Short answer: The journey to the RoRo port involves transporting the vehicle or machinery from its location to the port terminal. There are various options available: driving it there yourself, using a car transporter, or by rail. It is crucial to adhere to the cut-off times, i.e. the final acceptance deadline before the ship’s departure. Common mistakes such as late delivery or missing documents can be avoided through careful planning.
The key points in 5 points
- The pre-carriage refers to the transport of the vehicle to the Ro-Ro port.
- Common options include driving the vehicle yourself, using a car transporter and, in some cases, transport by rail.
- The cut-off time is the final deadline for acceptance – usually 24 to 48 hours before departure.
- Late delivery may result in the loss of your booking.
- Careful planning of the timing and documents saves money and avoids stress.
What does ‘feeder service’ mean in Ro-Ro transport?
‘Pre-carriage’ refers to the transport of the cargo from the point of origin to the Ro-Ro port terminal. This stage is not part of the actual sea transport, but remains the responsibility of the consignor.
A smooth pre-shipment process is crucial, as anyone who misses the cut-off time at the port will lose their booked space on the vessel. The result: delays, reallocations and additional costs. Depending on the distance to the port, the type of cargo and the available time slot, various pre-shipment options may be considered.
What transport options are available for the pre-carriage?
There are several options available for the approach to the RoRo port:
- If you are travelling by car: For registered, roadworthy vehicles, this is the simplest and usually cheapest option.
- Car transporter: Open or closed – gentle and efficient, even for several vehicles.
- Low-loader/heavy haulage: For vehicles that are not roadworthy, construction and agricultural machinery, or oversized loads.
- Rail transport: On certain routes, it offers a reliable alternative for longer journeys.
Choosing the right pre-delivery option depends on the type of goods being transported, the distance to the port and the time available. To find out how to best prepare your vehicle for handover, please read our guide to Preparing for a smooth Ro-Ro shipment.
What are cut-off times and why are they crucial?
The cut-off time is the latest time by which a vehicle must be delivered to the port terminal in order to be loaded onto the booked ship. This deadline is set by the shipping company and is binding.
As a rule, the cut-off time is between 24 and 48 hours before the ship’s scheduled departure. For some ports or shipping companies, it may be earlier, particularly in the case of large vessels or heavy cargo requiring special handling.
If the cut-off time is missed, the vehicle can no longer be loaded. In the best-case scenario, it will be rebooked onto the next departure – in the worst-case scenario, storage charges and rebooking fees will apply.
What are some common mistakes made during the run-up?
Many problems with Ro-Ro transport arise even before the actual shipment takes place. The following errors occur particularly frequently:
- Tight schedule: Unforeseen delays such as traffic jams, breakdowns or terminal congestion are not taken into account.
- Missing documents at the port: Vehicles will not be accepted without all the necessary documents – in particular the vehicle registration certificate and booking confirmation.
- Incorrect delivery address: Large ports have several terminals. The vehicle must be delivered to the correct Ro-Ro terminal.
- Vehicle condition not documented: Without a condition report prior to handover, there will be no evidence to rely on in the event of damage.
- Fuel level not checked: Many shipping companies require the fuel tank to be no more than a quarter full – if this limit is not adhered to, the vessel will be turned away.
How do you plan the run-up to the event in the best possible way?
Structured planning helps to avoid any pitfalls. The following steps are recommended:
- Check with the shipping company or freight forwarder for the cut-off time and schedule it as a firm deadline.
- Allow for at least two to three days’ leeway before the cut-off time.
- Book a transport provider for the pre-shipment stage well in advance – especially during the peak season.
- Gather all documents in advance and save them digitally.
- Clarify the exact delivery point and the contact person at the port terminal.
- Draw up a condition report with photographs before handover.
The documents required for export are governed by the Customs via the ATLAS export declaration. By bearing these points in mind, you can significantly minimise the risk of delays and additional costs.
What are the costs involved in the preliminary phase?
The cost of the preliminary arrangements varies depending on the mode of transport and the distance. As a general rule, you should take the following factors into account:
- Transport costs for car transporters, low-loaders or rail
- Toll charges and any permit fees for heavy goods transport
- Port demurrage charges if the vehicle is delivered too early, before the cut-off time
- Storage charges, should the cut-off time be missed and a reallocation be required
In many cases, the freight forwarder offers the pre-carriage as part of an overall package. This can work out cheaper than booking it separately, as freight forwarding contracts often include special terms.
How do you coordinate the pre-arrival process with port operations?
The pre-delivery process concludes with the handover of the vehicle at the port terminal. To ensure this handover runs smoothly, the pre-delivery process and Port operations be coordinated. Check in advance the terminal’s opening hours, the exact delivery address and any access restrictions. Some ports require advance registration or a terminal pass for the driver.
FAQ
How far in advance should I plan the lead-up?
Ideally, you should start planning at least two weeks before your planned departure. This will give you enough time to book transport, obtain the necessary documents and make any necessary adjustments.
Can I drive my car to the port myself?
Yes, for registered and roadworthy cars, driving there yourself is the easiest and cheapest option. However, please note the cut-off time and make sure you allow time for the return journey from the port.
What happens if I miss the cut-off time?
The vehicle will not be loaded onto the booked ferry. Depending on the ferry operator, it will be rebooked onto the next departure, which may result in delays and additional storage and rebooking costs.
Do I need to insure the supply pipe separately?
Transport insurance for sea freight does not usually cover the pre-carriage. It is therefore advisable to take out separate insurance for land transport to the port, particularly in the case of valuable vehicles.
What documents do I need when delivering goods at the port?
You will usually need the booking confirmation, the vehicle registration document or a certified copy of it, a valid identity document and, where applicable, the commercial invoice and export declaration.
Who organises the pre-transport arrangements – me or the haulage contractor?
Both options are possible. You can organise the pre-carriage yourself or hand it over to your freight forwarder as part of a comprehensive package. The bundled solution often offers greater planning certainty, as the pre-carriage and cut-off time are co-ordinated by a single provider.
All the information in this article has been carefully researched, but is subject to change at any time. ODS Orient accepts no liability for the timeliness, accuracy or completeness of the information provided. Please contact us directly for a no-obligation quote.