Success in e-commerce boils down to ensuring that your shipments arrive on time and without any problems. However, no matter how meticulously you plan, unexpected ecommerce shipping delays are familiar and frustrating. The longer these hold-ups last, the more disruptive they are to business operations, leaving customers and stakeholders in a state of flux.

Hearing your cargo has been delayed may leave you feeling powerless against the complexity of the global supply chain. However, there are steps you can take to mitigate the negative impact of these waiting periods until your goods start moving again.

In addition, it’s important to understand the typical causes of delays so you know how to reduce the probability of them happening in the future. Of course, some delays will always be unpredictable and inevitable – but, crucially, not all of them.

Common reasons for shipping delays

Port congestion

When ports are overly congested, a backlog of ships can form, causing a slowdown in docking and unloading cargo. This is what happened during the COVID-19 pandemic and its aftermath, with record highs of ships waiting to dock in China and California in 2021. Even in recent weeks, increased traffic in the Mediterranean as a result of the Red Sea crisis has led port executives in Spain and Morocco to warn that they are nearing full capacity.

These kinds of backlogs increase the time it takes for your inventory to move through the port and onto its next destination. Congestion can also strain a port’s resources, such as access to dockworkers, cranes, storage facilities, etc., further hindering the process of unloading and transferring cargo.

Extreme weather

Weather accounts for a staggering 33% of cargo delays, predominantly events like lightning, high winds, low visibility, and extreme temperatures. These extraordinary weather conditions can disrupt transportation networks, cause port closures, and increase the risk of damage or loss of inventory.

In fact, extreme weather is expected to be the top reason for supply chain disruption in 2024, due to obstructions caused by, for example, the limit on Panama Canal traffic in response to severe drought. In an ideal world, shippers would know about this turbulent weather in advance and be able to plan around it. In reality, however, they are often taken by surprise.

Incorrect documentation

Aside from external elements such as port backlogs and severe weather, your cargo can also be held up due to problems with the shipment itself – primarily with your documentation. Freight shipping is a complex process, and there are multiple forms and certificates involved.

The most important documents needed to clear customs include a bill of lading, a certificate of origin, a commercial invoice, and more. If any of these documents are missing or contain inaccurate information, your goods will get stuck.

What to do when your cargo is delayed

Gather your documents

Should the worst happen and your cargo get delayed, the first thing to do is gather all of your documentation, even if the hold-up has nothing to do with paperwork. Double-check each document to ensure that it’s accurate and compliant, and keep them all on-hand to reference as needed.

Contact your partners

Next, you should contact your logistics partners to get an insight into the real-time location of your cargo and the reason for the delay. Be patient about the setback, and try to gain as much visibility as possible into what the process and timeline will be going forward. All major freight carriers use a web-based tracking system, which you can use to monitor when your shipment reaches certain checkpoints and sporting facilities

Communicate with your customers

Armed with this information, you can then let your customers know when they can expect to receive their goods. Honesty is the best policy for managing expectations here: extending the expected shipping date will do less damage to your reputation than promising speedy delivery and falling short.

Ways to prevent future delays

When the disruption abates and your cargo resumes its journey, the best thing you can do is focus on preventing similar delays in the future. Some hold-ups are unavoidable, but some can be mitigated by factors within your control.

Plan ahead

It might sound basic, but the key to smooth logistics is effective planning. There are a few things likely to slow down your cargo flow which you can plan around, such as the weather forecast or peak seasons for specific products and destinations. Building your shipping strategy with these in mind will increase the likelihood of a smooth cargo flow.

It’s also crucial to have a contingency plan for potential disruptions. For example, can you ship your goods earlier than intended to give yourself buffer time for delays? Can you budget for increasing your inventory in case of emergencies?

Digitize your supply chain

As described above, lots of cargo delays stem from problems with your documentation. To avoid this, digitize your admin wherever possible. Not only does this make it easier to organize and consult your documents, but it also reduces the risk of human error in your paperwork.

For example, digital freight forwarders like Ship4wd can help you manage your documentation online. Ship4wd is an all-in-one online platform established with the specific needs of small and midsize businesses (SMBs) in mind. On the platform, you can book and manage shipments, keep track of the necessary paperwork, and access real-time updates about the status of your goods.

This visibility into all points of the route is also crucial for avoiding and mitigating disruption, as carriers’ tracking systems aren’t always effective and often give only a general idea of where the package is. As well as using digital platforms like Ship4wd, you can implement specialized shipment tracking software like TrackingMore. With TrackingMore, you can track packages across 1,200+ carriers, and even send customers notifications so they are also up to date.

Choose your advocates wisely

Occasional delays are inevitable, and it’s in these pressured times that you’re likely to have the most communication with your shipping partners. This process will show you whether they are truly advocating for you and prioritizing your business needs.

If you’re disappointed by the service you’re receiving, it may be time to think about finding a carrier you can rely on more. Using trusted partners is imperative for streamlining your logistics and resolving issues smoothly.

Optimizing your shipping will pay off

Ecommerce sellers have to learn the hard way that it’s not a question of “if” your cargo will get delayed, but “when”. When these delays strike, proactive communication and strategic planning are paramount to mitigating their impact.

However, you can reduce the frequency and severity of these delays by optimizing your shipping strategy. As well as reducing the cost and energy you have to spend dealing with hold-ups, this will go a long way in enabling you to satisfy, retain, and grow your customer base.

     INFOGRAPHIC