RoRo will be more digital than ever in 2025. From route selection and document verification to live tracking, many steps are now carried out online. This saves time, prevents errors - and makes the RoRo booking process (roll-on/roll-off) transparent. In this guide, you will learn step by step how to optimally prepare your RoRo shipment, which data is really important, which tools make your work easier and where typical pitfalls lurk.

What does "digital RoRo booking process" mean?

The roro booking process covers all steps from enquiry to handover at the port - only digitally supported: You compare departures, submit documents online, receive status updates automatically and see delays early on. Instead of email ping-pong, you centralise everything in the portal or via app, including message history, document versions and checklists. In short: less friction, more reliability.

Why this is important:

• Speed & transparency: Faster quote and booking approvals, clear deadlines
• Data quality: Mandatory fields, plausibility checks and templates reduce errors
• Compliance: Information on customs/ENS, vehicle regulations (e.g. e-cars) directly in the process

Tip: Check real departures in advance via the timetables in real time - this allows you to plan backwards from cut-off and ETA and reduce buffer times.

The process in 8 steps - from enquiry to tracking

1) Compare routes & departures

Use timetables to choose the best route based on port of departure, port of destination, transit time and departure frequency. Early planning secures you places on routes in high demand - especially during seasonal peaks.

2) Request a quote

Specify dimensions, weight, vehicle type and destination relation. Avoid estimates: Incorrect information will lead to rebookings or additional charges. We deliberately do not quote specific prices here - for individual costs you need a personalised quote (e.g. via contact or quote form).

3) Upload digital documents

Licence/title, invoice, ID documents (if private), any special permits: Portals often check for completeness automatically. This saves enquiries and prevents terminal hold-ups.

4) Technical preparation of the vehicle

Clean, rollable, tank level according to shipping company specifications (often <¼), no loose objects. Some special shipping company rules apply to electric/hybrid vehicles (e.g. SoC limits, switching off). A practical checklist for RoRo shipping will help you not to forget anything.

5) Manage booking confirmation & cut-off

You will receive your reference number, delivery slot and cut-off with the booking confirmation. Plan the delivery with a buffer (1-2 working days before cut-off), especially for long lead times.

6) Harbour check-in & handover

The vehicle and documents are verified at the gate/terminal. The harbour staff then take over the loading ("roll-on").

7) Live status & tracking

After loading, you can see the status (Loaded on Vessel) and ETA updates in the portal. Any delays are communicated proactively - you remain able to plan.

8) Arrival & handling

Roll-off, customs clearance and handover take place at the port of destination. The digital history remains archived - practical for complaints, evidence or fleet reports.

Data & documents: What you really need

A clean data basis is the heart of the roro booking process. The more complete and accurate your details, the smoother the process.

Table: Document checklist (private & business)

Table description (alt text): Matrix showing which documents private individuals vs. companies typically need for a RoRo shipment.

Read more: Basics, deadlines & vehicle preparation in compact form in the article "What do I need to consider for a RoRo shipment?".

Digital tools in everyday RoRo life - a quick overview

Table: Digital steps & responsibilities

Table description (alt text): Process overview from schedule check to reporting with responsibilities and results for each step.

Compliance at a glance: ENS/ICS2, safety & vehicle regulations

• Security & customs data (EU): An Entry Summary Declaration (ENS) must be submitted via ICS2 before arrival for goods entering or transiting the EU - this applies to shipping companies/carriers and, in certain constellations, other parties.
• Load securing: Safe loading on RoRo ships is carried out in accordance with international standards. Stowage and securing principles are governed by IMO codes, for example; specific guidelines apply to the stowage/securing of vehicles on ships.
• Electric/hybrid vehicles: Shipping companies may require a state of charge (SoC), insulation test or switch-off processes. Check the vehicle-specific requirements in good time - preferably directly with your carrier.

Best practices for data quality (which will save you trouble later)

1. Check VIN/chassis number: No transposed figures - they block customs clearances.
2. Specify max dimensions: Including add-on parts (roof rack, mirrors, additional tyres).
3. Verify weight information: Data sheet ≠ Reality. Weighing saves reloading.
4. Upload concrete condition photos: Exterior/interior, detailed images of previous damage (date, time).
5. Store contact chains: Who is authorised to make decisions when plans have to be changed at short notice?
6. Buffer times: Pre-carriage traffic, public holidays, harbour strikes - plan realistically.

Common mistakes in the roro booking process - and how to avoid them

• Incomplete documents: Missing documents lead to gate stops. Use checklists and mandatory upload fields.
• Cut-off underestimated: too late at the terminal = rebooking. Plan a buffer.
• Vehicle not "ready for harbour": Loose objects, tank level too high, weak battery.
• Communication breakdowns: Decision-maker not available, no approvals -> delays.
• Wrong relations: Desired port selected without a suitable RoRo connection. Check timetables!
• Price focus without data basis: Prices fluctuate according to relation, season, dimensions. Request an individual offer instead of comparing apples with pears.

Mini-Guide: How to calculate realistic timings

1. Plan ETA backwards: From ETA (destination) to ETD (departure) to cut-off (delivery).
2. Check gate opening times: Note weekends and public holidays.
3. Secure lead time: Transport window with buffer; define plan B in the event of a breakdown.
4. Coordination with recipient: Arrange customs clearance & collection at the port of destination early.
5. Use live status: Take tracking messages seriously and respond actively.

FAQ - short & precise

How does the digital RoRo booking actually work?

You select the route/departure, request your quote, upload documents, receive the booking approval with cut-off and bring the vehicle to the terminal ready for the port. You then follow status messages until handover at the destination.

Which documents are mandatory?

Licence/title, invoice (for export), ID (for private), EORI (company) if applicable and special permits for special cases. You can find a checklist here.

How do I keep an eye on departures?

The real-time timetables allow you to compare routes, frequencies and transit times - ideal for planning realistic delivery times.

Do I need a VGM?

VGM mainly applies to containers. Different procedures apply to RoRo shipments. The respective terminal/shipping company specifications are decisive.

What role does ICS2/ENS play?

In the EU, safety data must be reported in advance by ENS via ICS2 (depending on the role in the process). Official information: EU Commission ICS2.

What does RoRo cost?

This depends on the relation, season, size/weight and available slots. Please request a customised offer - e.g. via Contact.

Bonus: Quick check before the terminal

• Do you have all the documents digitally and printed out?
• Vehicle empty inside, clean outside, roadworthy, fuel level ok?
• Contact person available in an emergency?
• Delivery time + gate process realistically planned?
• Tracking notifications activated?

Conclusion

A modern, digital roro booking process reduces complexity - provided that the data is correct, deadlines fit and all parties are involved. Use timetables and checklists, keep documents complete, prepare your vehicle clean and ready to roll and stay on the ball via tracking. Prices depend on the project - you need a personalised quote for specific costs. If you wish, you can start directly with route planning via the timetables or deepen the basics in the article What do I need to bear in mind for a RoRo shipment?.