Common Pitfalls and Avoidance Guide for Door-to-Door Logistics from China to Southeast Asia

I. Common Pitfalls and Risks

1. Low-Price Quotation, then Mid-Transit Price Additions
   Trap Signs:

Intentionally underpricing the price when quoting, then charging additional fees during transportation under the guise of “fuel surcharges” and “customs inspection fees.”

Some freight forwarders lure customers with “all-inclusive” prices that don’t actually include customs duties, delivery fees, and other charges.

How to Avoid:

Request written confirmation of all fees (including customs duties, customs clearance fees, and remote area surcharges).

Choose a reputable logistics company and be wary of quotes far below market value.

2. Lost or Damaged Goods
   Trap Signs:

Goods are lost, swapped, or packaging is damaged during transportation, and the logistics company shirks responsibility.

Lack of insurance makes claims difficult.

How to Avoid:

Purchase full transportation insurance (especially for high-value goods).

Require the logistics company to provide real-time tracking of the goods and take photos for evidence of the handover.

3. Customs Clearance Delays or Detentions

Trap Signs:

Incomplete documents (such as missing Form E, MSDS, etc.) lead to customs detention.

Under-declaration leads to hefty fines.

Avoidance:

Learn the destination country’s customs clearance requirements in advance and ensure that invoices, packing lists, and certification documents are complete.

Declare a reasonable value for the goods (usually 70%-90% of the market price is recommended).

4. Substandard Logistics Timeliness

Trap Signs:

Promised “7-day delivery” but actual delays of 15 days or more due to warehousing and transshipment.

Sea freight is tight during peak season, causing cargo to be stranded at the port.

Avoidance:

Clearly specify delay compensation clauses in the contract.

Book shipping space in advance during peak season, or choose a more reliable mode of transportation (such as a combination of air and sea freight).

5. Seizure of Counterfeit/Sensitive Goods

Trap Signs:

Logistics companies conceal risks and ship counterfeit and electronically charged products as standard goods, leading to customs detention.

Some countries (such as Indonesia and Thailand) impose strict penalties for infringing goods.

How to avoid pitfalls:

Inform the nature of the goods honestly and choose dedicated channels for sensitive goods.

Avoid transporting infringing goods or ensure you have brand authorization documents.

II. Key Pitfalls to Avoid by Different Transportation Methods
Transportation Method Common Pitfalls Avoidance Strategies
Ocean Shipping: Drop-off (temporary cancellation of space during peak season) Book in advance and choose direct routes
Air Shipping: Delays in warehousing (flight shortages during peak season) Pay for priority space and choose scheduled flights
Land Shipping: Congestion at the China-Vietnam/China-Laos border crossings; avoid peak customs clearance periods during holidays
Dedicated Parcel Services: False Signatures (last-mile delivery issues) Choose a logistics provider that provides proof of receipt
III. Special Risks for Southeast Asian Countries

1. Indonesia
   Risk: Corruption is rampant in customs, often claiming “documentation issues” to extort fees.

Countermeasure: Use a legitimate customs clearance agent and avoid under-the-table payments.

2. Vietnam
   Risk: Underdeclaration is strictly investigated and may result in additional taxes and fines.

Countermeasure: Declare 70%-90% of the market price and retain purchase receipts.

3. Thailand
   Risk: Food/cosmetics require FDA certification; uncertified goods may be destroyed.

Countermeasure: Apply for certification in advance or choose a bonded warehouse for labeling before re-entry.

4. Philippines
   Risk: Inefficient customs and perishable fresh produce.

Countermeasure: Apply for priority customs clearance and maintain temperature control throughout cold chain transportation.

5. Malaysia
   Risk: Halal items (such as alcohol) may be detained.

Countermeasure: Confirm that the product complies with Halal requirements.

IV. Practical Guide to Avoiding Pitfalls

1. 5-Step Method for Screening Logistics Providers
   1️⃣ Check Qualifications: Confirm that the company has international freight forwarding qualifications (such as NVOCC certification).
   2️⃣ Review Case Studies: Request case studies for similar product categories.
   3️⃣ Trial Order: For first-time collaborations, send a small batch for testing. 4️⃣ Compare services: Compare response speed and problem-solving capabilities.
   5️⃣ Sign the contract: Clearly define compensation terms (e.g., 100% compensation for lost items based on the value of the goods).
2. Document Compliance Checklist
   ☑ Commercial invoice (item name, unit price, and total price are consistent with the actual item)

☑ Packing list (accurate gross weight, net weight, and number of cases)

☑ Certificate of Origin (Form E for tariff preferences)

☑ Product certification (e.g., SNI, SIRIM, FDA, etc.)

☑ Transport insurance policy (covering the value of the goods + freight)

3. Key points for monitoring the transportation process
   Real-time tracking: Require the logistics provider to provide GPS tracking or ship/flight numbers.

Abnormal alerts: Set alerts for key arrival, customs clearance, and delivery milestones.

Emergency contact information: Save the 24-hour contact information of the customs clearance agent in the destination country.

V. Dispute Resolution and Claims

1. Evidence Retention
   Pre-shipment: Photos of goods, weight/dimension records

During transportation: Tracking screenshots, communication records

During customs clearance: Customs notification documents, detailed fee breakdown

2. Claims Process
   Formally submit a claim in writing (with supporting evidence)

Negotiation (generally 7-15 business days)

Arbitration or legal recourse (for large disputes)

Note: Some logistics providers’ contracts may set a maximum claim limit (e.g., 3 times the shipping fee). Be sure to confirm this in advance.

VI. Summary: Golden Rules for Safe Shipping
Don’t be cheap: Apparently low prices are often a sign of fraud.

Don’t take chances: Sensitive goods are always prepared to the strictest standards.

Leave no blanks: All commitments are written into the contract.

Continuous Tracking: Full monitoring from factory to receipt.

Finally, if you’re exporting to Southeast Asia for the first time, consider purchasing a “Fully Managed Logistics Service.” A professional agent will be responsible for ensuring compliance throughout the entire process. While this may cost 10-15% more, it can mitigate over 90% of the risks!