Choosing a Clearing and Forwarding Agent in Nigeria

Why the choice of agent shapes the whole shipment

For most importers, the clearing and forwarding agent is the person who turns a sea shipment into goods at the warehouse door. The agent prepares the customs declaration, follows it through assessment, deals with the shipping line and the terminal, and arranges the truck. If the agent is organised, a shipment moves in order. If not, the importer spends the weeks after arrival chasing answers.

Because so much depends on this one appointment, it deserves more than a comparison of quotations. A low figure that hides vague answers about documents, release and delivery is rarely a saving. The better approach is to put the same questions to every agent you are considering and compare the quality of the replies.

Questions about people and process

Start with the practical basics. Who will handle your file day to day, and who covers when that person is away? Is there a single point of contact, or will you be passed between departments? A named person who knows your goods is worth more than a large office you cannot reach.

Ask what the agent needs from you and by when. A good agent can tell you at the outset which documents are required, in what form, and how far ahead of the vessel's arrival they should reach the office. Late or inconsistent papers are among the most common reasons a container waits in the terminal, so an agent who is firm about document deadlines is protecting you.

Finally, ask how you will be kept informed. Agree a rhythm of updates, for example when documents are checked, when the declaration is lodged, when the container is released and when it is delivered. Importers who live abroad should ask for these messages in writing, because they have no other view of the port.

Ask, too, how the agent prepares a file before the vessel arrives. Agents who check the documents against each other early, and raise any difference with you while the cargo is still at the supplier, save more time than any agent who works quickly after arrival. Early questions are a good sign, not an irritation.

Questions about goods and experience

Describe your cargo precisely and ask whether the agent has handled goods like it. Food, electrical items, vehicles, machinery and shared-container cargo each raise different questions about permits, classification and handling. You are not asking for a promise; you are listening for whether the agent understands what your goods will need before they sail.

Ask how the agent handles a container selected for examination. The answer should describe who attends, how the cargo is prepared so that it can be inspected once, and how you will be told the result. Ask, too, how the agent deals with a query from customs: who responds, and how quickly you are informed.

If you are importing from the UK, the US, Canada or elsewhere, ask whether the agent can coordinate with your supplier and the origin forwarder as well, so that the bill of lading, invoice and packing list agree before the vessel sails.

Questions about charges and the last mile

Ask for a written breakdown of what is included and what will be billed separately, and how the agent tells you before an additional charge arises. Terminal storage and container charges depend on how fast the cargo is released, so ask what the agent does to keep that time short.

Then ask about delivery. Who books the haulage, and is it timed to the release? What does the agent need to know about your receiving site, such as road access, unloading equipment and opening hours? A released container that cannot be delivered still costs money, so the best agents plan the last mile at the same time as the clearing.

Finally, ask for a reference point you can check, such as how the agent reports a completed shipment: a closing note with the dates of release and delivery and a copy of the papers is a simple sign of an agent who keeps a tidy file.

Keep every answer in an email or a short written agreement. If a question is answered only by phone, ask for a one-line confirmation.

Planning your next import with Vandyvah

Vandyvah's customs and freight-forwarding team is glad to be asked these questions. We work with importers on documents, customs declarations, terminal release, examination and delivery, with a named contact and an update at each stage, and we coordinate with your supplier before the cargo ships.

If you are comparing agents for an upcoming shipment, contact the operations team before the cargo ships. A short conversation about your goods, your supplier and where they need to be delivered is the easiest way to see how we would run your file.