Shipping large orders just got easier. Whether you’re moving bulk inventory across the country or sending manufacturing equipment overseas, this guide walks you through every step of freight shipping—from choosing the right carrier to avoiding costly mistakes that can derail your delivery.
Skip the learning curve. You’ll quickly understand exactly how to ship freight like a pro, potentially saving significant money on your next large shipment.
What you’ll learn
How to choose the right transportation mode for your needs
Steps to calculate and minimize freight costs
Essential documentation and packaging requirements
Common mistakes that cause delays and extra charges
TL;DR:
Key takeaways
Freight shipping starts at 150 lbs or oversized packages
Mode selection impacts both cost and delivery time
Proper documentation prevents customs delays
Insurance protects against carrier liability limits
What is freight shipping?
Freight shipping is the transportation of large, heavy, or high-volume goods that exceed the size and weight limits of standard parcel delivery services. While regular package carriers like FedEx and UPS handle shipments up to 150 lbs and specific dimensional limits, freight shipping takes over when your cargo exceeds these thresholds.
Size and weight thresholds
Standard parcel carriers have strict limitations: FedEx and UPS maximum weight is 150 lbs, maximum length is 108-119 inches³. When your shipment exceeds these limits, it enters freight territory. This transition point is crucial because freight operates under different rules, pricing structures, and handling procedures than standard package delivery.
When businesses need freight services
Most businesses discover they need freight services when they encounter situations standard shipping can’t handle. For example, FedEx oversize charges apply to packages over 96 inches in length or 130 inches in length + girth, with fees ranging from $160+⁶. At these price points, freight often becomes more economical.
PRO TIP: Consider freight shipping when your package dimensions approach carrier limits. Even if your shipment technically qualifies for parcel service, the surcharges might make freight more cost-effective.
Common freight scenarios include:
Manufacturing equipment shipments
Large furniture and appliances
Bulk inventory restocking
Pallet quantities of products
Oversized raw materials
Freight shipments typically involve pallet loading, specialized handling equipment, and different delivery procedures compared to standard packages. Understanding these differences helps you prepare properly and set appropriate expectations for your ecommerce fulfillment operations.
Step 1: Choose your freight transportation mode
Mode selection determines both cost and delivery timeline for your shipment. The right choice depends on your specific requirements for speed, budget, and cargo type. Each transportation mode offers distinct advantages and trade-offs that directly impact your shipping experience.
Quick decision matrix
Express shipping takes 1-3 days, air freight typically 5-10 days, and sea shipping ranges from 20-45 days or more⁴. This broad range reflects the fundamental trade-off between speed and cost in freight transportation. Understanding these timelines helps you plan appropriately and manage customer expectations.
| Mode | Speed | Cost | Best for |
|---|---|---|---|
| Air freight | 1-11 days | Highest | Urgent, high-value items |
| Ocean freight | 15-45 days | Lowest | Large volumes, non-urgent |
| Ground freight | 1-5 days | Medium | Domestic shipments |
Air freight: Speed vs. cost
Air freight from China to the US takes 1-5 days port-to-port, 4-11 days door-to-door⁴. This speed comes at a premium, making air freight ideal for urgent shipments, high-value goods, or time-sensitive inventory replenishment. Air freight pricing reflects the speed and handling requirements, often costing 4-6 times more than ocean alternatives.
When evaluating air freight, consider the total door-to-door timeline rather than just flight time. Ground transportation, customs clearance, and handling add several days to the port-to-port transit time.
Ocean freight: Budget-friendly option
China to Australia sea freight typically takes 25-35 days; USA to Singapore takes 15-25 days¹. Ocean freight offers the most economical solution for large volumes and non-urgent shipments. The extended transit times require careful planning but deliver significant cost savings for freight shippers with flexible schedules.
Ocean freight works best when you can plan inventory needs well in advance and aren’t constrained by tight delivery deadlines. Many businesses use ocean freight for their regular inventory replenishment while reserving air freight for emergency restocking.
Ground freight: Domestic reliability
Domestic ground freight ranges 1-5 days¹². Ground transportation provides reliable, cost-effective solutions for domestic shipments. Trucks can deliver directly to most business locations without the airport or port restrictions that affect air and sea freight.
NOTE: Ground freight offers the most flexibility for pickup and delivery locations. Unlike air and sea freight, which require special facilities, trucks can navigate to virtually any business address.
Ground freight carriers offer various service levels from standard delivery to expedited options. The extensive highway network enables predictable transit times and competitive pricing for most domestic routes. For businesses shipping large item fulfillment, ground freight often provides the optimal balance of cost and service.
Rail freight: Bulk shipments
Rail freight excels for large volume shipments over long distances within continental areas. While slower than trucking, rail offers environmental benefits and cost advantages for very heavy or bulky freight that doesn’t require expedited delivery.
Intermodal: Best of multiple modes
Intermodal transportation combines different modes to optimize cost and service. On routes under 1,000 miles, expedited ground shipping often rivals or surpasses air freight in speed, while costing significantly less ($600-800 vs $4,100+ for air¹⁴).
This approach allows you to benefit from the strengths of each mode while minimizing its individual weaknesses. For example, rail for long-distance transport combined with trucking for final delivery provides cost efficiency with door-to-door service.
Step 2: Calculate freight shipping costs
Understanding cost factors helps secure better rates and avoid unexpected expenses. Freight pricing involves multiple variables that interact in complex ways, making accurate cost estimation essential for budgeting and profitability analysis.
Factors that impact freight rates
Six key factors determine your freight costs:
Distance and shipping lanes
Weight and dimensions
Freight classification
Mode of transportation
Seasonal demand
Fuel surcharges
These factors work together to create your final rate. For instance, a heavy shipment during peak season on a popular shipping lane will cost significantly more than the same freight moved during off-peak times on less congested routes.
Understanding freight classifications
Freight Class 50 (50+ lbs/cubic foot) includes bulk ingredients; Class 100 (9-10.5 lbs/cubic foot) includes vacuums and wine cases². The National Motor Freight Classification (NMFC) system assigns classes from 50 to 500 based on density, stowability, handling requirements, and liability.
Class 50 freight is the least expensive for dense items like steel beams; Class 300-500 is the most expensive⁵. Understanding your freight’s classification helps you anticipate costs and potentially optimize packaging to achieve a better class.
ALERT: Incorrect freight classification can result in reclassification penalties and additional charges. Always verify your freight class before shipping to avoid costly surprises.
| Class | Density (lbs/cubic foot) | Examples |
|---|---|---|
| 50 | 50+ | Steel, machinery |
| 100 | 9-10.5 | Appliances, wine |
| 200 | 4-5 | Auto parts, clothing |
| 300 | 2-3 | Furniture, wood products |
Hidden costs to consider
Accessorial charges can significantly impact your total freight costs:
Liftgate service for locations without loading docks
Inside delivery beyond the loading dock
Residential delivery surcharges
Appointment delivery fees
Detention charges for delayed loading/unloading
These charges vary by carrier and can add 20-50% to your base freight rate. Request detailed quotes that include all applicable accessorials to avoid budget surprises. Understanding logistics pricing models helps you evaluate total costs accurately.
READ MORE: For comprehensive information about 3PL pricing structures and how they apply to freight operations, explore our detailed pricing guide to make informed decisions about outsourcing your logistics needs.
Getting accurate quotes
Obtain multiple freight quotes by providing complete shipment details, including exact pickup and delivery addresses, freight description, weight, dimensions, and any special handling requirements. Request quotes from several carriers to compare not just pricing but also service levels and transit times.
Step 3: Choose a freight forwarder or carrier
Deciding between working directly with carriers versus using freight forwarders depends on your shipment complexity, experience level, and service requirements. Each approach offers distinct advantages that suit different shipping scenarios.
When you need a freight forwarder
Freight forwarders provide expertise and services that benefit shippers in several situations:
International shipments requiring customs clearance
Complex logistics involving multiple transportation modes
Limited experience with freight documentation and procedures
Need for cargo insurance beyond basic carrier liability
Shipments requiring special handling or coordination
Freight forwarders act as intermediaries who coordinate with multiple carriers and handle documentation, making them valuable partners for complex shipments. They often negotiate better rates through volume discounts and provide services that individual shippers can’t access easily.
Evaluating carrier reliability
When selecting carriers, evaluate these six critical factors:
On-time delivery performance and service reliability
Geographic coverage and destination capabilities
Equipment availability and handling capabilities
Claims handling and damage prevention procedures
Technology systems for tracking and communication
Financial stability and business reputation
PRO TIP: Request references from potential carriers and speak with other shippers who use similar services. Their experiences provide valuable insights into carrier performance under real-world conditions.
Research carrier safety ratings and insurance coverage to ensure they can handle your freight responsibly. The Federal Motor Carrier Safety Administration provides safety ratings and violation histories for trucking companies, helping you make informed decisions.
Understanding choosing logistics partners applies to carrier selection and helps ensure you work with reliable service providers.
Questions to ask before booking
Essential questions help you evaluate carriers and avoid problems:
What’s included in the base rate versus additional charges?
How do you handle claims for damaged or lost freight?
What insurance options are available and at what cost?
What documentation do you require for pickup and delivery?
How do you communicate delays or service disruptions?
What LTL service options do you offer for smaller shipments?
Do you provide tracking updates throughout transit?
What are your policies for delivery appointments and detention?
These questions reveal important details about service quality and help you compare carriers effectively. Pay attention to how thoroughly carriers answer your questions—vague responses often indicate potential service issues.
Step 4: Prepare your freight documentation
Proper documentation prevents delays and penalties throughout the shipping process. Incomplete or inaccurate paperwork causes more freight delays than any other factor, making documentation preparation a critical success factor.
Required shipping documents
The Bill of Lading serves as a receipt, contract of carriage, and title document¹⁹. This essential document contains shipping instructions, freight description, and terms of transportation. Accuracy is crucial because the Bill of Lading becomes the legal contract between you and the carrier.
Essential domestic freight documents include:
Bill of Lading with complete pickup and delivery information
Commercial invoice detailing freight value and description
Packing list specifying contents and quantities
Special instructions for handling or delivery requirements
Insurance documentation for purchasing additional coverage
NOTE: Keep copies of all documentation until your freight is delivered and any potential claims are resolved. Digital copies stored in cloud systems provide backup access when needed.
International shipping paperwork
International freight requires additional documentation for customs clearance. The Commercial Invoice must include quantity, unit weight, unit value, origin location, and commodity/HS codes⁸. Customs authorities use this information to assess duties and verify compliance with import regulations.
Required international documents include Commercial Invoice, Packing List, Bill of Lading, Certificate of Origin¹¹. Additional documents may be required based on specific commodities, destination countries, or trade agreements. Work with experienced freight forwarders or customs brokers to ensure compliance.
Common documentation mistakes
Avoid these five frequent errors that cause delays:
Incomplete or incorrect consignee information
Missing or wrong commodity descriptions
Inaccurate weight and dimension declarations
Missing required certificates or permits
Unsigned or improperly executed Bills of Lading
Documentation errors often result in freight being held at terminals or customs facilities, creating delays and additional charges. LTL shipments are particularly sensitive to documentation accuracy because they involve multiple handling points where errors can be discovered.
Step 5: Package and label your freight
Proper packaging prevents damage and ensures smooth handling throughout the transportation process. Freight moves through multiple facilities and handling systems, making protective packaging essential for successful delivery.
Proper freight packaging materials
Essential packaging materials include:
Sturdy wooden pallets or shipping crates
Heavy-duty plastic wrap or metal banding
Corner protectors and edge guards
Moisture barriers and protective coverings
Shock-absorbing materials for fragile items
Choose packaging materials based on your freight’s specific requirements and the expected handling conditions. Ocean freight requires more robust moisture protection than domestic ground shipments.
Palletizing best practices
North American standard (GMA) pallet dimensions are 48″ x 40″ x 5.5-6″ height, with 2,500 lb weight capacity¹⁵. Using standard pallet sizes ensures compatibility with handling equipment and storage systems throughout the transportation network.
European pallets are 47.2″ x 31.5″ with a 4,600 lb capacity¹⁸. When shipping internationally, consider destination pallet standards to avoid compatibility issues and additional handling charges.
ALERT: Never exceed pallet weight limits or create unstable loads. Improperly palletized freight can cause accidents, damage, and additional charges for repalletizing.
Best palletizing practices include:
Distribute weight evenly across the pallet surface
Keep freight within the pallet perimeter to prevent overhang
Use appropriate stretch wrap or banding techniques
Place heavier items on the bottom for stability
Secure all items to prevent shifting during transport
For businesses requiring complex packaging and assembly services, working with experienced 3PLs ensures professional packaging that meets carrier requirements.
Labeling requirements
Proper freight labeling includes destination address, handling instructions, and hazardous materials markings if applicable. Labels must be clearly visible, securely attached, and weather-resistant to survive the transportation environment.
Place labels on multiple sides of your freight to ensure visibility regardless of how it’s positioned during transport. Include your contact information for questions or delivery coordination.
Step 6: Schedule pickup and track your shipment
The final execution phase requires coordination between you, the carrier, and the destination to ensure smooth pickup and delivery. Proper scheduling and monitoring help prevent delays and enable quick response to any issues that arise.
Booking your freight pickup
Schedule freight pickup by providing complete information about your shipment, location, and any special requirements. Most carriers require advance notice for pickup scheduling, though expedited options may be available for urgent shipments.
Provide accurate loading dock information, available time windows, and any equipment requirements like liftgates or special handling tools. Clear communication during booking prevents delays and additional charges.
What to expect on pickup day
Prepare for pickup day with this checklist:
Verify all documentation is complete and signed
Ensure freight is properly packaged and labeled
Have loading equipment available if required
Designate someone to inspect the shipment with the driver
Keep copies of all paperwork for your records
PROS/CONS: Pickup Inspection Benefits: Catching damage or packaging issues before pickup protects your claim rights and prevents disputes. Potential Downside: Thorough inspections may delay pickup if issues are discovered, requiring quick problem-solving to maintain schedules.
Tracking and managing your shipment
Most carriers provide online tracking systems that show your freight’s progress through their network. Monitor tracking information regularly and communicate updates to your consignee to ensure they’re prepared for delivery.
LTL shipments may have multiple stops and transfers, making tracking particularly important for planning delivery timing. Stay in contact with your carrier if tracking shows unexpected delays or routing changes.
Understanding customs clearance (International shipping)
Customs clearance represents a critical control point for international freight that can either proceed smoothly or create significant delays. Understanding the process helps you prepare properly and avoid common pitfalls that trap unprepared shippers.
Customs documentation process
Customs authorities require complete and accurate documentation to assess duties, verify compliance, and release freight for final delivery. The documentation review process varies by country but generally follows similar procedures worldwide.
Submit all required documents before your freight arrives to expedite clearance. Electronic filing systems in most countries allow advance submission, reducing clearance time significantly compared to paper-based processes.
Duties and taxes explained
Import duties and taxes are calculated based on freight value, classification, and applicable trade agreements. These costs add to your total landed cost and must be factored into pricing and budgeting decisions.
Understanding duty rates for your specific commodities helps you estimate costs and make informed decisions about international shipping versus domestic sourcing.
Avoiding customs delays
Top customs delay causes include incomplete/incorrect documentation, inaccurate Harmonized Tariff Codes¹⁰. These delays can extend delivery times by days or weeks while adding storage and handling charges.
ISF violations can result in penalties up to $5,000 per violation¹⁰. The Importer Security Filing (ISF) requires advance notification of freight details for ocean shipments to the United States. Missing this deadline results in automatic penalties and potential cargo holds.
ALERT: Work with experienced customs brokers or freight forwarders for complex international shipments. Their expertise prevents costly mistakes and ensures compliance with changing regulations.
Freight insurance: Carrier liability vs. cargo insurance
Understanding the gap between carrier liability and actual cargo value helps you make informed insurance decisions. Most freight moves with limited carrier coverage that may not fully protect your investment.
Carrier liability limits
Air freight liability limits under the Montreal Convention increased to 26 SDRs per kilogram (approximately $34.59 per kg)¹⁶. This international standard provides baseline coverage but rarely equals the full value of modern freight shipments.
LTL carrier liability limits are based on NMFC classification²⁰. Dense, low-class freight receives higher liability coverage per pound than light, high-class freight. This inverse relationship means expensive, lightweight goods often have inadequate carrier coverage.
When to purchase cargo insurance
Consider additional insurance when:
Freight value exceeds carrier liability coverage
Shipment involves high-risk routes or handling
Businesses cannot absorb potential loss from damage
Customer expectations require full value protection
International shipment involves multiple carriers
Coverage decisions
Evaluate insurance costs against potential losses and your business’s risk tolerance. Cargo insurance provides affordable protection for valuable freight relative to the potential cost of total loss.
Common freight shipping mistakes to avoid
Learning from common errors helps you avoid costly problems and service failures. These mistakes occur frequently among both new and experienced shippers, making awareness and prevention critical.
Documentation errors
The three most common documentation mistakes include:
Incomplete consignee contact information
Incorrect freight descriptions or classifications
Missing required signatures or authorizations
These errors cause freight to be held at terminals while corrections are made, creating delays and additional charges.
Packaging problems
Poor packaging leads to damage claims and additional handling charges. Common issues include inadequate palletizing, insufficient protective materials, and exceeding weight limits for handling equipment.
Communication issues
Failed coordination between shippers, carriers, and consignees creates service problems. Establish clear communication protocols and provide all parties with necessary contact information and delivery instructions.
Cost surprises
Unexpected accessorial charges often result from incomplete information during quoting. Hidden fee triggers include residential delivery, liftgate service, inside delivery, and appointment requirements.
For complex shipments or when internal expertise is limited, consider professional logistics services that provide experience and resources to avoid common pitfalls.
Freight shipping FAQs
Q: How do I ship freight for the first time?
A: Start by determining your freight classification and dimensions, then obtain quotes from multiple carriers or freight forwarders. Ensure proper documentation and packaging before scheduling pickup.
Q: What’s the cheapest way to ship freight?
A: Ground transportation typically offers the lowest rates for domestic shipments, while ocean freight provides the most economical option for international shipping. Compare multiple carriers and consider LTL for smaller shipments.
Q: How long does freight shipping take?
A: Freight shipping timelines vary by mode and distance, ranging from 1-5 days for domestic ground service to 15-45 days for international ocean shipments.
Q: What’s the difference between LTL and FTL?
A: LTL (Less Than Truckload) combines multiple shippers’ freight in one truck and costs less but takes longer. FTL (Full Truckload) dedicates the entire truck to your shipment for faster, more secure transportation.
Q: Do I need freight insurance?
A: Consider additional insurance when your freight value exceeds carrier liability limits. Standard carrier coverage may not fully protect high-value shipments or cover all types of damage.
Citations
- Maersk. “Quick guide to ocean freight transit times.” 2023. https://www.maersk.com/logistics-explained/transportation-and-freight/2023/09/27/sea-freight-guide
- EMO Trans, Inc. “Freight Class Guide.” 2023. https://www.emotrans-global.com/blog/freight-class-guide/
- UPrinting. “What Are the Package Size Limits for Different Carriers.” 2024. https://www.uprinting.com/package-size-limits-for-carriers/
- Freightos. “Air Freight Transit Times.” 2024. https://www.freightos.com/freight-resources/air-freight-transit-times/
- Worldwide Express. “Understanding Freight Class.” 2024. https://www.wwex.com/resources/freight-class/
- FedEx. “Additional Handling and Oversize Charges.” 2024. https://www.fedex.com/en-us/shipping/additional-handling.html
