Many shippers and freight forwarders believe that the freight delays are caused by factors outside of their control. The reasons for freight being delayed can be incorrect or incomplete documentation, regulatory compliance issues, port congestion, weather disruptions. While these challenges really happen, however some of the most frequent and costly delays are entirely preventable.

In today’s trade environment, freight compliance issues are one of the biggest reasons shipments get held, inspected, or rejected. Even small documentation or data errors can stop cargo before it moves, creating delays that impact delivery timelines, customer trust, and overall costs.

Understanding where these mistakes happen and how to prevent them is essential for keeping freight moving smoothly.

Table of Contents

Why Compliance Errors Cause So Many Delays

Customs authorities around the world rely heavily on pre-arrival data, automated risk systems, and strict regulatory checks. This means shipments are often assessed before they physically arrive at a port or airport.

If information is incomplete, inconsistent, or inaccurate, authorities may:

Place the shipment on hold
Request additional documentation
Order inspections
Issue fines or penalties

The result is lost time, higher costs, and frustrated customers.

Key Takeaways

Many freight delays are caused by documentation and data errors, not transportation issues
Incorrect HS codes and vague product descriptions are major delay triggers
Missing licenses or permits can stop shipments at origin or destination
New regulations like ICS2 require higher accuracy and earlier data submission
Proactive compliance checks significantly reduce the risk of delays

Common Compliance Mistakes That Cause Freight Delays

Understanding these common freight compliance issues can help prevent avoidable delays in freight movement.

Incorrect or Incomplete HS Code Classification

One of the most common compliance mistakes is misclassification of goods.

The Harmonized System (HS) code determines:

Customs duties and taxes
Whether licenses or permits are required
Whether goods are subject to restrictions or controls

When HS codes are incorrect or too generic, customs authorities may flag the shipment for review. This often leads to inspection requests, reclassification, and delayed clearance.

Even when the shipper provides the HS code, freight forwarders and exporters can still be affected if incorrect data is submitted in customs declarations.

Vague or Inaccurate Product Descriptions

Product descriptions like “parts,” “equipment,” “samples,” or “general cargo” are red flags for customs authorities.

Customs officials need clear details to assess risk and compliance, including:

What the product is
What it’s made of
How it’s used

Vague descriptions often trigger:

Requests for clarification
Physical inspections
Documentation reviews

Each request adds time and increases the likelihood of delays.

Missing Export or Import Licenses

Certain goods require special licenses or permits, including:

Dual-use items
Pharmaceuticals
Chemicals
Electronics
Controlled or restricted goods

If a required license is missing or submitted late, the shipment may be stopped immediately. In some cases, cargo cannot move until proper authorization is obtained, which can take days or even weeks.

This mistake often happens when shippers assume a product is unrestricted or fail to check destination-country regulations.

Denied Party and Sanctions Screening Failures

Another major cause of freight delays is inadequate screening of parties involved in the transaction.

Customs and enforcement agencies actively monitor:

Consignees
End users
Intermediaries
Destination countries

If a shipment is linked to a sanctioned, restricted, or high-risk party, it may be blocked or seized, even if all other documents appear correct.

Relying solely on the shipper to conduct screening is risky. When a shipment is stopped, everyone involved in moving the cargo may face scrutiny.

Inconsistent Data Across Shipping Documents

Customs systems compare information across multiple documents, including:

Commercial invoice
Packing list
Air waybill or bill of lading
Export declarations

Even small inconsistencies such as mismatched weights, quantities, or product descriptions can trigger compliance checks.

Automated systems flag these discrepancies instantly, often leading to:

Data correction requests
Clearance delays
Additional inspections

Consistency across all documents is critical for smooth customs processing.

Temperature-Controlled and Special Cargo Documentation Gaps

For pharmaceuticals, food products, chemicals, and other sensitive cargo, additional documentation is required.

Missing or incomplete records such as temperature monitoring data, stability statements, or special handling declarations can delay release, especially at airports or border checkpoints.

When dry ice or dangerous goods are involved, incorrect declarations can result in shipment rejection or mandatory inspections.

Common Compliance Traps That Lead to Delays

Many delays start with small oversights, such as:

Accepting vague product descriptions without clarification
Assuming licenses are not required
Trusting client-provided data without validation
Treating compliance as a last-minute paperwork task

While each issue may seem minor, combined they significantly increase the risk of shipment holds.

Moving From Reactive Fixes to Preventive Compliance

Too often, compliance is addressed only after a shipment is delayed. A more effective approach is preventive compliance, where risks are identified before booking or departure.

This includes:

Reviewing product descriptions for clarity
Validating HS codes
Checking license requirements early
Screening parties and destinations
Ensuring consistency across all documents

Preventive checks save time, reduce costs, and protect supply chain reliability.

How Freight Forwarders and Shippers Can Reduce Delays

You don’t need to overhaul your entire operation to improve compliance. Small process improvements can make a big difference.

Effective steps include:

Using digital documentation systems to reduce errors
Standardizing data entry across documents
Flagging vague or incomplete information early
Training teams to recognize compliance red flags
Collaborating closely with customs brokers and logistics partners

Companies that adopt these practices experience fewer delays and faster clearance times.

To Conclude

Freight delays are not always caused by external disruptions. In many cases, they stem from avoidable compliance mistakes made long before the cargo reaches the border.

By understanding common freight compliance issues and addressing them early, businesses can keep shipments moving smoothly, protect their reputation, and deliver on customer expectations.

The future of logistics belongs to companies that treat compliance not as an afterthought, but as a core part of efficient, reliable freight movement.

FAQs

What are the most common freight compliance challenges?

The most common challenges include incorrect HS codes, vague product descriptions, missing licenses, inconsistent documentation, and inadequate party screening.

How do freight compliance challenges cause shipment delays?

When data or documents are incorrect or incomplete, customs authorities may place shipments on hold, request inspections, or demand corrections, which delays clearance.

Who is responsible for freight compliance, the shipper or the forwarder?

Both share responsibility. Shippers provide product information, while freight forwarders are expected to exercise due diligence when submitting documentation.

Can small documentation errors really delay a shipment?

Yes. Even minor inconsistencies in weight, quantity, or product description can trigger automated customs checks and inspections.

How can companies reduce freight delays caused by compliance errors?

By validating HS codes, ensuring clear product descriptions, screening parties, and reviewing documents before shipment, companies can significantly reduce delays.