Christmas shipping guide: how to plan your international deliveries

For e-commerce businesses, the weeks leading up to Christmas can be some of the busiest of the year. Demand increases, inventory needs to arrive on time and shipping networks become busier as businesses prepare for the holiday season.

However, the challenge does not start at the port. A delay at the manufacturer, incomplete documentation or limited transport capacity can all affect when your goods arrive.

That is why Christmas shipping should be planned from the start of the supply chain, not just when the goods are ready to leave.

In this guide, we explain what businesses should consider when planning international shipments for the Christmas period and how early preparation can help reduce delays.

Why is Christmas a challenging period for shipping?

The Christmas period puts pressure on the supply chain. E-commerce businesses need to prepare inventory for higher demand, while carriers, ports, warehouses and delivery networks are handling increased volumes.

This can result in:

• Less available shipping capacity

• Longer processing times

• Higher freight costs

• More pressure on warehouses and delivery networks

• Less flexibility when something goes wrong

Businesses often begin preparing their Christmas inventory weeks or months in advance.

For an international shipment, leaving your planning until December can create unnecessary risk. By starting earlier, businesses have more time to deal with production delays, customs or changes in transport schedules.

Start with when you need the goods

There is no single Christmas shipping deadline that applies to every shipment.

The right planning date depends on factors such as:

• Where your goods are coming from

• The transport method you are using

• The final destination

• Production time

• Customs requirements

• When the goods need to be available

Instead of asking, “When can I ship?”, you should start with:

“When do I need the goods to be available?”

Plan around the date your inventory needs to be checked in, processed and available for sale - not simply when it arrives at the port. Allow time for warehouse receiving, fulfilment centre appointments and any labelling or preparation requirements.

That’s why it’s easier to work backwards through the entire supply chain:

Required stock date → warehouse receiving and preparation → final delivery → import customs → transport → export procedures → pickup → supplier readiness

This gives you a better view of the time available and helps you identify when delays could emerge.

Your shipment starts at the factory

Transport is only one part of the supply chain.

If you source products internationally, the goods first need to be manufactured, packed and prepared for collection. A container cannot leave on schedule if the products are not ready.

A production delay of only a few days can affect the pickup date, the planned sailing or flight and your delivery date.

Before placing or confirming an order, make sure you know:

• How long production will take

• When the goods are expected to be ready

• Whether the supplier can meet the required production date

• What packaging and shipping requirements apply

• Which shipping method fits your timeline

• When the goods must arrive at their final destination

Keeping track of production is therefore just as important as booking the transport itself.

Customs: get the details before shipping

Customs requirements can also affect the delivery timeline.

Depending on the shipment and destination, you may need commercial invoices, packing lists, product descriptions, commodity or HS codes, country of origin and other customs details.

If information is missing or incorrect, additional questions or checks may be required before the shipment can continue. During a busy period, even a small documentation issue can create additional delays.

Before your goods leave, check that:

• The commercial invoice and packing list are complete

• Product descriptions are accurate

• The correct HS or commodity codes are being used

• The country of origin is correctly stated

• The required customs information is available

• The shipment meets the import requirements of the destination country

Preparing these details before the shipment leaves gives you more time to resolve potential issues.

Leave room for unexpected delays

International transport does not always follow the original schedule.

Delays can develop because of weather, port congestion, customs inspections, documentation problems, vessel or flight changes, capacity constraints or delays during final delivery.

Avoid planning your shipment to arrive exactly on the day you need it, as this leaves no margin for delays.

Build a realistic buffer into your schedule, based on the route, transport method and advice from your logistics provider.

This is particularly important for Christmas inventory, where a delay close to the holiday period can be difficult to recover from.

If your preferred shipping window has already passed, speak to your logistics provider about the options available. Prioritising key products, splitting shipments or using air freight for a smaller quantity may help, depending on capacity, cost and your required delivery date.

How KATA Global Logistics can help

Stay connected with your manufacturer

Staying in regular contact with overseas manufacturers can be challenging, particularly across languages and time zones.

With a local office in China, KATA Global Logistics can communicate directly with your manufacturers in their own language. This helps us track expected production completion dates, identify potential delays early and help you assess the options.

Instead of waiting until the goods are ready to arrange the next step, we can keep communication open with the factory throughout the process.

This gives you better visibility of when your goods are expected to be ready and allows the next steps of the shipment to be planned accordingly.

Coordinate the next steps

Once the goods are approaching completion, timing becomes increasingly important. Pickup, export procedures, transport and customs all need to connect with each other.

By discussing your shipment requirements early, KATA Global Logistics can help you look at the complete process rather than treating each step separately.

Our aim is to help you align supplier readiness, transport and delivery with the date you need your stock.

 

Looking beyond Christmas: Chinese New Year

Christmas is not the only holiday period that businesses sourcing from Asia should keep in mind.

Chinese New Year can affect production and logistics because factories close and workers travel during the holiday period. Production may also slow down before the official holiday and take time to return to normal afterwards.

When planning Christmas inventory, consider your replenishment needs for the start of the following year. Chinese New Year falls on 6 February 2027, but production and logistics disruption can extend beyond the holiday itself. Confirm your supplier’s order deadlines, factory closure dates and expected return to normal production.

Your holiday shipping checklist

Before your holiday shipments leave, make sure you have considered:

1.      Required stock date know when your goods need to be checked in, processed and available for sale.

2.      Supplier readiness confirm when production will be completed and when the goods can be collected.

3.      Transport method choose between sea, air or road freight based on your timeline and budget.

4.      Customs documentation make sure all required information is complete and accurate before shipping.

5.      Transport booking allow enough time to secure the required capacity during busy periods.

6.      Buffer time leave some room for unexpected delays.

7.      Communication make sure your supplier, logistics provider and other relevant parties understand the planned timeline.

Frequently asked questions

When should I start planning Christmas shipments?

There is no single deadline for every shipment. Start with the date you need your goods and work backwards through production, pickup, transport, customs and final delivery.

Can customs delay my shipment?

Yes. Missing or inaccurate customs information can result in additional questions, checks or requests for information, which can affect the delivery timeline.

What happens if my supplier is not ready on time?

A production delay can affect the entire shipment schedule. This is why keeping communication with your manufacturer and checking production progress early is important.

Should I also consider Chinese New Year?

Yes. If you source goods from China or other markets observing Lunar New Year, factor supplier closures and recovery times into your replenishment plan. The length of, disruption varies by supplier and location, so confirm dates directly rather than assuming a fixed shutdown period.

Plan your Christmas shipments before the peak

Start with the date your stock needs to be available for sale and agree a realistic schedule with your supplier and logistics provider.

Planning an international shipment for the Christmas period? Share your collection location, destination, expected goods-ready date and required delivery date with KATA Global Logistics. Our team can help you assess shipping options and coordinate the next steps.

Contact our team at enquiries-nl@katagloballogistics.com.