📄 Top Reasons Shipments Get Delayed

Top Reasons Shipments Get Delayed

Quick answer

Shipments are usually delayed because one or more parts of the shipment chain are not ready, not aligned, or need additional checking.

Common causes include incomplete documents, unclear cargo descriptions, customs queries, inspections, permit issues, carrier delays, storage or release problems, incorrect delivery details, and route or country-specific requirements that were not checked early.

Some delays are outside the customer’s or freight forwarder’s control. Others can often be reduced through better preparation before the shipment moves.

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Important note: This article is educational only. It is not legal, customs, tax, compliance, or operational advice for a specific shipment.

Who this applies to

This page applies mainly to:

  • Commercial Freight
  • importers
  • exporters
  • traders
  • businesses moving goods to or from South Africa

Many points also apply to international household moving, especially where documents, customs, access, delivery, or destination-country requirements are involved.

What this page covers

This page explains:

  • common reasons shipments are delayed
  • why documents and customs readiness matter
  • how carrier, port, warehouse, and delivery issues can affect timing
  • South Africa-specific delay context
  • route and country variation
  • how Sterdts generally tries to reduce avoidable delay risk
  • what this page does not cover

General Principle

A shipment is not one single action.

It is a chain of linked steps:

  • enquiry
  • quote
  • document preparation
  • booking
  • collection or packing
  • origin handling
  • export process
  • main transport
  • arrival
  • import process
  • release
  • delivery or collection
  • closeout

A delay in one step can affect several later steps.

The most preventable delays usually happen when shipment information is incomplete, documents are inconsistent, or shipment-specific requirements are checked too late.

Reason 1: Incomplete or inconsistent documents

Documents are one of the most common delay points.

A shipment may be delayed if:

  • the commercial invoice is missing information
  • the packing list does not match the invoice
  • the goods description is vague
  • values or quantities do not align
  • the transport document has different details
  • personal effects inventories are incomplete
  • updated documents are not shared with all relevant parties

Document consistency is especially important for customs clearance and cargo release.

Reason 2: Unclear goods descriptions

Vague descriptions can cause questions.

Examples include:

  • parts
  • goods
  • samples
  • personal items
  • equipment
  • accessories
  • stock

A clearer description helps the shipment file explain what is being moved.

This does not mean customers should classify goods themselves. It means the description should be specific enough for the appointed parties to understand the cargo and ask the right follow-up questions.

Reason 3: Customs queries or inspections

Customs or another authority may query or inspect a shipment.

This can happen for many reasons, including:

  • document checks
  • value checks
  • goods description concerns
  • permit questions
  • restricted goods
  • random or risk-based inspection
  • mismatched information
  • missing supporting evidence

A customs query or inspection does not automatically mean something is wrong, but it can add time.

Reason 4: Permits or restricted goods not checked early

Some goods may be prohibited, restricted, controlled, or subject to permits or approvals.

This may apply to certain:

  • used goods
  • second-hand goods
  • vehicles
  • machinery
  • chemicals
  • food products
  • plant or animal products
  • medicines
  • textiles
  • electronics
  • dangerous goods
  • household items with restrictions in the destination country

If requirements are checked only after the cargo is ready to move, delay risk increases.

Reason 5: Carrier or routing changes

Carriers may change schedules, routings, capacity, cut-off dates, or equipment availability.

This can affect:

  • sailing dates
  • flight dates
  • container availability
  • transhipment timing
  • arrival dates
  • delivery planning

Estimated departure and arrival dates should be treated as estimates, not guarantees.

Reason 6: Port, terminal, airport, warehouse, or depot delays

Cargo can also be delayed by operational handling points.

This may include:

  • terminal congestion
  • cargo not available for collection yet
  • warehouse backlog
  • release process delays
  • equipment shortages
  • documentation not processed
  • physical inspection queues
  • storage or handling constraints

These delays may be route-specific or facility-specific.

Reason 7: Payment or release issues

Even after cargo arrives, it may not be immediately available.

Release may depend on:

  • freight charges paid
  • destination charges paid
  • customs process completed
  • duties or VAT settled where applicable
  • release documents issued
  • delivery order available
  • carrier release completed
  • terminal or depot release completed

A shipment can be customs-cleared but still not physically ready for delivery if another release step is pending.

Reason 8: Incorrect delivery details or access problems

Delivery delays can happen when final delivery details are incomplete or change late.

Examples include:

  • wrong address
  • no contact person available
  • site access restrictions
  • no offloading equipment
  • truck cannot enter the premises
  • delivery appointment not confirmed
  • building or estate restrictions
  • customs or release completed after delivery cut-off

Delivery planning should be checked before cargo is ready to move.

Reason 9: Household goods not prepared correctly

For international household moving, delays can happen if:

  • the inventory is incomplete
  • restricted items are packed
  • destination forms are missing
  • identity or residence documents are incomplete
  • packing details are unclear
  • customs requirements were not checked early
  • goods are mixed with commercial items

Personal effects still need clear documentation and may still be checked by customs or other authorities.

Reason 10: Late changes to shipment scope

Changes made after quoting or booking can affect the whole shipment.

Examples include:

  • more cargo added
  • weight or volume changes
  • cargo description changes
  • delivery address changes
  • route changes
  • shipment type changes
  • urgent timing requested late
  • documents corrected after submission

Late changes often create extra admin, extra costs, or timing risk.

Reason 11: Missing or late VGM for packed ocean containers

Packed ocean containers subject to SOLAS require a Verified Gross Mass before they can be loaded onto the vessel.

If the required VGM is missing, incorrect or submitted after the applicable cutoff, the container may not be loaded as planned.

VGM requirements are specific to packed ocean containers. The submission method and cutoff should be confirmed against the carrier and booking.

Reason 12: Dangerous-goods information is incomplete

Batteries, chemicals, aerosols and other potentially dangerous goods may require additional classification, approval, packaging, labelling and documentation.

Depending on the cargo and transport mode, information may include the UN number, proper shipping name, hazard class, packing group where applicable, dangerous-goods declarations, carrier approval and safety data.

Incomplete or incorrect dangerous-goods information can delay booking, cause cargo to be rejected, or require the shipment to be repacked or rebooked.

Potentially dangerous goods should therefore be identified before booking and before packing is finalised.

Common mistakes

Common mistakes include:

  • assuming a quote means the shipment is ready to move
  • assuming customs clearance is automatic
  • waiting too late to prepare documents
  • not checking permit requirements early
  • comparing only transit time instead of total door-to-door timing
  • treating ETA and ETD as guaranteed dates
  • ignoring destination release steps
  • failing to prepare delivery access details
  • not updating all parties when shipment details change

What affects cost, time, or risk

Delay risk can be affected by:

  • document accuracy
  • cargo type
  • route
  • mode of transport
  • customs process
  • permit requirements
  • carrier capacity
  • port or terminal conditions
  • inspection outcomes
  • release process
  • storage time
  • delivery planning
  • destination-country requirements
  • late changes

Reducing delay risk usually starts before cargo moves.

South Africa Context

For shipments to or from South Africa, customs documentation, goods declarations, tariff-related information, duties, VAT, permits, inspections, and restricted goods considerations can affect timing.

Official sources should be used for customs and regulatory context where relevant. Where controlled or used goods may be involved, ITAC or another relevant authority may also need to be considered.

Route / Country Variation

Delay causes vary by route and country.

The same shipment may move smoothly on one route but require extra checks on another route because of:

  • destination customs rules
  • permit requirements
  • port or airport processes
  • carrier routing
  • inspection practices
  • holiday periods
  • local delivery conditions
  • restricted goods rules
  • documentation standards

This is why route-specific checks matter.

Sterdts Operational Practice

This section describes Sterdts’ operational approach. It is not a guarantee that delays will not occur.

Sterdts generally tries to reduce avoidable delays by checking shipment details, document consistency, cargo descriptions, booking requirements, and known route or service constraints before key movement steps.

Where a possible customs, permit, document, or delivery issue is identified, Sterdts may request clarification or supporting documents before the shipment proceeds.

What this page does not cover

This page does not provide:

  • live disruption updates
  • guaranteed transit times
  • guaranteed customs release dates
  • legal advice
  • customs advice
  • tax advice
  • route-specific delay predictions
  • operational promises for a specific shipment

Shipment-specific updates should be handled through the relevant operational communication channel.

Key takeaway

Most shipment delays come from gaps between what the shipment needs and what is ready at the time.

The best way to reduce avoidable delay risk is to prepare documents, cargo details, customs requirements, and delivery information before the shipment moves.

Related topics

Official references used for regulatory context

  • SARS — Customs and Excise
  • SARS — Goods Declaration
  • SARS — Duties and Taxes
  • SARS — Prohibited, restricted and counterfeit goods
  • ITAC — Import Control, where relevant

Last updated

June 2026

Version

v1.0 — Initial public Knowledge Base version.