How to Handle International Shipping Delays

Shipping goods between countries is a complex process. When there's an issue in one area, such as a hurricane, port strike or war, it can hold up the entire shipment. International shipping delays are frequent occurrences that can affect your company's delivery dates, customer relationships, brand reputation and bottom line.

If your business depends on international shipments, it's critical to develop strategies to handle common issues with ports, customs and the supply chain. Knowing how to handle a delivery delay makes it easier to respond quickly to minimize the impact and maintain smooth operations.

Handling Customs Delays (Strategy 1)

Before an international shipment can enter the destination country, it must clear customs. Officers examine the paperwork, determine if the contents are subject to import duties or taxes and verify whether those fees have been paid. Your shipment may be scanned and visually inspected to ensure the contents match the documentation and comply with the laws of the destination country. If customs officials find a problem at these stages, your shipment can be held until the issue is resolved.

Avoiding Documentation Issues

Incomplete or incorrect documentation is a common cause of customs delays, so it's crucial to ensure your shipping documents are accurate and complete. These documents might include invoices, certificates of origin, packing lists, inspection certificates, customs invoices and bills of lading.

Staying compliant isn't always a straightforward process — documentation requirements can vary considerably based on the contents of your shipment, where your items were manufactured, where they're shipped from and the laws of the destination country. One way to avoid delays at customs is to work with an experienced customs broker. These professionals specialize in customs requirements and can help you navigate the regulatory complexities and comply with applicable laws and rules.

Brokers are particularly useful during times of political upheaval or international conflict. Import and export regulations can change quickly during these periods, and brokers know the latest rules.

In some cases, brokers may help you save on taxes, fees and duties. They can assess your shipment and determine if it's eligible for tariff reductions under current laws and trade agreements. If customs determines a payment is due, the broker can handle it on your behalf. Their assistance and expertise can speed up the approval process and manage delays efficiently.

Understanding Country-Specific Regulations

Every country has rules regarding international imports. If a shipment doesn't adhere to the regulations of the destination, it may be delayed in customs. In serious cases, you may be fined, and your contents may be seized by local officials.

To protect your cargo and your company's reputation, research the local laws, regulations, tariffs and documentation requirements any time you send items to another country. Take extra care for shipments that include potentially sensitive items, such as dangerous goods or hazardous materials, as these items are often subject to extra scrutiny and strict regulations. Staying informed can help you prepare the correct documents, use appropriate labels and avoid unnecessary delays.

Preparing for Customs Inspections

Inspections are another common cause of customs delays. Officials might take a closer look at your shipment due to documentation errors or item regulations. Your goods might also be subject to inspection if they don't align with the weights or valuations officials expect based on your customs declaration. Preparing for a surprise or targeted inspection can help your goods get through the process faster.

Ways to get ready for a customs inspection include:

• Label items clearly. Include all required information, and comply with size and placement requirements. You may need to include pictorial labels for certain items and dangerous goods.
• Conform to regulations. Ensure each shipment complies with the relevant import laws and regulations. This makes the inspector's job easier and speeds up the process.
• Prepare accurate paperwork. Officials may compare your physical shipment to the details on the documents, so it's crucial to ensure all information is accurate.
• Keep detailed records. Make sure the paperwork relevant to your shipment is organized and available so you can provide additional information to customs officials upon request. This might include receipts, invoices, shipping information or relevant licenses and permits.

Using Electronic Filing Systems

Electronic filing systems enable you to submit customs documentation digitally. This allows officials to review the forms quickly — sometimes before your shipment arrives — which can speed up the clearance process. If customs finds an error or missing information, you can discover it sooner and resolve the problem quickly. Compared to submitting forms manually, electronic filing is faster and more efficient.

Keep in mind not all countries accept electronic documents. You still need to attach physical papers when shipping to those locations. 

Managing Delays at Ports (Strategy 2)

When looking at what's causing shipping delays in 2025, you may notice port congestion is a common factor. Congestion happens when a large number of ships are waiting to load or unload. Ports can get backed up when they don't have enough workers to manage demand or the infrastructure to support the volume of ships and goods. Inefficient operations and worker strikes can also create a backlog of ships.

Sometimes, the causes of congestion are out of the port's control. Bad weather and international conflict can impact the number of ships coming and going. Peak shipping season is another contributing factor; the surge in freighters can quickly overwhelm a port.

While you may be unable to control port operations, you can forecast situations that could cause congestion. Understanding peak shipping periods and identifying busy shipping lanes can help you predict which ports might process goods slowly at certain times of the year. It's also important to stay aware of global politics and conflicts, as a war or unrest can impact port operations in the region.

If your research indicates that a port could be congested, create an alternative plan to mitigate potential delays. Choosing a secondary port, a smaller one nearby or one with a better infrastructure can help your cargo get unloaded and processed faster. If that's not an option, you might add extra time to your schedule to accommodate potential delays. This can keep your operation running smoothly and increase the chances of an on-time delivery.

It's essential to stay in constant communication with all involved parties, such as freight forwarders, port authorities and shipping companies. They can keep you updated on current and potential delays, conditions at the port and the status of your cargo. The more you know, the easier it is to make informed decisions.

Leveraging Expedited Port Services

Port delays can be particularly problematic for time-sensitive shipments. However, expedited port services can help you bypass delays and stay on schedule. Some companies can also find ways to reroute and optimize the shipment after it leaves the port to ensure it arrives on time. While these services come with an added cost, they may be worth considering when dealing with tight timelines, important customers, perishable goods or high-value shipments.

Diversifying Shipping Routes

To reduce the impact of port delays over the long term, consider diversifying your shipping routes. Relying on one or two primary ports is risky — a single instance of port congestion can cause a ripple effect up and down the supply chain. Backup ports and alternative routes can help reduce wait times and port delays.

Mitigating Supply Chain Disruptions (Strategy 3)

Supply chain disruptions are a common cause of delays in international shipments. Disruptions can be caused by various factors, including natural disasters, political unrest, labor issues, changing prices and international logistics problems. A bottleneck in one part of your supply chain can significantly interrupt the flow of goods.

Diversifying the Supply Chain

Diversification is an effective way to manage disruptions in the supply chain. When you depend on a single player, a small delay can have big consequences. A better option is to work with a larger number of suppliers and manufacturers. If possible, make sure they're located in different regions. If one area experiences delays due to a transportation strike or drought, your shipments will remain unaffected. A diverse supply chain spreads the risk over a larger network, which can help ensure continuity, even in the face of disruptions.

As you diversify, focus on building good relationships with each supplier and international logistics provider in your supply chain. If a primary supplier shuts down or experiences an unexpected shortage, you can have alternatives ready to go. Strong preexisting partnerships make it easier to make fast adjustments on the fly so you can respond efficiently. Over time, this strategy helps you build a more flexible and resilient supply chain.

Implementing Forecasting Tools

Consider using advanced forecasting software to analyze past data and predict potential problems in the supply chain. Many programs rely on AI and predictive analytics to produce valuable insights about disruptions such as material shortages, increased demand or labor issues. While these analytics aren't foolproof, they can give you advance warning and extra time to adjust your plans to mitigate delays.

Leveraging Alternative Inventory Strategies

Given the various factors that impact an international shipment, you might consider additional strategies. For example, you could utilize local warehousing or distribution centers in key markets. Maintaining an inventory of products in the same country as the majority of your customers creates a buffer against shipping delays and reduces your dependence on international shipping timelines. Local warehouses also facilitate faster deliveries, which improves customer relationships and strengthens your reputation — two factors that can insulate your business against future supply chain disruptions.

Another option is the just-in-case inventory strategy, where you keep a larger than necessary amount of product in storage. This buffer stock helps you fulfill orders during a demand spike or a disruption in the supply chain. Preventing stockouts and backorders comes with a holding cost, but it keeps customers happy.

Best Practices for Minimizing Future Shipping Delays

While it's crucial to know how to handle international shipping delays, it's also important to develop a proactive strategy to minimize future delays. As you refine your operation and build a more flexible supply chain, keep the following best practices in mind.

Build Strong Partnerships

Take the time to invest in relationships with trusted logistics partners in your supply chain, including shipping carriers, customs brokers and freight forwarders. Positive and productive connections can have far-reaching benefits for your business, ensuring efficient communication during delays and helping you secure priority handling.

Honest and respectful communication can help you build strong, mutually beneficial relationships. Engage with each partner regularly — communicate your goals, show appreciation and respond quickly to all concerns. Build trust by fulfilling your obligations. Pay invoices on time, respect the partner's desired lead times and find ways to make their jobs easier.

Establish Expectations in Advance

Clarity is critical in the supply chain, particularly when responding to delays. Start by working with your partners to set clear expectations and solidify each party's responsibilities in the case of a delay. Don't be afraid to negotiate — it can take time to settle on terms that work for both sides. Include these duties in your service level agreement with the company to formalize the arrangement.

Shipping delays can cause issues throughout the supply chain, but a detailed SLA can reduce the confusion. When everyone understands what's expected of them, they can act quickly and confidently within the predefined scope of work. This process saves time and streamlines procedures, so your shipments spend less time in a holding pattern.

Invest in Technology

Advances in technology mean it's easier than ever to track your shipments. Start by implementing tools such as GPS trackers, temperature sensors and impact sensors. Paired with real-time shipment monitoring software, these devices can provide a remarkable level of visibility into the location, status and condition of your cargo.

Make sure to utilize the full feature set to maximize value. For example, many programs enable you to customize the alerts for each shipment. If you're shipping food, you might set up alerts to inform you about temperature changes that could impact product safety during a delay. GPS trackers can let you know about unexpected route changes or potential delays that could affect delivery times. Advance notification helps you anticipate delays and resolve problems proactively to speed shipping times and protect your goods.

Communicate With Customers

One of the biggest concerns surrounding shipping delays is the impact on customers. To get ahead of the situation, prioritize transparent and proactive communication with customers when delays happen. Your honesty can ward off frustration and maintain their trust, even when it isn't possible to meet the expected deadlines.

As the delay continues, manage customers' expectations by offering regular updates and predicting a new delivery timeline. If you're using tech-based tracking, you can automate this process by integrating the status and location into your client communication. Consider building an order page that reflects the current status so customers can check it at their convenience.

Atlas International's Approach to Handling Shipping Delays

Another way to mitigate international shipping delays is to work with a reliable partner such as Atlas International. During our 60 years of operation, we've witnessed countless international moving trends and encountered nearly every possible delay in countries worldwide. Today, we use our experience in international logistics and global shipping to help businesses navigate delays due to issues with ports, customs or supply chain disruptions.

Our team provides valuable guidance and assistance at every step of the process. It starts before your goods are picked up — our customs experts and trusted brokers go the extra mile to verify that the shipment is fully compliant with all relevant regulations. We monitor changing regulations, requirements and trade agreements to ensure complete and accurate documentation. This proactive approach helps your containers move efficiently and reduces the risk of delays in the customs clearance process.

Once your shipment is en route, our advanced technology infrastructure provides real-time tracking data. You can monitor the status of your shipment at any time, making it easier to identify and resolve potential delays before they become a serious issue. This steady stream of data also helps you provide updates for clients and customers.

At Atlas, we've spent the last 60 years building a global network of partners and alternative shipping routes. If an issue arises with a congested port, we can leverage this network to create a more efficient solution, avoid delays and help your shipment reach its destination in a timely fashion. Our comprehensive supply chain solutions are just as flexible, enabling you to respond to disruptions quickly to get ahead of potential delays and maintain operational continuity.

Get Ahead of International Shipping Delays With Atlas International

As goods move between countries, they're impacted by various factors that can slow the process. While international shipping delays are inevitable, your company can take proactive steps to mitigate the impact on the business and the supply chain as a whole. By establishing strategies for managing customs delays, port congestion and disruptions to your supply chain, you can respond effectively and significantly reduce the number and duration of delays.

If your company doesn't have the capacity for strategic shipping delay management, consider partnering with a logistics expert, such as Atlas International. We can provide the expert support, comprehensive solutions and the global network you need to handle delays effectively and with minimal impact on your operations. Contact us today to find out how we can streamline your shipping process.