Tips for Managing Ocean Freight Delays

If you’ve ever tracked a shipment across the ocean only to see the dreaded status update—“Delayed in transit”—you’re not alone. In recent years, port congestion, container shortages, and unpredictable weather have made ocean freight delays feel like the norm, not the exception.

According to the World Bank, more than 80% of global trade by volume is transported by sea. And when those shipments hit a snag, the ripple effects can reach your production lines, inventory levels, and customer relationships fast.

So, what can you do when your ocean freight doesn’t arrive on time? While you can’t control the tides, you can control how you prepare for and respond to delays. Let’s walk through practical, proactive tips to help you stay ahead of the storm.

Why Are Ocean Freight Delays So Common?

Before we dive into the tips, it helps to understand what’s causing all the holdups in the first place. Here are a few common culprits:

• Port congestion due to limited capacity or labor shortages
• Vessel schedule changes or blank sailings (skipped ports)
• Customs clearance delays
• Extreme weather events like typhoons or hurricanes
• Global disruptions (e.g., the COVID-19 pandemic or geopolitical tensions)

Even a minor delay at one port can snowball into missed connections and backlogs that impact multiple shipments.

1. Build More Lead Time into Your Supply Chain

It might sound simple, but one of the most effective ways to manage ocean freight delays is by planning for them.

• Extend your order cycle to allow extra days for unexpected disruptions.
• Communicate order cutoffs earlier with your suppliers.
• Work backward from your delivery deadlines and buffer in time for clearance and inland transportation.

Yes, it might mean ordering earlier, but it gives you breathing room when (not if) delays strike.

According to McKinsey, high-performing supply chains now operate with 15–25% more inventory buffers than they did pre-2020.

2. Diversify Your Carrier and Port Options

Relying on a single carrier or port is a bit like putting all your eggs in one very large, floating basket. Instead:

• Use multiple shipping lines to avoid bottlenecks with a single provider.
• Consider alternate ports of entry, even if they’re slightly further inland.
• Evaluate regional transshipment hubs to reroute in case of congestion.

Working with a freight forwarder who has a broad network can help you tap into alternate routing options on the fly.

3. Invest in Real-Time Shipment Visibility

Guesswork doesn’t cut it when your shipment is crossing oceans. Today’s supply chain leaders are leaning into digital tools to get real-time updates.

• Use a Transportation Management System (TMS) or platforms like FourKites or Project44 for live tracking.
• Set proactive alerts for schedule changes, customs holds, or port delays.
• Share updates with stakeholders across departments so everyone stays in sync.

A 2023 report by Gartner found that 70% of companies with end-to-end visibility reduced the impact of transportation delays by 30%.

4. Build Strong Relationships with Freight Forwarders

The right logistics partner is worth their weight in gold—especially when things go sideways.

• Choose forwarders with proven experience in your trade lanes.
• Ask about contingency planning and how they handle rerouting or documentation issues.
• Stay in regular contact, not just when things go wrong.

When you build trust, you’re more likely to be prioritized when space is tight or schedules change.

5. Streamline Your Documentation

Many delays happen before a shipment ever leaves the port—thanks to missing or incomplete paperwork. To keep things moving:

• Double-check commercial invoices, BOLs, and packing lists for accuracy.
• Ensure product descriptions and HS codes are compliant with customs requirements.
• Digitize your paperwork to speed up processing and reduce human error.

Need help? The U.S. Customs and Border Protection site offers clear guidelines for international shipping documents.

6. Prepare Contingency Inventory Plans

Even with all the best strategies, some delays are unavoidable. That’s why having a Plan B is crucial.

• Stock safety inventory for high-priority items.
• Use nearshore or domestic suppliers for critical components.
• Prioritize SKUs in high demand and consider air freight for urgent replenishment.

Contingency inventory may increase short-term costs, but it can prevent long-term losses in revenue and customer trust.

7. Stay Informed on Global Shipping Trends

Don’t get caught off guard by industry disruptions. Staying in the know allows you to adjust quickly.

• Subscribe to logistics newsletters like FreightWaves or The Loadstar.
• Monitor trade regulations and policy changes from sources like the World Trade Organization.
• Join industry webinars and events for early insights on potential bottlenecks.

Knowledge is power—and it gives you a head start when things shift.

Conclusion: Ocean Freight Delays Don’t Have to Sink Your Strategy

Let’s be honest—global shipping isn’t getting simpler anytime soon. But with the right strategies in place, you can turn unpredictable delays into manageable bumps in the road.

Build lead time into your planning. Diversify your routes. Invest in visibility and partnerships. And always keep learning—because logistics is a game of adaptation.

Need help building a more resilient freight strategy? Reach out to our team for expert insights and custom supply chain solutions.

FAQ: Managing Ocean Freight Delays

Q1: What’s causing the most ocean freight delays right now? Current delays are often due to port congestion, labor shortages, weather disruptions, and geopolitical instability, according to the WTO and industry experts.

Q2: How much lead time should I build in for ocean shipments? Experts recommend adding at least 2–3 extra weeks for international ocean shipments to account for delays.

Q3: Are there tools that help track ocean freight in real time? Yes—TMS platforms and supply chain visibility tools like FourKites, Project44, and CargoSmart offer real-time tracking and alerts.

Q4: Can freight forwarders really help avoid delays? While they can’t prevent all delays, experienced freight forwarders can reroute shipments, expedite documentation, and communicate with carriers to resolve issues faster.

Q5: Should I consider alternative transportation methods? Absolutely. For high-priority or time-sensitive goods, air freight or rail (for inland movement) can be faster, though more costly.