#FromInquiryToDelivery

[gloriasewor]

Freight Journey Map: From Client Inquiry to Cargo Delivery

 By Gloria Sewor

To most people, logistics is invisible—until something goes wrong.

You place an order, and it arrives. Or it doesn’t. But between those two points exists a surprisingly detailed map, one with checkpoints, reroutes, quiet pauses, and last-minute sprints. It’s not always linear. Not always predictable. But it’s there.

At PORTLINK GHANA LIMITED, we often walk clients through this journey—especially first-time importers or exporters. And while no two shipments are exactly alike, the steps tend to follow a pattern. A kind of rhythm. I thought it might be helpful to lay it out plainly, from that first inquiry all the way to final delivery.

Because when you understand the freight map, you’re not just a passenger in the process. You’re part of it.

Step 1: The Client Reaches Out

It all begins with a question. Sometimes it’s direct: “Can you help us ship cocoa powder from Ghana to Turkey?” Other times, it’s more exploratory: “We’re not sure what’s needed to import solar panels—can you guide us?”

At this stage, clarity is key. We ask the basics:

What are the goods?

Where are they now?

Where are they going?

Are they time-sensitive?

Do they require special handling?

It’s not just about rates. It’s about understanding the full context. A shipment of pharmaceuticals is a different world from a container of hardwood. And moving goods from Tema to Lagos isn’t the same as airfreighting to Dubai.

Step 2: Route Planning and Mode Selection

Next comes route planning. Do we go by air, sea, or road? Is this best handled with full container load (FCL) or less-than-container load (LCL)? Is bonded warehousing needed?

We look at transit time, budget, reliability, and risk. There’s often a tradeoff. Faster might be costlier. Cheaper might mean slower. We explain the options—sometimes down to the fine print—and help the client decide.

I remember a local exporter shipping moringa powder to Canada. Airfreight was prohibitively expensive for the volume. We opted for sea freight with a two-week buffer, just in case. It arrived on time, under budget, and everyone exhaled a little.

Step 3: Documentation and Compliance

Now things get serious. This step is where many delays are born—or prevented.

We gather:

Commercial invoice

Packing list

Bill of Lading (or Air Waybill)

Customs declarations

Permits, if needed (especially for regulated goods)

Certificates of origin or conformity

In Ghana, we also navigate the ICUMS system (our Integrated Customs Management System), ensuring everything aligns properly before the cargo even arrives at the port.

And if goods are donor-funded, or part of a special exemption, the documentation gets even more layered. It’s tedious, yes—but essential.

Step 4: Cargo Handling and Pickup

Now, the physical journey begins.

We arrange trucking from the client’s warehouse—or receive goods at our designated depot. Depending on the mode of transport, the cargo is packaged, labeled, palletized, or containerized.

And here, safety is non-negotiable. Damaged goods don’t just create cost. They damage reputations. For sensitive items—electronics, perishables, machinery—we follow strict handling protocols.

For one government-backed energy project, we moved solar inverters from Accra to rural Northern Ghana. Each item was worth thousands of dollars, and any drop, bump, or mishandling could render them useless. We used foam-cushioned crates and GPS-tracked trucks. Slow, but safe.

Step 5: Port or Airport Clearance

At the port or airport, we begin clearance procedures. Timing is everything here. A delay of even 24 hours can trigger demurrage fees or missed connections.

Our team liaises with customs, verifies cargo status, settles duties (or ensures exemptions are honored), and arranges release.

One thing clients often underestimate? Customs can flag a shipment even when everything’s correct. Random inspections happen. So we build in buffer days, just in case. It’s not about pessimism—it’s about realism.

Step 6: Final Delivery

Once cleared, it’s time to move.

If the goods are destined for an Accra warehouse, final delivery might be same-day. But inland destinations—like Tamale, Wa, or even neighboring countries—require careful route planning. Roads, weather, fuel, and weight restrictions all play a role.

And then… the delivery happens. It might be a truck rolling into a warehouse at 3:00 a.m. Or a driver handing off a signed POD (Proof of Delivery) in the rain outside a construction site.

Either way, it’s a small moment that represents a long journey.

A Recognition of Our Work

This November, PORTLINK GHANA LIMITED will be in London for the 2025 Go Global Awards, hosted by the International Trade Council. We’ve been nominated—and while that’s an honor, what’s more meaningful is what the event represents.

It’s a convergence of the world’s most adaptive, forward-thinking businesses. A space for ideas. Collaboration. Peer learning. And as a logistics provider from Ghana, we’re proud to be part of that. Because every day, we help our clients build bridges—not just across regions, but across possibility.

Final Thoughts

The freight journey isn’t just about moving goods. It’s about moving trust. From inquiry to delivery, there are dozens of decisions, variables, and quiet choices made behind the scenes.

And when it all works—when the timeline is met, when the cargo arrives safely—it’s easy to forget how much work went into it. That’s okay. That’s kind of the point.

But for those who want to understand the journey? Well, now you’ve got the map.