By Luis Lopez, AI transportation consultant, CEO of Go Hub.io Holdings Corp and subsidiaries, and host of the Freight Guru Podcast
Florida is a natural gateway to the Caribbean. Many island economies depend on goods that move through Florida ports by container, roll-on/roll-off vessel, or smaller feeder services. For a first-time shipper, though, moving freight to an island is very different from sending a truckload across state lines. Schedules are less frequent, customs rules change from one country to the next, and the receiving port may not have the equipment you take for granted on the mainland.
If you need to ship freight to the Caribbean, here are ten things to understand before you book.
1. Consolidation, LCL and FCL
Most Caribbean shippers start with a basic choice: share a container or book a whole one. Less-than-container-load (LCL) service consolidates your freight with other shippers’ cargo, which makes sense for a few pallets. Full-container-load (FCL) gives you the whole box, which usually makes sense once your volume approaches a container’s capacity or your cargo needs to stay sealed and separate.
LCL adds handling at both ends, because the container has to be loaded at a consolidation warehouse and unpacked at destination. More handling means more chances for delay and damage. Our article on FCL vs LCL shipping walks through the decision, and freight consolidation explained covers how shared loads work.
2. Sailing Schedules and Cutoffs
Some island services sail several times a week. Others sail weekly or less. Missing a cutoff can mean waiting days for the next vessel. Know these deadlines:
- Cargo cutoff: when freight must be delivered to the warehouse or terminal.
- Documentation cutoff: when shipping instructions and export paperwork must be submitted.
- Consolidation warehouse cutoff: for LCL, often earlier than the vessel cutoff because the container has to be built.
Build a buffer into your plan. Inland trucking delays in Florida traffic are a common reason freight misses a sailing.
3. Export Documentation
Caribbean shipments are exports, and exports carry paperwork. At minimum, expect a commercial invoice, a packing list, and a bill of lading. Electronic Export Information (EEI) must be filed through AESDirect in ACE when the value of any single Schedule B line exceeds 2,500 USD or when an export license is required. Many shippers rely on their forwarder to file, but the exporter remains responsible for the accuracy of the information provided.
Make sure descriptions, values, weights, and piece counts match across all documents. Inconsistencies cause problems at both origin and destination.
4. Destination Customs and Duties Vary by Island
The Caribbean is not one market. Each country and territory has its own customs authority, duty rates, import permits, and documentation rules. Some territories have political ties to the United States or to European countries that shape their rules; independent nations set their own. Before you ship, have your consignee or a customs broker at destination confirm:
- Whether any import permit or license is required for your goods.
- What duties and taxes apply and who pays them.
- Whether certificates of origin, sanitary certificates, or other documents are needed.
- Any labeling or language requirements.
Do not assume what worked for one island will work for the next.
5. Packaging for Ocean Transit and Humidity
Ocean freight gets moved, stacked, and shaken. Caribbean freight also deals with heat and humidity at both ends. Containers can build up condensation, sometimes called container rain, that damages cardboard, labels, and moisture-sensitive goods. Practical steps:
- Use strong export-grade cartons and stretch wrap.
- Consider moisture barriers or desiccants for sensitive goods.
- Keep freight off wet floors with proper pallets.
- Avoid packing damp wood or materials into a sealed container.
Our article on water damage freight claims explains why moisture damage is often hard to recover on.
6. Palletizing and Labeling
Well-built pallets survive consolidation and transshipment better than loose cartons. Keep loads square with no overhang, stack heavy items at the bottom, and band or wrap tightly. Label every piece with consignee name, destination, piece count (for example, 3 of 8), and any reference numbers your forwarder assigns. Wood packaging materials such as pallets and crates generally need to meet international phytosanitary standards and carry the appropriate treatment mark, so confirm with your forwarder.
7. Destination Port Handling Limits
Many island ports are smaller than mainland gateways. Some have limited cranes, limited container yard space, or limited equipment for heavy or oversized pieces. Inland delivery may involve narrow roads and tight sites. Ask in advance:
- Can the port and local trucking handle your container size and weight?
- Will the consignee pick up at the port or need delivery?
- Is forklift or unloading equipment available at the final site?
8. Cargo Insurance
Ocean carrier liability is limited and often much lower than the value of the goods. If you want coverage close to full value, buy cargo insurance. Understand what the policy covers, what it excludes, and how claims are filed, especially for losses discovered after arrival. For the basics, see cargo insurance vs carrier liability.
9. Hurricane Season Timing
The Atlantic hurricane season officially runs from June through November. During that window, storms can close ports, delay sailings, and disrupt trucking on both ends. If your shipment is time-sensitive, plan extra lead time in those months, stay in contact with your forwarder about schedule changes, and consider shipping ahead of known demand periods rather than at the last minute.
10. Consignee Readiness
A lot of delays happen after the vessel arrives. Before you ship, make sure your consignee:
- Has a customs broker or knows how to clear the goods themselves.
- Has the documents they need, ideally before the vessel arrives.
- Knows who pays destination charges and duties.
- Can receive the freight promptly to avoid storage charges at the port.
Share tracking and document copies early. A consignee who is ready can turn a smooth sailing into a smooth delivery.
Bringing It Together
Shipping freight from Florida to the Caribbean rewards preparation. Choose LCL or FCL based on volume and sensitivity, respect cutoffs, get your export documents right, confirm destination rules island by island, pack for heat and humidity, and plan around hurricane season. Most problems come from assumptions that would be fine on a domestic truckload but do not hold over water.
For more conversations on freight and AI, subscribe to the Freight Guru Podcast.
About the author: Luis Lopez is a Miami-based AI transportation consultant and logistics entrepreneur, the CEO of Go Hub.io Holdings Corp and subsidiaries, and host of the Freight Guru Podcast.
