctly (if applicable)
• Double‑check values, weights, and descriptions

Early submission gives time to resolve any queries before the vessel lands.

3. Communicate Clearly With Your Haulier

Hauliers often arrive at ports without the correct references or instructions. To avoid this:

• Provide MRN numbers
• Provide port references (e.g., VBS bookings, container IDs)
• Confirm whether a T1 is required
• Share arrival notices and release references
• Ensure the haulier knows the correct terminal

Clear communication prevents wasted trips and delays at the gate.

4. Understand Port‑Specific Requirements

Every UK port has its own systems and quirks. For example:

• Felixstowe uses VBS and strict slot bookings
• Southampton has specific RoRo and container processes
• London Gateway relies heavily on digital systems
• Tilbury has multiple terminals with different rules
• Liverpool requires accurate arrival references

Knowing the port’s procedures helps you avoid avoidable bottlenecks.

5. Ensure T1 / Transit Documents Are Correct

If your goods are moving under transit:

• Ensure the T1 is created before arrival
• Provide the LRN to the haulier
• Confirm the office of departure
• Ensure the destination office will discharge the T1
• Check that the haulier understands transit requirements

Incorrect or missing T1 documents can stop a truck at the port instantly.

6. Avoid Common Errors That Trigger Inspections

Customs may intervene if they spot:

• Incorrect HS codes
• Suspiciously low values
• Incomplete descriptions
• Missing licences
• Incorrect origin claims
• Weight discrepancies
• Dangerous goods without proper documentation

Accurate data reduces the risk of inspections and holds.

7. Monitor Vessel Arrivals & Port Congestion

Ports can become congested due to:

• Weather
• Strikes
• Peak season
• Terminal closures
• High container volumes

Tracking vessel ETA and port status helps you plan haulier arrivals and avoid unnecessary waiting time.

8. Keep Your Supplier Aligned

Many delays originate at the source. Make sure your supplier:

• Provides documents early
• Uses correct HS codes
• Matches invoice and packing list details
• Confirms container loading accuracy
• Shares shipping documents promptly

A well‑organised supplier reduces downstream problems.

9. Use a Reliable Customs Agent

A knowledgeable customs partner helps you avoid:

• Incorrect declarations
• Missed duty relief opportunities
• Port queries
• Transit errors
• Documentation mismatches

Expert support keeps your goods moving and protects you from compliance issues.

10. Prepare for Post‑Clearance Requirements

Even after release, you must:

• Store documents for audit
• Check duty/VAT payments
• Submit amendments if needed
• Meet duty relief conditions
• Track T1 discharges

Good post‑clearance management prevents future delays and penalties.

Common Causes of Port Delays

• Incorrect HS codes
• Missing MRN or port references
• Late customs declarations
• Incorrect container numbers
• Miscommunication with hauliers
• Missing licences or certificates
• Transit documents not raised
• Supplier errors
• Port congestion

Most of these can be prevented with good preparation.

How We Help You Avoid Port Delays

We support businesses with:

• Fast, accurate customs declarations
• T1 transit documents
• Port‑specific guidance
• Supplier document checks
• Haulier coordination
• Compliance reviews
• Real‑time support during clearance

Our goal is simple: keep your goods moving and eliminate avoidable delays.

Explore More in Our Knowledge Hub

You can also read:

• Importer Checklists
• Port Guides
• HS Code Guides
• Duty Relief Guides
• Customs Glossary

If you want help preventing port delays on your next shipment, our customs specialists are ready to support you.

Get in touch for expert customs and port‑clearance guidance.