Why the digital RoRo booking process is a competitive advantage

RoRo (roll-on/roll-off) is ideal for roadworthy vehicles, trailers and machinery. A well-designed digitalisation of the booking process saves time, reduces risks and ensures smooth processing.

Three guiding principles will help you do this:

1. Data quality beats gut feeling
2. Documents first, then the slot
3. Continuous visibility

Step 1: Data entry – the basis of every good booking

This information is essential:

• Vehicle data: VIN, dimensions (L/W/H in cm), weight, drive type, special superstructures
• Condition: able to roll/steer/brake, starting procedure, tyre tread
• Accessories: no loose items in the vehicle (RoRo safety rule „no loose items“)
• Routing: Port of departure and destination, flexible window (± 1 week)

Practical tip: Upload at least 6 photos per vehicle (exterior, interior, underbody, engine compartment).

Step 2: Route planning & timetables – realistic rather than theoretical

Use live timetables:
Timetables

Take seasonal risks into account and consider alternatives (A/B option). Only block advance and post-runs after slot allocation.

Further information:
What do I need to bear in mind for a RoRo shipment?

Step 3: Documents & compliance – eliminate blockers early on

Typical export and transport documents:

• Invoice & Packing List
• Vehicle documents (registration/title)
• Bill of Lading (B/L)
• Export documents (e.g. EU MRN)
• Insurance (e.g. ICC A/B/C)
• EV/Hybrid: Charge status, safety instructions

Official standard for load securing:
IMO - CTU Code

Step 4: Booking request → Slot → Booking confirmation

After data collection, the slot request is made. Carrier confirms:

• Booking number, ETD/ETA
• document cut-off
• gate-in window
• terminal specifications

Best practice: Define flexible windows (e.g. ETD ± 5 days).

Step 5: Vehicle/load preparation – „gate-ready“ is mandatory

To ensure that the vehicle is accepted:

• „Blickleer“: no loose parts
• Fuel level < ¼
• Technology intact
• Cleanliness (inside/outside)
• Photo documentation shortly before delivery

EV/hybrid: Observe the charge status and manufacturer's specifications.

Step 6: Gate-in & loading – what happens at the terminal

At the terminal:

1. Check documents & condition
2. Create status report
3. Loading by terminal/ship crew
4. Fuse according to carrier standard

Important: Report any changes (e.g. defective battery) immediately.

Step 7: B/L release, tracking & arrival

After the „Sailed“ status:

• Check and approve B/L (original or telex)
• Tracking via VIN/booking number
• Notification to destination port and import agents
• Plan collection and customs clearance with a buffer

RoRo vs. container – decision matrix

Checklist: 12 steps to a gate-ready vehicle

Before booking

1. Data quality: dimensions, weight, VIN, photos
2. Define destination port & flexible window
3. Check timetables: Timetables
4. Documents: Invoice, MRN, insurance

During the booking process

5. Secure booking data & cut-offs
6. Make the vehicle „blind“
7. Check technology & battery level
8. Photo documentation before gate-in

Gate-In & Departure

9. Observe terminal specifications
10. Create status report
11. Check B/L & select release type
12. Activate tracking, notify destination port

Further resource: What do I need to bear in mind for a RoRo shipment?

Common mistakes - and how to avoid them

• Dimensions are approximate: always measure
• Personal belongings in the vehicle: leads to rejection
• Fuel level too high: usually < ¼
• Missing photographs: complicates claims settlement
• Missed cut-off: causes demurrage
• CTU rules disregarded: increases damage risks for containers

What information speeds up the process?

Conclusion: The RoRo booking process as a stress reducer

A digital RoRo booking process brings predictability, security and efficiency. Ensuring data quality, using live data, delivering gate-ready and documenting processes saves time and money. An individual quote is required for pricing information.

FAQ

What steps are involved in the digital RoRo booking process?
Data entry (dimensions, VIN, weight), route and schedule check, documents/compliance, slot request and booking confirmation, gate-in with gate-ready vehicle, loading, B/L release, tracking and arrival.

How will my vehicle be safely accepted at the terminal?
No visible damage, fuel level usually below 1/4, capable of rolling/steering/braking, cleaned inside/outside and current photo documentation. Strictly adhere to terminal specifications and cut-offs.

Do I need transport insurance for RoRo?
Highly recommended. Carrier liabilities are limited. Choose ICC A/B/C with general average coverage; specific costs depend on the case and should be clarified via a personal quote.

When is a container more sensible than RoRo?
For dismantled vehicles, spare parts or particularly sensitive goods. In this case, observe the packing and securing rules of the CTU Code (IMO/ILO/UNECE).

Where can I find live timetables?
Directly at ODS Orient at https://odsorient.com/fahrplaene

Disclaimer: All information in this article has been carefully researched but is subject to change at any time. ODS Orient accepts no liability for the topicality, accuracy and completeness of the information provided.