With dangerous goods there is a step that does not exist in an ordinary shipment: someone has to approve it before space can be booked. It is not a formality handled by the freight forwarder or by customs. It is the shipping line or the airline deciding whether it accepts those goods, on that route, on that vessel or flight.
Understanding that process saves you the most expensive surprise in this business: finding out your cargo cannot move once you have already bought it.
In this guide
Who actually approves it
There is a common misconception here. Many people assume that if the freight forwarder accepts the shipment, the matter is settled. It does not work that way: the forwarder coordinates and assembles the file, but the decision belongs to whoever will carry the cargo.
| Who | Their role |
|---|---|
| Supplier / manufacturer | Issues the safety data sheet and classifies the product |
| Freight forwarder | Assembles the file and submits the request to the carrier |
| Shipping line or airline | Approves or rejects the shipment |
| Port or terminal | May have its own restrictions by class |
| Customs broker | Clears at destination, with the cargo already approved and on board |
That is why no serious forwarder will guarantee upfront that your dangerous cargo will move. What they can tell you quickly is whether it is viable — and that comes from reading the safety data sheet.
What the carrier assesses
The decision is not about your company or the product in the abstract. It is about a specific combination:
- What exactly it is: UN number, hazard class and packing group.
- How much: quantities change the treatment. A small volume may have different conditions than a full container.
- How it is packed: whether the packaging is approved for that class and group.
- Where it goes: the route, transhipment ports and terminals involved. Some ports restrict certain classes.
- Which mode: air freight is considerably more restrictive than ocean.
- What it travels with: some classes cannot be stowed together.
The file you need to assemble
What the carrier needs to have in front of them:
- A current, complete safety data sheet (SDS/MSDS) with section 14 filled in. It is the basis of everything — see the guide to these documents.
- UN38.3 test summary, if lithium batteries are involved.
- Shipper's declaration, the formal document declaring the dangerous goods. The forwarder prepares it using the data from the sheet.
- Packing details: package type, quantity per package and UN certification of the packaging.
- Marking and labelling: class labels and UN number visible on every package.
- A commercial invoice with the real description of the goods — see what data it must include.
An incomplete file does not produce a "no": it produces delay. The carrier returns the request asking for what is missing, and the clock starts again.
The process, step by step
- Classification. The safety data sheet is read and the UN number, class and packing group are determined.
- Viability check. Whether that class can move on the route and mode you need.
- Approval request. The file is submitted to the carrier.
- Response. Approval, approval with conditions, or rejection with a reason.
- Space booking. Only now is the shipment confirmed.
- Pre-departure verification. Packaging, marking and labelling are checked before the cargo leaves origin.
Steps 1 and 2 are the ones to carry out before buying. They are the cheapest of all and the ones that avoid the whole problem.
How much lead time you need
A dangerous goods shipment cannot be arranged with the same urgency as an ordinary one. You have to allow for:
- The time the supplier takes to obtain and send the documents
- Review of the file by the forwarder
- The carrier's response time
- A margin in case additional information is requested
There is no universal figure: it depends on the class, the route and the carrier. What is constant is that starting late is what loses you the space — and in peak season, missing a vessel can mean weeks.
Why an approval falls through
- Incomplete or outdated safety data sheet. Section 14 empty, or the document does not correspond exactly to the product being shipped.
- Non-approved packaging. Ordinary boxes for goods that require UN-certified packaging.
- Discrepancies between documents. The invoice saying one thing and the sheet another is reason enough to stop everything.
- Class restricted on that route. Some classes are not accepted at certain ports, terminals or services.
- Quantities beyond the limit for the chosen mode, especially by air.
- Missing UN38.3 where lithium batteries are involved — see the lithium battery guide.
Almost all of these are caught by reviewing the paperwork at the start. That is why the real work happens before the shipment, not during it.
Frequently asked questions
Who approves a dangerous goods shipment?
The shipping line or airline that will carry the cargo. The freight forwarder assembles the file and submits the request, but the decision to accept or reject belongs to the carrier, and it is made for that specific cargo, route and vessel or flight.
How long does approval take?
It depends on the class, the route and the carrier, so there is no universal timeframe. What is certain is that a complete file from the start shortens the process, and a missing document restarts it. It is best to begin while still quoting with the supplier.
If I was approved once, does it apply forever?
No. Approval is for that specific shipment. If the route, the shipping line, the vessel or even the quantity changes, it is assessed again.
Which documents do I need to gather?
A current safety data sheet with section 14 complete, the UN38.3 test summary if lithium batteries are involved, the shipper's declaration, details of the approved packaging, correct marking and labelling, and a commercial invoice whose description matches the sheet.
What do I do if my shipment is rejected?
A rejection comes with a reason, and it is often fixable: completing the sheet, changing the packaging or adjusting the declaration. If the reason is a route or mode restriction, the way out is usually a different route or mode. That is why it pays to check viability before buying.
Written by the VS Logistics team.
Want to know whether your cargo is viable?
Send us your product's safety data sheet and the route you need. We will tell you whether it is viable and what needs to be assembled — before you buy, while you can still change plans.