Booking an ocean container isn't a stand-alone administrative task — it's the starting point of a schedule. Once the booking is confirmed, every subsequent step must meet deadlines set by the carrier and the terminal. Understanding this sequence helps you avoid the number-one source of stress in logistics: discovering a constraint too late.
This guide walks through, step by step, how a container booking from Montreal unfolds, what you need to prepare at each phase, and at what point decisions become irreversible.
Step 1: Determine the destination
Everything starts with the destination. It determines which ocean services are available, how often sailings depart, whether direct or transshipment service is possible, and whether consolidation is feasible.
Specify not just the country but the final destination city. Cargo bound for an inland city doesn't follow the same path as cargo bound for a port city: you need to add inland haulage, with its own timeline and cost. This is especially true for landlocked countries, as explained in How to Ship to Burkina Faso.
Step 2: Describe the cargo
An accurate description saves time at every stage. Prepare:
- the exact nature of the goods;
- the estimated volume in cubic meters;
- the estimated gross weight;
- the number and type of packages (cartons, pallets, bales, crates);
- the approximate commercial value;
- any special characteristics (fragility, regulated goods, vehicle).
A description that's too vague — "assorted goods" — delays your file and can cause problems during formalities.
Step 3: Choose the shipping method and container size
Two decisions go hand in hand:
- Full container or consolidation? Below a certain volume, consolidation is usually more economical. Beyond that threshold, a full container regains the advantage. See the detailed comparison in FCL vs Consolidation.
- Which container size? 20-foot, 40-foot, or 40-foot High Cube, depending on your volume-to-weight ratio — see 20ft, 40ft or 40ft High Cube.
Step 4: Request a rate
A rate request includes all of the above, plus:
- the pickup address in Canada;
- the date the cargo will be ready;
- any services required (pickup, loading, insurance, documentation support).
The quote you receive should clearly state its scope and validity period. Ocean freight rates change: an old quote must be revalidated before booking. You can submit this request through our Booking page.
Step 5: Review the proposed routing
Before confirming, check:
- the port of loading and the port of discharge;
- whether the service is direct or involves transshipment;
- the cargo cut-off date at the terminal;
- the planned departure date.
Announced dates are estimates: they can shift depending on operations. The date that matters most to you isn't the sailing date — it's the terminal cut-off.
Step 6: Confirm the booking
Confirming the booking with the carrier generates a booking reference. From that point on:
- the container is reserved on a specific vessel;
- deadlines become firm;
- late cancellation may incur fees.
This is when you lock in your internal schedule: cargo readiness date, pickup date, loading date.
Step 7: Prepare the documentation
Depending on the cargo and destination, prepare the commercial invoice, a detailed packing list, the information needed for the transport document, and, where required, the export declaration. Requirements can vary by destination, carrier, cargo type, and applicable regulations: have them confirmed for your specific shipment.
Two articles cover this further: Bill of Lading basics and VGM (verified gross mass) requirements — ask us for the latest guidance on these topics.
Step 8: Container positioning and loading
The container is delivered to the loading location, or the cargo is delivered to the consolidation warehouse. Points to watch:
- cargo must be ready, packed, and labeled before the truck arrives;
- access and maneuvering space should be checked in advance;
- a visual inspection of the container (cleanliness, weatherproofing, doors) happens before loading;
- the seal number is recorded and noted on the documents.
Free time for container usage is limited. Exceeding it can generate detention fees.
Step 9: Delivery to the terminal
The loaded container is delivered to the terminal before the cut-off. This step allows no margin for error: a container delivered late can miss the vessel and wait for the next sailing, with the associated costs.
Step 10: Departure, tracking, and arrival
Once loaded, tracking is done through the container number and booking reference. At destination, the cargo goes through local formalities before release to the consignee. Prepare this phase in advance: documents sent, consignee informed, local charges anticipated.
Typical booking timeline
| Timing | Action |
|---|---|
| Day -30 to -15 | Define the shipment, request a rate, choose the method |
| Day -15 to -10 | Confirm booking, prepare documentation |
| Day -7 to -3 | Pickup, loading, sealing |
| Day -3 to -1 | Delivery to terminal before cut-off |
| Day 0 | Loading onto vessel |
This timeline is indicative: actual deadlines depend on the carrier, the season, and the terminal.
What VELOX handles for you
From Montreal, VELOX Logistics coordinates the whole process: analyzing your shipment, quoting rates, booking with the carrier, organizing pickup and loading, tracking deadlines, and providing documentation support. You can start a request through the Booking page or reach us via the Contact page.
Our team handles this stage directly: see book a container in Montreal for how the service works from Montreal.
FAQ
How far in advance should I book?
As early as possible, especially during peak demand periods. Booking early gives you more choice of sailings and avoids last-minute rates.
Can I book without knowing the exact weight?
You can start with an estimate, but the actual weight must be confirmed before shipping. An inaccurate declaration has regulatory and financial consequences.
What happens if my cargo isn't ready in time?
The container can be rolled to a later sailing, usually with fees. Notifying us early limits the impact.
Can I load the container myself?
Depending on the method chosen, yes: the container can be positioned at your location. Following loading and lashing rules and return deadlines remains your responsibility.
Does booking guarantee an arrival date?
No. A vessel's schedule is a forecast. No arrival date can be guaranteed.
Can I cancel a booking?
Yes, but fees may apply depending on the timing of the cancellation and the carrier's terms.
How do I know if consolidation is available for my destination?
Availability depends on current routes and programs. Check the Consolidation page and ask us to confirm for your destination.
