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The quick answer

An export container cannot simply be loaded whenever the freight is ready and dropped at the port whenever the truck arrives.

The move has to line up with:

  • the ocean booking,
  • equipment release,
  • empty-container pickup,
  • container size/type,
  • shipper loading appointment,
  • gross weight,
  • verified gross mass requirements where applicable to the ocean move,
  • earliest receiving date,
  • terminal cutoff,
  • terminal appointment rules,
  • documentation,
  • and vessel schedule.

The biggest export mistake is loading the box before confirming the window in which the terminal will accept it.

Step 1 — Start with the booking

Before sending a truck for an empty container, confirm:

  • ocean carrier,
  • booking number,
  • port/terminal,
  • vessel/voyage,
  • container size/type,
  • commodity,
  • required equipment,
  • earliest receiving date,
  • cutoff date/time,
  • hazardous or reefer requirements,
  • empty pickup instructions.

A booking can change. Vessel schedules can change. Terminal receiving windows can change.

Use the current carrier/terminal information.

Step 2 — Pick up the empty

The dray carrier may retrieve an empty from a marine terminal, depot or other designated facility.

Confirm the exact pickup location.

The chassis and container may come from different equipment providers or facilities, creating a split move.

Before leaving with intermodal equipment, the driver is responsible for inspecting the applicable equipment components and being satisfied they are in good working order.

Step 3 — Get the empty to the shipper

The shipper needs:

  • enough loading time,
  • the correct dock/yard setup,
  • ability to safely load and secure the cargo,
  • accurate cargo weight,
  • correct container type,
  • seal procedure,
  • required export documents.

If the warehouse misses its loading appointment, the truck, chassis and container clocks keep moving.

Step 4 — Load and seal correctly

The freight should be loaded for both the ocean voyage and the road move.

Watch:

  • total cargo weight,
  • weight distribution,
  • blocking/bracing,
  • floor loading limits,
  • commodity restrictions,
  • hazardous declarations,
  • reefer temperature/airflow requirements,
  • container seal.

A container can be within its own structural maximum and still create an illegal road combination because the tractor/chassis axle weights or bridge formula do not work.

That is why export drayage needs the road weight before the driver heads back to the port.

Step 5 — Check ERD and cutoff again

ERD — Earliest Receiving Date is when the terminal plans to begin receiving containers for the sailing.

Cutoff is the deadline.

Do not confuse the two.

Arrive before ERD and the terminal may reject the box.

Arrive after cutoff and the container may miss the vessel.

Some terminals and carriers adjust windows as schedules change.

Step 6 — Complete required export filing/document steps

Export documentation can include electronic export information and other carrier/terminal documentation depending on the shipment.

CBP's ACE environment includes export functions, and AESDirect is used for Electronic Export Information where required.

The dray carrier is not automatically the party responsible for every export filing. Make sure the responsible party has completed the required work before the cutoff.

Step 7 — Book the terminal move

Where appointments are required, book the export or empty transaction according to terminal rules.

Appointment requirements can differ for:

  • full exports,
  • empty returns,
  • import pickups,
  • dual transactions.

PierPASS notes that terminals manage their own appointment systems, and practices for exports/empties can differ by terminal.

Step 8 — In-gate the loaded export

At the terminal the transaction may depend on:

  • booking validity,
  • receiving window,
  • appointment,
  • seal,
  • weight/VGM data,
  • documentation,
  • hazardous paperwork,
  • reefer setup,
  • terminal restrictions.

Once accepted and in-gated, the export container waits for loading to the vessel.

Common export failures

Empty picked up too early

Container/chassis days begin before the shipper is ready.

Terminal not receiving yet

The driver gets rejected because ERD has not opened.

Cutoff missed

Container may roll to a later sailing.

Weight problem

Box is loaded but road-legal configuration was not checked.

Wrong empty location

Driver loses time chasing equipment.

Booking changed

Old terminal/vessel instructions are no longer valid.

A simple export checklist

Before empty pickup:

  • booking active,
  • container type confirmed,
  • empty pickup location,
  • ERD and cutoff known,
  • shipper loading appointment confirmed.

Before leaving shipper:

  • seal applied,
  • weight confirmed,
  • road legality checked,
  • documents complete,
  • terminal appointment confirmed.

Before terminal:

  • booking still valid,
  • receiving window open,
  • cutoff not missed,
  • no known restriction preventing gate-in.

Bottom line

Export drayage is schedule discipline.

The box has to be loaded at the right time, with the right equipment and paperwork, then arrive inside the terminal's receiving window.

Related:

Booking an export?

Send the booking number, earliest receiving date, cutoff and pickup location and we will help you work back from the cutoff rather than forward from today.

Request a Freight Quote

Official references

  • CBP ACE / exports: https://www.cbp.gov/trade/automated/how-to-use-ace
  • PierPASS appointments: https://www.pierpass.org/appointments/
  • FMCSA intermodal-equipment driver responsibility: https://www.law.cornell.edu/cfr/text/49/390.42