This guide outlines each stage in the export process commonly practiced at Port Klang. It serves as a model for Malaysian ports, providing exporters with a clear understanding of how goods move through the export system, from documentation to delivery.
Understanding the Export Process
Understanding the Export Process at Malaysian Ports
Export Process Flow Overview
Exporting might seem straightforward, but behind every shipment is a detailed sequence of steps involving multiple parties: buyers, sellers, banks, shipping agents, customs, freight forwarders and hauliers. Understanding this flow helps you anticipate delays, prepare documentation correctly and coordinate with partners more effectively. This guide maps out the typical export process at Port Klang, which serves as the standard model for Malaysian ports. Whether you’re shipping your first container or your hundredth, knowing each stage of the journey helps you manage shipments with confidence and avoid costly mistakes.
This sequence provides a clear overview of each activity from vessel arrival to the return of empty containers, reflecting current practice at Port Klang and other Malaysian ports.
Step 1
The buyer or importer receives the shipping order from the overseas exporter or seller.
Step 2
The buyer or importer obtains the full shipping document set from the exporter or seller (such as Bill of Lading and commercial invoice).
Step 3
If the sale is under a Letter of Credit (L/C), the buyer’s bank notifies the importer that the exporter’s documents have been received and payment is due as per L/C terms.
Step 4
The carrier or shipping agent issues a Notice of Vessel Arrival, including shipment details and applicable charges.
Step 5
The carrier or shipping agent submits a Status List to the Port Terminal for planning the vessel’s arrival.
Step 6
The carrier or shipping agent files the cargo manifest with Customs to support verification of import declarations.
Step 7
The buyer or importer sends forwarding instructions and all relevant documents to the appointed forwarding agent.
Step 8
The buyer or importer notifies the factory warehouse or logistics centre about the incoming shipment.
Step 9
The forwarding agent submits the import declaration electronically to Customs using approved software. If taxes or duties apply, these are paid electronically once approval is granted.
Step 10
If the shipment requires clearance from another government agency (OGA), the forwarder submits all necessary permits and documents. After processing, the OGA updates its clearance electronically into the Customs system.
Step 11
Once Customs approves the import declaration and all related processes are completed, a Release Status is sent to the Port Terminal authorising the container release to the forwarder.
Step 12
The forwarding agent confirms the vessel’s arrival details with the carrier or shipping agent.
Step 13
The forwarder exchanges the original Bill of Lading for the delivery order from the carrier or shipping line and settles delivery fees electronically with the Port Terminal.
Step 14
The carrier or shipping agent transmits the electronic delivery order to the Port Terminal.
Step 15
The forwarder requests a Gate Pass from the Port Terminal. The pass authorises container release after Customs clearance. The forwarder typically maintains an account with the terminal for this purpose.
Step 16
The terminal issues a Transport Order to the haulage company to collect the container and deliver it to the importer or buyer. Copies of the delivery order and Gate Pass serve as proof of authority.
Step 17
After receiving the transport order, the haulage company schedules its truck based on the requested delivery date and confirms acceptance.
Step 18
The haulage company proceeds to the terminal to collect the assigned container.
Step 19
Once the container leaves the terminal gate, an electronic confirmation message is sent to the carrier’s agent and the forwarding agent.
Step 20
The haulage company delivers the container to the factory or warehouse address stated in the transport instructions.
Step 21
After unloading, the factory or warehouse informs the buyer or forwarder and requests the return of the empty container to the depot designated by the carrier.
Step 22
The importer or buyer instructs the forwarder to arrange for the container’s return.
Step 23
The forwarder directs the haulage company to return the empty container to the specified depot.
Step 24
The haulage company returns the empty container to the depot. Upon arrival, the depot sends an electronic confirmation to the carrier and forwarder. Proof of delivery (POD) is then issued, and the forwarder prepares the final Bill of Services listing all related charges and returns the complete document set to the importer.