The role of temperature in food transport

Maintaining the right temperature during food transport protects against loss of freshness and quality. This is particularly important for products such as fresh fruit, vegetables, fish, and dairy products. If the thermal continuity is interrupted, their taste and safety could be irreversibly compromised. Stable conditions guarantee that the product will reach the consumer in the same condition as when it left the place of production. Vehicles and containers equipped with specialized refrigeration units and real-time temperature monitoring systems are used for transport. Thanks to them, the carrier is able to react immediately before transport conditions deteriorate.

The consequences of a break in the cold chain

Breaking the cold chain has serious financial consequences. Products that have lost their properties are often unsuitable for further consumption or processing, and the entire batch often ends up being disposed of. For the carrier and supplier, this means losses, and for the consumer, if the products were to go on sale, a serious health risk.

That is why professional companies specializing in refrigerated transport treat this requirement as a priority. Every element of the infrastructure must function reliably. It is the uninterrupted temperature control that guarantees quality and safety at every stage of delivery.

Allcom, safe transport of food products

Allcom has been supporting the food industry for years, providing transport in strictly controlled refrigerated conditions. Our team of experienced experts knows the industry’s requirements and can flexibly adapt solutions to the specific nature of the goods, regardless of the scale of transport.

The role of the cold chain in food logistics

Maintaining the continuity of the cold chain is the foundation without which the transport of fresh food could not function. Products that are sensitive to temperature changes, such as dairy products, meat, and fruit, require constant conditions to be maintained at every stage of the journey. Even a slight change in temperature can cause a loss of quality or a reduction in shelf life. Maintaining continuity means that transport companies invest in advanced monitoring systems and vehicles equipped with technologies that do not allow any deviations from specified parameters.

Innovations that change standards

Professional food transport is not possible today without the use of modern tools and data analysis. GPS systems, automatic temperature sensors, and even algorithms that predict delays help carriers respond in advance and optimize routes. This makes transport more economical and safer, and significantly reduces the risk of product quality loss.

Work organization and cooperation between entities

Effective food transport requires cooperation between all participants in the supply chain. The producer, shipper, and recipient must work in complete synchronization to avoid unnecessary downtime and the risk of product freshness loss. Flexible route planning and delivery schedules allow for quick adaptation to changing road conditions or unforeseen situations.

Food transport is a process that requires precision

Transporting food products is not just about moving goods from point A to point B. The operations involved are complex logistics based on experience, technology, and responsibility. Every link in this chain is important. Even a minor oversight can have serious consequences for the quality of the entire batch of goods. A professional approach to planning based on knowledge and experience, as well as the execution of transport, guarantees consumer safety.

Food transport requires reliability. Refrigerated containers are one of the basic tools for shipping companies that face the challenges of the global supply chain on a daily basis. Their use ensures refrigeration continuity. It eliminates risk and guarantees accurate monitoring of every stage of the journey, from loading to delivery to the final recipient.

Professional cargo preparation. Basics of refrigerated food transport by sea

Before a container sets sail, every detail, no matter how small, must be taken care of. The process begins with selecting the right type of container. A refrigerated container ( reefer) guarantees stable temperature conditions even during long layovers in ports.

When preparing foodstuffs for sea transport, precise control of temperature, humidity, and often ventilation is essential. Sensitive products such as meat, dairy, fish, and fresh fruit require individual parameters that must be closely monitored. A professional freight forwarder will provide real-time monitoring of refrigeration parameters.

Sea freight with quality control. Safety that travels with your cargo

Sea transport is not just about moving containers from port A to port B. Its success is based on logistics and the expertise of professionals who often work around the clock. This gives customers whose goods are being transported the assurance that their products will reach their recipients safely, fresh, and in compliance with applicable regulations

Shipping tailored to your needs, i.e. personalization of sea transport

There is no one-size-fits-all shipping solution for all food products. The process of transporting goods by sea must always be tailored to the type of goods, their life cycle, and the requirements of the target markets. For products with a short shelf life, it is not only the temperature at which the goods are transported that is important, but also the time, which can be reduced thanks to optimized routes and synchronization of unloading.

This is where the value of added services such as phytosanitary documentation, customs services, and export consulting comes into play. Because good transport is a combination of logistics, technology, and experience.

Food transportation by sea with Allcom

Sea freight requires careful planning, technology, and reliable partnerships. In the case of food products, it also involves responsibility for consumer health. That is why Allcom is constantly developing its refrigerated transport services, combining industry knowledge, proven procedures, and modern technical solutions. We help ensure freshness and safety in the sea transport of food.

Transport of machinery by sea and customs documentation

Incorrectly prepared or missing documents are one of the most common reasons for cargo being held up at the port, sometimes for many days. Downtime means extra storage costs and delivery delays. Sometimes, the lack of just one attachment results in a thorough customs inspection, which in turn reveals further errors or omissions in the paperwork. Officials very often refer shipments for thorough inspection when the documentation is incomplete, contains errors, or when there is a suspicion of undervaluation of the goods. The entire inspection procedure prolongs the delivery time of the machines to their destination and significantly increases transport costs. Carefully prepared customs documentation is an absolute must in maritime transport logistics.

We attach great importance to the meticulous verification of documents even before the cargo is declared for clearance. As part of our comprehensive service, we prepare a complete set of required customs documents. Thanks to their many years of experience and knowledge of regulations, our experienced freight forwarders know exactly what to look for to ensure that clearance is quick and efficient. Taking care of the formalities guarantees that the ship will sail without any obstacles and that the machines will reach the customer according to the agreed schedule.

Import of machines by sea. What documents are required for customs clearance?

Importing machinery from outside the European Union requires a wide range of documents to be collected by customs authorities. It is best to start preparing them in advance so that when the cargo arrives at the port, you have all the necessary documentation ready to present. The most important documents for import customs clearance include:

Commercial invoice

A document confirming the purchase of the machine. It should include the seller’s and buyer’s details, a detailed description of the machine (e.g., type, model, serial number), its value, the currency of the transaction, and the agreed delivery terms (e.g., Incoterms). It is also a good idea to provide a description of the goods in the language of the destination country to facilitate the work of customs officials.

Cargo specification (packing list)

A list of items in the shipment supplementing the invoice. In the case of a machine, this will be, for example, a list of its components, accessories, or spare parts shipped together. The packing list also specifies the dimensions and weight of each part.

Bill of lading

A bill of lading is a maritime consignment note issued by the shipowner. It confirms the acceptance of the cargo onto the ship. It contains information about the sender, recipient, quantity and type of cargo, and the port of loading and unloading.

Certificate of origin of goods

A document confirming the country of manufacture of the machine, required primarily to take advantage of preferential customs rates resulting from free trade agreements or when required by the importer’s law. For example, the EUR.1 form or other certificate of origin will help to obtain a basis for reducing customs duties in accordance with a trade agreement.

Additional certificates and permits

Depending on the type of machine, customs authorities may require additional documents. For electronic devices or motor vehicles, a CE certificate of conformity is often required. If you are importing used machines, especially agricultural ones, it is worth obtaining a phytosanitary certificate confirming that the machine is free of organic contamination (particularly important from a sanitary point of view). Failure to provide such a certificate may result in the device being detained for disinfection.

Customs agency authorization

This is a document in which the importer grants power of attorney to a customs agency (e.g., our company) to represent them before the Customs Office. This allows us to make the import customs declaration on behalf of the customer and take care of all the formalities. Without such authorization, the customs agency cannot act on behalf of the importer.

Importer’s EORI number

A basic requirement for importing goods from outside the EU. EORI is a unique identification number for economic operators in their dealings with customs authorities. Before the first import, the company should obtain an EORI number (in Poland, it is usually assigned automatically to businesses registered as VAT payers). Without an EORI number, it will not be possible to submit a customs declaration.

Each document must be meticulously and carefully prepared. This is an absolute prerequisite for efficient customs clearance. The correct tariff classification of machinery is particularly important, as the HS/CN code determines the amount of customs duty and any import restrictions. Incorrect code assignment leads to overstatement of customs duties and necessitates subsequent corrections to the declaration. If the documentation is correct, clearance usually proceeds smoothly.

Sea freight and machine exports. What documents need to be prepared to ensure a smooth process?

The export of machinery from Poland (or the EU in general) to third countries also requires the collection of appropriate documentation. Although much of it overlaps with import documentation, the export procedure requires an individual approach. The basic documents for export customs clearance include:

Commercial invoice

Issued by the exporter (e.g., a Polish manufacturer or distributor) to a foreign recipient. It should contain the details of the parties, a description of the machine, its value and currency, as well as the terms of delivery. On this basis, the customs authorities determine the customs value of the goods and keep records of exports.

Packing list

As with imports, it lists the items in the shipment and the parameters of the shipment. It facilitates export control and is sometimes needed by customs agents in the destination country to prepare import clearance.

Transport document

A bill of lading, or sea waybill in the case of sea freight, is proof that the goods have been loaded onto the ship. It contains all relevant information about the shipment. During export clearance, the data on the bill of lading must match what is declared in the commercial documents.

Export licenses and permits

If the exported machine is subject to restrictions or is a sensitive commodity (e.g., dual-use equipment that could be used for military purposes), the exporter must obtain the appropriate permits. An example of such machines are advanced CNC machine tools, the export of which requires prior approval from the competent authority.

Certificate of origin (if required)

In the export process, such a document may be required by the recipient in the destination country. It is required for customs purposes. Often, the importer asks the exporter to issue an official certificate of origin (e.g., from the chamber of commerce) or other confirmation in order to take advantage of customs preferences or meet local official requirements upon import.

Certificates and other documents

Depending on the regulations in force in the country to which we are shipping the machine, additional documents may be required. For agricultural machinery, the aforementioned phytosanitary certificate is very important (especially when shipping used equipment to markets that have strict sanitary requirements). Many countries, especially the US and Australia, require confirmation that the imported agricultural machine is clean and free of contamination. The exporter should therefore thoroughly clean the equipment of soil, seeds, and organic residues before loading. At the customer’s request, we organize a sanitary inspection and issue a phytosanitary certificate before shipment. In some cases, a quality certificate or technical test document for the machine may also be required, especially if such requirements exist in the recipient country.

The customs office carries out export clearance after the complete set of documents has been delivered. This usually takes place faster and more efficiently than import procedures. When the documentation is complete, the entire process takes place without additional requirements. However, if any deficiencies or errors are detected, the shipment may be detained, leading to downtime and shipment delays.

Comprehensive preparation of customs documentation. Rely on our knowledge and experience.

Organizing maritime transport involves many challenges, especially when it comes to complex customs issues. We provide comprehensive assistance right from the planning stage. We advise you on what to prepare depending on the type of machine and the destination country. We make sure that all documents are correctly drawn up and prepared. If necessary, we point out any deficiencies and help to remedy them or take care of them ourselves.

Our services include full support in the area of customs clearance. We submit declarations, represent the customer before the authorities, and ensure that the entire process is carried out in accordance with the applicable regulations. Our specialists keep track of changes in regulations and inform you about new requirements, e.g. regarding certificates or trade restrictions. Our goal is to guide you through the entire process without stress and unnecessary complications. Practice shows that meticulousness at the planning stage translates into a quick and smooth completion of the entire shipping process.

Transporting machines in containers. What challenges does it pose?

Container transport involves transporting machinery in a standard shipping container – usually 20 or 40 feet – or on an open top or flat rack platform, especially when the equipment has non-standard dimensions. Machines are loaded into the container using a forklift or crane and then securely fastened with straps, chains, and wooden supports. After loading, the container is closed and sealed. Standardized sizes allow for efficient transshipment in ports using overhead cranes.

Transport using containers ensures high safety of goods. A machine enclosed in a steel casing is well protected against rain, wind, and mechanical damage. A standard container can also accommodate spare parts and accessories. This allows you to transport complete equipment in one shipment. An unquestionable advantage of this method is its global availability. Container ships sail regularly to hundreds of ports around the world. This makes it much easier to plan deliveries and transshipments between different modes of transport. Containers work well even in ports with limited infrastructure. In addition, when several smaller machines are transported in one container, the unit cost of transport is significantly reduced.

Despite its many advantages, the use of containers for transporting machines by sea has several limitations. The main one is the precisely defined, rigid dimensions. The interior of a 40′ HC container measures approximately 12 m in length, 2.35 m in width, and 2.70 m in height. Larger machines, such as combine harvesters or excavators, often do not fit in their entirety and require disassembly and the involvement of qualified technicians, both during preparation and reassembly at the recipient’s premises. Another condition that must be taken into account is the weight of the machine being transported. Each container has lifting and base load limits. When the machine is extremely heavy, its effective transport requires the use of specialized containers and additional loading equipment.

Specialized tools affect the costs and difficulty of the entire shipment. Due to space limitations, container transport will not always be the best choice for very large machines. However, for medium-sized equipment or several smaller devices in a single shipment, it is an extremely effective and safe solution.

Specialized tools affect the costs and difficulty of the entire shipment. Due to space limitations, container transport will not always be the best choice for very large machines. However, for medium-sized equipment or several smaller devices in a single shipment, it is an extremely effective and safe solution.

Transporting machinery on Ro-Ro ships. What does it involve and when should you choose this option?

An alternative to container transport is the transport of machinery on specialized Ro-Ro (Roll-on/Roll-off) ships. Equipment that moves on wheels or tracks is loaded onto the ship using a lowering ramp. The ship itself resembles a multi-level floating garage. It has internal ramps and decks on which vehicles can move freely. Machines are delivered to the port on their own wheels (e.g., agricultural tractors) or on a tow truck. They then drive onto the ship themselves. If the machine being transported does not have its own drive, it is placed on a special wheeled platform (MAFI), which is rolled onto the deck. The entire loading and unloading process eliminates the need for cranes and significantly simplifies port procedures.

One of the biggest advantages of Ro-Ro transport is that there is no need to dismantle and pack the machines. They are transported in their entirety, ready for operation immediately after unloading. Loading and unloading are also faster, making the entire supply chain much shorter. Ro-Ro ships are also ideal for transporting large, heavy machines that are too big to fit in containers. They enable the safe transport of equipment from many different industries, from buses to specialized mining machinery. Cargoes are carefully secured with straps and locks, and by placing them inside the hull, they are protected from the weather.

However, Ro-Ro ships are mainly adapted to transport vehicles and machines that can be rolled. The lack of wheels or difficulty in moving requires the use of platforms, which involve additional costs and logistics. An additional difficulty is the Ro-Ro network. Although it is constantly expanding, it remains more limited than the container line network. Not every port handles Ro-Ro ships, and even if they do, voyages are less frequent than in the case of container ships. During peak periods (e.g., before the agricultural season), the availability of space on ships can be significantly limited. Ro-Ro transport is an excellent method of transporting large-size equipment. It is ideal when minimal interference with the machine is required before shipment. Due to the costs involved, container transport is more advantageous when transporting several smaller machines, as the Ro-Ro transport fee is calculated for each unit transported.

The specifics of transporting machinery by sea

Sea transport of machinery requires precision and an individual approach to each order. The organization of shipping specialized equipment and large-size shipments depends on what exactly we are transporting. The type of equipment largely determines whether container transport or the Ro-Ro method is more suitable.

 Agricultural machinery is often large and has protruding parts, which complicates its transport somewhat. Take combine harvesters, for example. Their width and height with the header (i.e., the harvesting attachment) often exceed the permissible limits, so it usually has to be dismantled. Tractors and sprayers, on the other hand, have their own wheels, so they are ideal for transport by Ro-Ro ships. This option eliminates the need to dismantle the cab or wheels. Ro-Ro ships are also suitable for transporting used machinery, for example when exporting from Asia to Europe, provided that the equipment is thoroughly cleaned of soil and plant residues. This is a phytosanitary requirement for international shipments, regardless of the method chosen. Container transport, on the other hand, works well for transporting parts, such as wheels. In the shipment of agricultural machinery, hybrid solutions are often used, e.g., the body of the machine is transported by Ro-Ro ship, and smaller components are safely packed in a container.

In the case of construction machinery, we are dealing with heavy, often oversized loads. Their main advantage is that most of them are capable of moving independently. In this sector, Ro-Ro transport is more commonly used. The ability to transport the entire machine without dismantling it into parts saves a lot of time and money. Ro-Ro ships are also ideal for transporting road trains, such as tractor units with low-loader trailers. Smaller machines, such as mini-excavators, forklifts, or loaders, are more cost-effective to pack into a container, especially when several are being shipped at the same time. Safety is also worth considering. A container fully protects machines from damage and external factors. On a Ro-Ro ship, there is a minimal risk of minor abrasions or scratches during loading.

The transport of industrial machinery involves more demanding and specific requirements. Most equipment, such as production lines, generators, or presses, is not designed to be moved. Such equipment is usually shipped in a container or as conventional cargo. Transport is usually carried out in parts, packed in crates or on platforms. If the size of the machines allows it, the preferred shipping option is a container, mainly due to safety and ease of handling. Sensitive equipment, such as precision CNC machines, can be securely immobilized inside a container and protected from vibrations and weather conditions. This ensures that they arrive at their destination undamaged. However, if the goods are too large, open-top containers, platforms, or Ro-Ro transport using wheeled platforms are used. This solution is most often used for really heavy components, such as transformers or turbines. In this case, the equipment is placed on MAFI trolleys and hoisted onto the ship. The lack of wheels in the construction of these machines means that shipping requires more preparation and is used rather when other methods fail.

Cost, time, safety, and port infrastructure. What to look for and what to include in your shipping plan?

When shipping machinery by sea, several important logistical aspects must be taken into account, which have a significant impact on the choice of transport method. Transport costs depend primarily on the dimensions and weight of the equipment, the route, and the type of transport used. In the case of containers, there is a fee for renting the entire container (FCL) or for the space occupied if using less than container load (LCL). It is worth remembering that this option allows several machines to be placed in one container. With Ro-Ro transport, the carrier charges based on the number of vehicles or the space they occupy. For a single large machine (such as an excavator or combine harvester), this is a more cost-effective option than a specially adapted container.

In the case of a container, there are also fees for loading and securing (so-called stuffing), possible crane rental, and unloading at the destination port. Ro-Ro transport does not require vertical transshipment, but it may involve additional costs for preparing the machine, e.g., removing it from the tow truck or inflating the tires. When choosing an option, it is therefore worth seeking the help of an experienced freight forwarder. They will prepare a detailed comparison of both variants and help you decide which option is more cost-effective.

The time of transport by sea depends mainly on the availability of connections. On the main routes, ships adapted for container transport sail regularly, even daily. They offer great flexibility, especially if one of the transport requirements is fast shipping. Ro-Ro ships, despite their regular voyages, usually depart 1-2 times a month to a specific port. Despite time constraints, Ro-Ro operations in port are faster, so in practice the final delivery time is often similar. It often happens that a container arrives at its destination faster, but has to wait in line to be unloaded, while Ro-Ro equipment rolls off the deck and clears customs faster. Precise and meticulous planning of the entire supply chain helps to optimize time management.

When planning shipping, port conditions at the destination must be taken into account. Almost every major port handles containers. So we can be sure that our goods will be handled properly. Unfortunately, the destination may limit or even exclude the use of a Ro-Ro ship. Smaller terminals often do not have ramps or adequate maneuvering space. This type of sea freight is usually only possible with specialized ports. If the destination is far from them, the shipping plan must also include land transport. Route planning must therefore be based on the availability of specific terminals. For this type of operation, the knowledge of a shipping company with a global network of agents will help to select the optimal port and plan the entire transport process, avoiding unnecessary logistical complications.

Customs and technical requirements for the transport of machinery

International transport of machinery requires compliance with numerous customs and technical requirements. These vary depending on the country and the type of equipment being transported. Customs clearance is particularly important. Before shipment, the machine must be correctly classified (e.g., as industrial equipment, agricultural vehicle, or construction equipment) using the appropriate customs tariff code, and a complete set of documents must be prepared: invoices, bills of lading, certificates of origin, etc.

Customs authorities should receive full identification data, e.g., VIN number, especially for vehicles requiring registration. In the case of transporting used machines, additional documents confirming their technical condition or certificates related to sanitary safety may be required.

Some countries, such as the US and Australia, have strict requirements regarding the cleanliness of machinery. The equipment must be completely free of soil, seeds, and insects so as not to threaten local ecosystems. A professional freight forwarder will help coordinate activities and, if necessary, arrange for the required inspections, e.g., phytosanitary inspections.

Equally important is the issue of customs and tax duties. These are calculated based on the value of the machine, its age, and country of origin. Older machines are sometimes subject to higher customs duties, while newer ones may be eligible for tax breaks.

Choosing the right method of transporting machinery. Rely on the experience of a shipping specialist.

The decision on the type of transport for machinery by sea must be preceded by a thorough logistical analysis. The choice of method directly affects how the machinery is prepared for transport. Specialists will take into account the technical parameters of the machinery, deadlines, budget, and any other requirements in order to propose the solution best suited to the specific situation.

Organizing the transport of machinery is a task that requires knowledge and attention to even the smallest details. At ALLcom, we have been operating in the field of international sea freight forwarding of machines and goods for 30 years. Our knowledge and experience allow us to efficiently organize transport, especially where a non-standard approach is needed. Thanks to many years of cooperation with various industries, we are well acquainted with the specifics of different types of machines and their requirements.

We provide transport to European terminals, Africa, and both Americas, as well as to the most remote parts of Asia and Australia. If the situation requires it, we organize transshipment and storage in intermediate ports, ensuring the continuity of the supply chain. We have hundreds of successfully completed projects under our belt. We always look for the best solution to ensure the safety and reliability of shipping.

Shipping and commercial documents required for food loading

The first step is the loading of goods at the shipper’s premises. Already at this stage, the appropriate shipping and commercial documents must be prepared to accompany the cargo all the way.

Commercial invoice

The basic document issued by the seller (exporter) to the buyer (importer). It contains a description of the goods, quantity, value, currency of the transaction and details of both parties. The invoice is necessary for customs clearance and is the basis for determining the classification of the goods and customs and tax duties.

Goods specification (packing list)

A document that supplements the invoice, detailing the contents of individual packages, net/gross weight, number of packages, etc. It facilitates inspection of the goods during loading and unloading, and allows customs authorities to verify the conformity of the goods with the declaration.

CMR waybill

An international consignment note required for road transport. It is a document confirming the conclusion of a contract of carriage between the shipper and the carrier. It contains details of the shipper, consignee, carrier, description of the cargo, place of loading and unloading and transport instructions. The CMR is proof of the carrier’s acceptance of the goods and is the primary document to be inspected during any roadside inspections. The driver receives the CMR letter upon loading, and the consignee acknowledges receipt of the shipment with it.

Certificate of origin of goods

A document required in certain cases, confirming the country of origin of foodstuffs. It is sometimes needed if we want to confirm the country of origin of the goods (ordinary certificate) or additionally to take advantage of preferential tariff rates resulting from trade agreements, or when the recipient requires it (EUR 1 certificate). Certificates of origin are legalized by authorized authorities (e.g., the National Chamber of Commerce or the Customs and Revenue Service) at the exporter’s request.

Quality certificates or documents from the manufacturer

Depending on the type of food, additional attestations may be required to confirm that the goods meet certain standards. Examples include an organic certificate (for organic food) or the results of laboratory tests on a batch of goods (e.g., a certificate of composition analysis, no exceedances of pesticide or microorganism standards). These documents build trust with the recipient and are often required for quality control.

For products of animal or plant origin intended for export outside the EU, care should be taken to obtain official health certificates as early as the loading stage. Products of animal origin (meat, dairy, fish, eggs, etc.) must have a veterinary certificate issued by the competent veterinary service of the country of shipment. This document confirms that the food is safe, comes from an approved facility and meets the requirements of the importer’s country. Products of plant origin (fresh fruits, vegetables, grains, seeds), on the other hand, require a phytosanitary certificate, issued by the plant protection authorities in the exporter’s country, which confirms that the products are free of quarantine pests and diseases. Without these certificates, the goods will not be allowed to be transported across the border, so when organizing international food transportation, they must be obtained before shipment.

When transporting food, it is very important to maintain the cold chain and proper conditions of transportation. The carrier should have a document confirming that the vehicle is suitable for transporting foodstuffs, especially perishable ones. Any vehicle used for international food transportation must have a certificate of compliance with the ATP agreement. This is a certificate confirming that the vehicle complies with the requirements of the ATP Agreement (for the carriage of perishable foodstuffs at controlled temperatures). The driver should carry a current ATP certificate for the vehicle. In the event of a roadside inspection, the service may demand to see it. The absence of this document exposes the carrier to a penalty and may result in the detention of the carriage.

In addition, the driver and those in contact with food cargo must have a current sanitary-epidemiological examination (the so-called sanepid booklet), which confirms the absence of health contraindications to working with food. This is a national requirement, but widely respected as part of hygiene concerns throughout the supply chain.

Once the commercial documents have been completed and sanitary requirements have been ensured at the loading stage, the goods can go on their way. Another challenge is border formalities, primarily customs clearance, which requires an additional set of documents.

International food transportation. What documents should be prepared for customs clearance?

If the transport of food is outside the European Union or from a third country to the EU, customs clearance is necessary. The purpose of the customs procedure is to declare the goods for import or export, calculate the duties and taxes due, and check the compliance of the shipment with the regulations. The following documents are required for a smooth clearance:

Customs declaration

A formal declaration submitted to customs, usually by a customs agency acting on behalf of the importer or exporter. Nowadays it is in electronic form in customs systems, but paper documents (invoice, bill of lading, etc.) are the basis for its preparation. The customs declaration declares, among other things, the code of the goods (according to the customs tariff), value, country of origin, weight, and attaches the required permits and certificates. Correct completion of the declaration is essential to avoid delays or erroneous calculation of fees.

Commercial documents supporting the data in the declaration

Customs requires the submission of source documents, primarily the commercial invoice and packing list. Based on these, the declared value and type of goods are verified. Sometimes a contract or purchase order is also required, if customs needs additional confirmation of the terms of the transaction.

Certificate of origin

If an exporter or importer wants to take advantage of the reduced tariff rate under an FTA, he or she should present a certificate of origin (or an invoice declaration) confirming that the goods originate in the country covered by the agreement. For example, when exporting Polish foodstuffs to a non-EU country that has a trade agreement with the EU, a EUR.1 certificate will confirm origin in Poland and enable the importer to pay a lower duty.

Import/export licenses and permits

Some food commodities are subject to additional restrictions. For example, the importation of certain products may require a license or a quota to be met (as is the case, for example, with certain quantities of sugar, dairy products or alcohol). If the product is under the supervision of licensing institutions (e.g., ARR – Agricultural Market Agency, now KOWR – National Center for Agricultural Support, for certain agricultural commodities), the appropriate permit must be attached. In the transportation of food, we rarely deal with strategic goods requiring a license, but it is worth making sure that the transported assortment is not subject to additional regulations.

Confirmation of compliance with sanitary/veterinary requirements

The main element of food clearance is to provide evidence that the goods have passed the required sanitary inspections. In practice, this means attaching to the declaration the results of the inspection (veterinary, sanitary or phytosanitary) or relevant documents such as a veterinary, phytosanitary certificate or CHED document (more about it below). Before releasing the goods, the customs office will check whether, for example, the Border Veterinary Inspectorate or Sanitary Inspectorate has issued a positive decision allowing the food to be marketed. Without such approval, customs clearance will not be completed, and the product cannot legally cross the border.

It is worth noting that many customs formalities can be prepared in advance. Our professional customs agency will take care of gathering documents in advance, completing declarations and verifying the accuracy of data. As a result, a shipment with food appearing at the border has a set of documents, and the procedures run smoothly. When exporting outside the EU, the forwarder will take care of issuing the export document, and when importing – all customs declarations and fees. In the case of transit through third countries, it is also possible to use the TIR carnet or customs transit procedure – these are documents and mechanisms that allow goods to pass through the territories of foreign countries in customs confinement, without paying customs duties in transit.

Sanitary and veterinary control of food. What is its purpose?

Food crossing national borders (especially the border of the European Union) is subject to strict controls by specialized services. The goal is to ensure that products that endanger the health of humans, animals or plants do not enter the market. Depending on the type of food, transport may be referred for inspection by various inspections: veterinary, sanitary, phytosanitary and commercial quality. Each of them requires specific documents:

Border veterinary inspection

Covers all products of animal origin (both raw and processed) and feed. At the EU border, such control is carried out by the Border Veterinary Inspectorate (GIW). The basic document here is the previously mentioned veterinary certificate issued by the exporter’s country. The document must accompany the shipment (the original with a possible translation). The veterinary inspector at the border verifies its authenticity and compatibility with the goods.

In addition, the shipper or importer is required to notify the shipment for border veterinary inspection in advance, usually through the TRACES (Trade Control and Expert System) system. In this system, a common entry document (CHED-P) is generated for products of animal origin. An electronic form that provides information about the shipment, shipper, consignee, type of goods, country of origin, etc. The GIW inspector, after inspection (of the documents, and often of the commodity itself and the means of transportation), confirms the release of the commodity in the CHED system.

The printed and certified CHED-P document becomes confirmation that the batch has passed the veterinary inspection with a positive result. Only with such confirmation can the goods be cleared through customs and brought into the country. In the case of exports from the EU (e.g., Polish food sent outside the Union), the veterinary services of the exporting country also issue the appropriate certificate, which will be required by the authorities of the destination country.

Border sanitary control

Applies to food of non-animal origin, i.e. plant and processed products that are not subject to veterinary control, but may pose a threat to human health. In Poland, the State Sanitary Inspectorate (Sanepid), or more precisely, the State Border Sanitary Inspectors, is responsible for such control. Not all plant foods are subject to mandatory inspection. The European Union designates a list of products that must be inspected in a special way (these are, for example, selected dried fruits, nuts, spices, foods containing certain additives, food contact materials, etc., often from specific countries where non-compliance has been found).

For such products, the previously described TRACES system and the CHED-D (Common Health Entry Document) apply. The importer or his representative fills out the first part of the CHED-D electronically before the arrival of the goods. The declaration is accompanied by the health quality certificates in possession from the country of shipment (if required by EU regulations or the recipient) and other documents such as certificates of laboratory analysis. The Sanitary Inspectorate at the border checks the documents, may take samples for testing (e.g., for pesticide residues, aflatoxins, heavy metals – depending on the product) and approves the document after a positive inspection result.

When the product is not covered by TRACES, the importer submits a traditional application for border sanitary inspection in accordance with Polish regulations. In both cases, once the sanitary inspection is approved by the Sanitary Inspectorate (a document confirming the release of the goods), customs clearance can be finalized.

Phytosanitary control

It is dedicated to unprocessed plant products, seeds, seedlings, fresh vegetables and fruits, grains, as well as wooden packaging (pallets, crates). It is carried out by the State Plant Protection and Seed Inspection Service (PIORiN) through its phytosanitary inspectors at the border. The document conditioning the entry of plants and plant products is the original phytosanitary certificate from the country of origin. The PIORiN inspector checks it, as well as the goods themselves (whether there are traces of pests, soil, mold). In addition, he can order a more in-depth visual inspection or examination.

Currently, phytosanitary inspection is also recorded in TRACES as a CHED-PP document (for plants and plant products). After a positive inspection, the inspectorate issues an import permit, in the form of a stamp and annotation on the phytosanitary certificate and approval of the electronic document. If everything is in order, the goods can be released. In case of non-compliance (e.g., detection of live pests), the inspection may stop the batch, subject it to disinsecting treatment, or turn back/neutralize the goods.

Commercial quality control (WIJHARS)

In addition to strictly sanitary inspections, imported food, especially fresh fruits and vegetables, is subject to inspection by the Provincial Inspection for Commercial Quality of Agricultural and Food Articles (WIJHARS). The inspectorate checks whether the products meet EU commercial quality standards, such as whether the fruits have the appropriate quality category (Extra, Class I, II), whether they are properly labeled (country of origin, class, caliber), etc. WIJHARS may require the presentation of a certificate of compliance with marketing standards issued in the exporter’s country, or inspect the batch itself upon arrival in the country.

If the product in question has a foreign certificate of compliance with EU standards (and the exporter’s country has a recognized quality control system), this document should be attached to the clearance. Otherwise, the importer reports the goods to the WIJHARS for quality control. The inspector evaluates a sample of the goods and issues an appropriate certificate in Poland. This stage is important, especially when importing fresh agri-food products from outside the EU. Failure to meet quality standards can result in the batch not being allowed to be marketed or reduced in value, so documentation confirming quality is as important as sanitary documents.

As you can see, the number of documents required during food border inspections is considerable. Each inspection has its own procedures and forms, but they all work with one goal – to protect the consumer and the domestic market from unsafe products. For the entrepreneur, this means the need to work closely with the institutions to quickly obtain the required certificates and decisions. In practice, the organization of these activities is often handled by a specialized freight forwarder or customs agency, which coordinates the control of the various authorities.

Food transportation safety versus complete documentation. Get support from an experienced shipping company

Documentation in food transportation ensures safety and compliance with regulations. Each of the documents described has a specific task. It confirms the origin of the goods, their quality, health safety and legality of transportation. There is no room for negligence in the food industry. Improperly documented transportation can result in the detention of goods, the imposition of severe fines and even the destruction of the product (when, for example, it does not meet sanitary standards). What’s more, deficiencies in documentation are the cause of frequent delays, which for perishable food means loss of shelf life and serious financial losses.

Complete, properly organized documentation is also a matter of consumer safety. Thanks to the required certificates and certifications, only those products that have passed inspection for, for example, the absence of pathogenic bacteria, the appropriate level of additives or the absence of pests are allowed on the market. Once a product is on the market, the documents make it possible to trace it (traceability) – from the place of origin of the goods, through the production process to distribution. If a hazard (such as contamination) is detected, the transparency of the supply chain makes it possible to quickly withdraw a particular batch from the market. Thus, it is safe to say that documents guarantee compliance with regulations and, above all, protect safety and health.

By entrusting the transportation of food to experts, the exporter or importer gains confidence that all permits, certificates and notifications will be obtained in a timely manner. The ALLcom team monitors the process at every stage. From checking documents before loading, to keeping an eye on customs clearance, to overseeing sanitary inspection inspections. This allows our clients to focus on their business rather than the procedural complexities.

Numerous documents are required during international food transportation: commercial, freight, customs and those related to quality and food safety control. Their proper preparation and completion condition the prompt delivery of goods to the recipient. ALLcom Gdynia’s experience and competence in organizing food freight forwarding for thirty years translates into safe, timely and compliant transportation. As a result, food reaches the tables of consumers fresh, wholesome and, above all, safe…. We also keep in mind that the final list of necessary documents varies depending on the type of forwarding (road, sea, rail or air) and separate regulations in the addressee’s country. We meet our clients’ individual needs in the field of international food transportation, providing comprehensive door-to-door delivery of products.

Technological innovations in machinery transportation

Like any industry, shipping services are constantly developing and changing. Technological innovations have a big impact on the available solutions. Modern solutions, such as process automation systems, advanced management systems or route optimization, for example, increase the efficiency and safety of transportation. The development of tools based on artificial intelligence reduces operating costs, minimizes empty runs and allows better planning of transportation schedules.

Modern technologies make it possible to monitor cargo in real time. Investments in innovative solutions increase the efficiency of shipping operations and contribute to the development of the entire logistics industry.

Real support in the transportation of abnormal goods

The transportation of abnormal and bulky goods is a complex process that requires concern for many technical and logistical aspects to meet the demands of the loads. Innovative hydraulic systems and modular transport platforms make it possible to move machinery safely and precisely, even in difficult terrain conditions.

One of the most advanced solutions are the so-called SPMTs (Self-Propelled Modular Transporters). Self-propelled modular platforms operate in various configurations and adapt to the size and weight of the cargo being transported. The vehicles’ multi-axis control system allows a wide range of movement. The platforms freely rotate around their own axis, move laterally and allow precise maneuvering even in tight spaces. They are mainly used in shipbuilding, power generation and large-scale construction.

Adaptive suspensions are an equally important component of modern heavy machinery transport. They respond dynamically to load changes and uneven terrain. They improve stability and reduce the risk of tipping. They increase the safety of cargo and operators.

Modern technologies also support logistics and operations planning. Drones enable rapid reconnaissance of terrain and assessment of potential obstacles. They interact with precise GPS systems. The combination of monitoring devices and satellite navigation systems optimizes planning and routing of freight. Real-time operation puts the entire operation under continuous control. The systems guarantee rapid response in case of emergencies.

Transport conditions are further examined by state-of-the-art IoT sensors. They monitor temperature, humidity, vibration and even overloading. They provide information and accurate data. They make it possible to detect abnormalities almost immediately and thus prevent failures. They positively influence the efficiency of the entire logistics process and its smooth running.

Logistics and planned based on modern systems

Big data analysis supports and improves the planning of transportation processes. They allow more precise data analysis and support optimization of transportation schedules. Systems based on previous trips and weather information, as well as GPS, enable more accurate logistics decisions.

Virtual models like Digital Twins (digital twins) are used in testing various transportation scenarios. Running simulations makes it easier to analyze the behavior of transported goods under a wide range of varying conditions. Analyses then make it possible to verify the course of transportation, detect and avoid potential problems and optimize costs. Using this technology means less risk of unforeseen delays and more efficient management of the entire freight forwarding process.

Technological advances in the forwarding machinery industry optimize operations. It makes transportation more efficient, safer and greener. Modern systems, technologies and digitalization guarantee the dynamic development of the industry. They also have a huge impact on shipping processes. Thanks to them, they run much more efficiently. When choosing a partner providing cargo transportation services, it is worth paying attention to the available technologies. The combination of experience, knowledge of regulations and standards, and technological innovations guarantees the success of even the most demanding tasks.

A comprehensive logistics service avoids costly downtime and ensures production continuity at industrial plants. Precise route planning, selection of appropriate means of transportation and effective coordination of the entire process directly affect the competitiveness of companies operating in the machinery sector. Cooperation with an experienced logistics partner is a guarantee that machines will arrive in perfect condition. As a result of this cooperation, the entire supply chain operates more efficiently, the risk of delays and unforeseen costs is reduced.

Transportation of industrial machinery – variety of cargoes and logistical challenges

Transportation of industrial machinery is a very demanding process. The industry covers a wide range of equipment – from massive steel structures to advanced automation systems. Each load has individual characteristics. It differs in size and weight and requires specific preparations and safeguards.

The transportation of oversized and non-standard machinery, such as lathes, milling machines or production line components, requires careful planning. Both special permits and the adaptation of infrastructure and the selection of routes that take road restrictions into account are of great importance to its efficiency.

Efficient logistics in this area is based on precise coordination of all stages of transportation. The weight and dimensions of the equipment determine the choice of suitable vehicles and the use of appropriate fastening systems. In the case of delicate industrial equipment, care must also be taken to provide additional safeguards, such as vibration absorption and strict control of weather conditions.

Mistakes in the organization of transportation consequently lead to damage to machinery and to costly downtime for businesses. Cooperation with experienced logistics operators minimizes the risk, as it ensures that the machinery arrives at the site in perfect condition, ready for operation.

Safety, technology and regulations affecting the transportation of machinery

Every load must be properly secured and stabilized for transportation. Incorrectly securing machinery leads to its displacement and carries the risk of damage. In extreme cases, it also poses a serious safety hazard on the road. To avoid such situations, specialized fastening systems, conveyor belts and shock absorbers are used to effectively eliminate the risk of uncontrolled movement and overloading of the structure.

Proper selection of trailers and vehicles is a major part of planning the transportation of industrial machinery. Low-loading platforms, modular semi-trailers with hydraulic steering or specialized containers must be adapted to the characteristics of the cargo being transported. Sometimes an incorrect configuration leads to exceeding permissible axle loads. This results in additional costs and delivery delays.

Safety in the transportation of machinery is also subject to numerous regulations – both domestic and international – covering the transportation of bulky cargo. Each operation requires appropriate permits and, in some cases, pilot escorts and cooperation with administrative authorities. Of great importance is the proper stowage of cargo, proper marking of transport and meeting the technical requirements for the machinery being transported.

Professional machinery forwarding – a guarantee of effective and efficient operation

Every stage of transportation – from detailed route planning to safe unloading – must be carried out in accordance with strict logistical standards. Experienced freight forwarders who coordinate activities will ensure compliance with applicable regulations. Knowledge of supply chain management, familiarity with customs procedures and the ability to organize multimodal transportation are a guarantee that the entire operation will be carried out successfully.

Logistics in the machinery sector requires precise selection of routes and constant monitoring of transportation. The transportation of oversized machinery often necessitates the use of various modes of transport – road, rail, sea or air. Each of these forms is associated with certain restrictions and procedures, so effective multimodal coordination is one of the biggest challenges in the industry. That’s why competent management of the entire process can minimize the risk of delays and increase the

What is important in the implementation of forwarding services at the highest level?

The success of a forwarding company, in addition to the satisfaction of regular and new customers, is influenced by a number of other, often internal factors.  In the field of transportation and logistics, ALLcom works with responsible business partners who provide reliable services at the highest level and whom we can trust.

The above aspects have received a great deal of attention from management since the company’s early years. Among the priorities is also the monitoring of services and the control of diligence and quality

For 30 years we have been offering comprehensive forwarding services in both sea, road, rail and air freight forwarding. Our main range of services is container and general cargo forwarding. We are experts in forwarding food products. We are developing new service markets in the forwarding of dangerous goods and the forwarding of machinery and equipment.  In each area, we are constantly striving to expand our network of contacts, the number of agents and our ability to reach more places, so that we can fulfill orders for new customers and carry out increasingly demanding tasks.

This is our driving force, passion and goal.

30 years of ALLcom – where does the success lie?

ALLcom’s mission from the beginning has been to provide professional and comprehensive freight forwarding services. Above all, however, we focus on the team. That is why we invest in people full of enthusiasm for work.

We attach great importance to mutual relations and building a harmonious team, as well as constantly investing in the development of employees. We take care to educate and organize training courses, as well as to raise professional qualifications and develop skills.

We maintain long-standing professional relationships with trusted shipowners, ports, carriers, logistics centers . We have our own Customs Agency. This allows us to carry out shipments efficiently, optimize costs and enjoy a growing number of orders every year. ALLcom is also a network of professional and experienced agents around the world.

All this allows us to celebrate our 30th anniversary, while enjoying the image of a reliable and trustworthy company.

Safety of goods and quality of services confirmed by independent institutions

ALLcom is a company that has a number of certificates confirming the quality and safety of the services offered. The documents are also confirmation of acting in accordance with the law and rules in both domestic and international freight forwarding. In addition, ALLcom has:

• AEO Certificate – Authorized Economic Operator Status, which is honored throughout the European Union,
• ISO 9001:2015 Certificate.

Reliable work every day and investing in a solid team and honest cooperation bring great results today. We have a thriving company, many trusted customers and plenty of enthusiasm for further action and ambitious development.

This Jubilee is a great reward and motivation for us to develop further activities.

 Why is it important to cooperate with good shipping companies?

When looking for a freight forwarding company to carry out a particular transport, it is very important to use the services of proven entities that are already well established in the industry. Then you will gain a guarantee of the safety of the implementation of the entire process, as well as the opportunity to take advantage of many additional services.

Choose a company with 30 years of experience like ALLcom.

What is customs control?

Customs control is a series of specific actions that are carried out by the customs authority with regard to a specific transported cargo. The procedure take place both during standard customs clearance and can be carried out randomly and at random by the competent service during the transportation of goods.

Performing customs inspections is aimed at detecting deliberate violations of the law, pointing out negligence, but also errors in the entire process of implementing the procedure. Performing such actions and finding irregularities can significantly delay the delivery of cargo to its destination, increase the costs associated with transportation, and sometimes prevent the entry of certain items into the country.

Most often, a customs inspection is performed in the case of errors or deficiencies in documentation when there is a suspicion that the value of goods declared for clearance has been underestimated, as well as when customs officials suspect that smuggling may have occurred.

How does the customs inspection proceed?

During a customs inspection, the completeness of the documents and whether they are filled out correctly are checked first. It is also determined whether any reported information about the goods complies with regulations. Customs inspectors performing customs control are also authorized to take samples of transported cargo and inspect them. They can inspect the goods, count or weigh the cargo, and take other types of measurements. It is also possible to check the parameters and characteristics of items, as well as to determine their type, assess their customs value or condition.

It should be remembered that the person who imports should participate in the customs inspection and search, and in his absence designate a person who will be present on his behalf during the activities of customs officials.

How to avoid customs inspection and is it possible?

Unfortunately, even if the goods are declared for customs clearance and in a situation where the documentation does not contain any errors, it may happen that the shipment in question will be declared for random customs inspection. However, if we have done everything in accordance with the regulations and as it should be, we do not have to worry about anything. Once all procedures have been completed, the goods will be allowed to enter the market.

If irregularities are detected during customs inspection, the cargo will be detained until the matter is clarified or the documents need to be completed. A misdemeanor will also be determined, and an appropriate financial or administrative penalty will be imposed in connection with it. In the case of a more serious situation, the case will be referred for further investigation.

In order to avoid unpleasantness, possible penalties or downtime in the organization of transport, it is worth taking very meticulous care of the preparation of commercial and transport documentation. If we do not have confidence or time to do this, it is worth entrusting this task to professionals.