Port Forwarding in Ukraine - Reliable Logistics of Your Cargoes

Port Forwarding: From Arrival Notice to Container Collection

Port forwarding is the full set of operations involved in collecting cargo at a seaport: from receipt of the vessel arrival notification through to removing the container from the terminal. Unlike international carriage, which takes weeks, port operations are compressed into a few days — and the cost of every extra day is precisely known: it is demurrage and storage.

Trans-Hope provides port forwarding services at three Ukrainian ports: Chornomorsk, Odessa and Pivdennyi. Over 17+ years — 3,725 completed deliveries, 12 specialists, permanent accreditations at the terminals of all three ports. Below is the full operational procedure and a list of documents that must be prepared in advance.

How the Process Works: 7 Steps From Notice to Warehouse

The Port Forwarding Process for Imports

A step-by-step guide to collecting containerised cargo at a Ukrainian port

⏱ 1–2 working days from container discharge onto the terminal · 💰 THC + storage (if > 3 days) + customs clearance + transport

  1. Receiving the Arrival Notice
    3–5 days before the vessel arrives, the shipping line's local agent sends an Arrival Notice (AN). It contains the ETA, B/L number, container numbers and the number of free days. This is the starting signal: from this moment parallel work must begin on several fronts simultaneously.
  2. Checking the bill of lading and documents
    We cross-check the notice against the bill of lading: consignee, cargo description, number of packages, port of discharge. Any discrepancy — we contact the line's agent immediately for an Amendment before the vessel arrives.
  3. Obtaining the Delivery Order (DO)
    We approach the shipping line's local agent for the cargo release authorisation. The agent invoices us: under Freight Collect — freight + DO fee; under Freight Prepaid — DO fee only. We pay and receive the DO electronically. Without the DO, the terminal will not release the container.
  4. Preparing the customs declaration in parallel
    We immediately hand the broker the full document package: invoice, packing list, bill of lading, certificates where required. The broker begins preparing the customs cargo declaration in advance so that it can be filed on the day of discharge or the following day.
  5. Paying port charges
    After discharge, the terminal invoices us for THC (Terminal Handling Charge). If the container has been on the terminal for more than 3 days, an additional storage invoice follows. We pay the terminal and receive the port's own release authorisation.
  6. Customs clearance
    After the declaration is filed, customs carries out documentary control and, in some cases, a physical inspection. Under standard control: 1–2 working days. After that, customs issues authorisation to remove the cargo from the port.
  7. Transport to warehouse
    We arrange a truck for loading at the terminal. The driver presents the DO and customs clearance. The container is lifted from the stack, placed on the vehicle and sealed. Delivery then follows to the consignee's warehouse in Kyiv, Kharkiv, Dnipro, Odessa or Lviv.

Documents Required to Collect Cargo at the Port

Realistic Timelines: From Discharge to Collection

Three Ports — Three Operational Specifics

Chornomorsk — Ukraine's main container port. Handles the majority of liner services from Asia, the Mediterranean and the Middle East. Two dedicated container terminals. The default choice for FCL containers.

Odessa — a multipurpose port accepting containers, general cargo, liquid bulk and dry bulk. Well suited to LCL consolidations, project equipment and non-standard shipments. Direct access to the city's transport infrastructure.

Pivdennyi — a deep-water port specialising in liquid bulk, dry bulk and chemicals. Accommodates larger-deadweight vessels. Container traffic is handled by the TIS terminal, but at lower volumes than Chornomorsk.

How the Delivery Term Affects Port Costs

Regardless of the Incoterms agreed, THC at a Ukrainian port and storage charges are always for the consignee's account. If freight is Freight Collect under the contract (CFR, CIF) — the freight must be paid to the line's agent before the DO is issued. Under FOB or EXW — freight has already been paid by you at origin. This has a direct impact on working capital: at the time the Arrival Notice arrives, you must be ready to settle several invoices simultaneously.

For high-value cargo, we also recommend confirming that a valid insurance policy is in place. Under FOB or CFR, cargo insurance is the buyer's responsibility. The policy must be arranged before loading onto the vessel — not at the port.

What Is a Container Type and Why It Matters in Port Forwarding

The container type (20DC, 40HC, reefer, open-top) affects port logistics: reefer containers require connection to a power supply at the terminal; open-tops require specialist crane equipment; flat-racks require advance coordination with the terminal. When the Arrival Notice is received, verify that the container type matches expectations and notify the freight forwarder immediately if the cargo requires non-standard storage conditions at the terminal.

toggle answer How much does port forwarding cost? toggle answer

The total consists of several components: terminal THC (depends on port and container type), the shipping line agent's Delivery Order fee, customs clearance (broker commission + customs duty and VAT), storage (if cargo stays at the port beyond the 3-day free period), and transport to warehouse. Trans-Hope prepares a full cost estimate before work begins — no hidden items.

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From day 4, the terminal charges storage — typically $15–30 per 20' and $25–50 per 40' per day (indicative; depends on the terminal). In parallel, the shipping line charges demurrage after its own free time expires (usually 7–14 days). Detailed rates are covered in our article on port charges.

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Yes. The best approach is to hand the broker the full document package as soon as the Arrival Notice is received — before the vessel arrives. The preliminary declaration can then be filed on the day of discharge, and release follows within 1–2 working days. Delays are almost always caused by an incomplete document package, not by customs itself.

toggle answer Is a separate agreement with the terminal required? toggle answer

No. The terminal is dealt with by the shipping line's local agent (who has a standing agreement with it) and the customs broker. The consignee only needs a service agreement with the freight forwarder. Trans-Hope holds accreditation at all main terminals in Chornomorsk, Odessa and Pivdennyi.

toggle answer What should be done if the consignee's name is incorrect in the bill of lading? toggle answer

Contact the shipper's freight forwarder immediately — only the shipper can initiate a Correction or Amendment through the line's agent at the loading port. The procedure takes 1–3 working days. Without the correction, the DO will not be issued. This is why documents must be checked as soon as the Arrival Notice arrives — not on the day the vessel calls.

Entrust your port forwarding to the Trans-Hope team — and your cargo will reach your warehouse in the shortest possible time, with no unnecessary charges.

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