Cargo Ferry Booking – How to Avoid Errors and Delays in Port?
Cargo Ferry Booking – What You Need to Know?
In professional road transport, cargo ferry booking is much more than a simple reservation of space on board. It is a key element in driver working time planning and a guarantee of supply chain fluidity. To avoid delays, additional costs, or a vehicle being turned back from the terminal, every freight forwarder and logistics specialist should master a few fundamental principles.
1. Accurate Data Means No Surcharges
Unlike passenger traffic, in the cargo sector, shipowners rigorously verify vehicle parameters. When making a reservation, the following are crucial:
- Overall length of the unit (LPP): The primary parameter determining the crossing price is the length of the vehicle including its load. Shipowners in freight tariffs charge fees for each commenced meter of length.
- Vehicle width including load: If the standard dimension is exceeded, it affects not only the price but also the possibility of boarding the vehicle.
- Gross weight: It affects the amount of port fees, but primarily the planning of vessel stability.
- Registration numbers: Must match the vehicle approaching the gates.
2. Unit Type: Accompanied vs. Unaccompanied
- Accompanied vehicles (with driver): Require cabin reservation and passenger data submission for the manifest.
- Unaccompanied trailers: Allow for fleet work optimization but require delivery to port up to 3-4 hours before departure for loading by tugmasters.
3. Special Cargo and Safety Regulations
- Dangerous Goods (ADR): Require submission of a DGD (Dangerous Goods Declaration).
- Refrigerated Transport (Reefer): Requires notification of plug-in demand, especially where the use of internal combustion engines is prohibited (e.g., Helsingør–Helsingborg).
- Oversize Cargo: Require individual approval from the shipowner and planning for specific voyages.
4. The Importance of the Term “Deadline” (Cut-off)
In the cargo industry, terminal arrival time is sacred. Being 5-10 minutes late after the designated check-in time usually results in the loss of guaranteed space.
Driver’s Checklist – Cargo Check-in
The table below presents a complete set of data and documents required before entering the weighbridge/gates:
| Category | Required Data / Documents | Notes for the Freight Forwarder |
|---|---|---|
| Identification | Booking Reference Number | Basis for ticket/card issuance. Identification possible by registration. |
| Vehicle | Tractor / Trailer Registration Numbers | Must match the booking system. |
| Cargo | CMR Document / Cargo Weight | Information about the goods and their actual weight. |
| Safety | IMDG/ADR Declaration | Original in the cabin. Advance notification required. |
| Procedures | MRN (Customs Clearance) | Required outside the EU customs area. |
| Technical | Temperature (for reefers) | Aggregate settings parameters.* |
| Identity (EU) | ID Card or Passport** | Every passenger, second driver, children. |
| Identity (non-EU) | Passport + Residence Card / Visa | Foreigners in Polish companies. |
*A refrigerated trailer with an internal combustion engine and no plug-in requires an open deck.
**Despite the Schengen area, ports require identity verification.
Check-in Times Table (Cargo Check-in Deadlines)
| Route (Relation) | Operator | Accompanied Vehicle | Unaccompanied | ADR / Oversize |
|---|---|---|---|---|
| Świnoujście – Trelleborg | Unity Line | 120 min | 180 min | 180 min |
| Świnoujście – Ystad | Unity / Polferries | 120 min | 180 min | 180 min |
| Gdynia – Karlskrona | Stena Line | 60 min | Spirit: 90 min Estelle/Ebba: 150 min |
ADR: 90-150 min Oversize: 90 min |
| Rostock – Gedser | Scandlines | 30 min | 60 min* | 60 min |
| Puttgarden – Rødby | Scandlines | 15 min | N/A** | 60 min |
*Selected departures only. **No possibility to transport unaccompanied trailers.
Why Entrust Ferry Booking to Experts?
In the cargo sector, documentation errors generate significant costs. Agent support offers:
- Cost and Time Optimization: We analyze the entire network of connections, not just one shipowner.
- Crisis Support: We react when a driver gets stuck in traffic or a ferry is cancelled.
- ADR and Oversize Cargo Handling: We know which shipowner will accept specific cargo classes.
- Comprehensiveness: Important note: For transports outside the EU, a professional Customs Agency is essential. By combining these services, you ensure the synchronization of the MRN with your booking.
- Single Invoice: Convenience for accounting with multiple routes and shipowners.