Transporting Goods from Spain: How to Avoid Common Risks

Logistics from Spain is becoming increasingly attractive for Ukrainian companies seeking new suppliers. In this article, we will discuss where delays most often occur during imports, what to pay attention to in ports and transshipment points, as well as how to prepare documents and monitor cargo quality. You will learn how to avoid extra costs, delays, and unpleasant surprises during the delivery process. This material will be useful for entrepreneurs who plan to import from Spain and want to make the logistics process as predictable and efficient as possible.

Contents:

• Where importers most often face delays

• Common mistakes during cargo preparation

• Customs logistics for export from the EU and import into Ukraine

• Hidden costs affecting the budget

• How SYNEX Logistics addresses problem areas on the Spain-Ukraine route

• Conclusions

Where importers most often face delays

Deliveries from Spain are usually stable, but there are several points on the route where importers frequently encounter unexpected delays. Some risks are related to sea freight, while others arise from transit through Europe. Let’s look at the key factors to consider when planning shipments.

European hubs and transshipment points

Spanish ports such as Valencia, Algeciras, Barcelona, and Bilbao often operate at the limits of their capacity, meaning that even minor weather or operational disruptions can cause queues and shipment delays. Most cargo passes through large European hubs like Rotterdam, Antwerp, or Hamburg, which handle many shipments from Europe to Ukraine. Their overcapacity leads to longer transit times, additional storage costs, and less predictable schedules. A particular key point is Algeciras. This Mediterranean port has operational links with Northern Europe and America. However, it is influenced by competition from Tangier-Med, changes in carrier schedules, and missed sailings. Additionally, land-based factors, particularly in France—such as the overloaded Mediterranean Corridor, driver shortages, rest requirements, and local movement bans—make transport less stable.

Seasonal peaks, strikes, holidays, and their impact on timelines

Given that Spain is one of the largest exporters of fruits, vegetables, and spices in Europe, seasonality significantly impacts logistics schedules. During peak harvest seasons, demand for container spaces, refrigerated transport, and rapid port handling increases sharply. During these periods, importers often face space shortages and higher rates.

Additionally, European holiday seasons in July-August slow down deliveries. At the end of the year, from November to December, cargo traffic increases due to Black Friday and preparations for Christmas and New Year holidays.

Strikes remain a separate risk. In Spain and neighboring countries —France, the Netherlands —transport and port worker protests periodically slow down or stop terminal operations. Even short-term actions can force importers to reroute shipments through other ports, inevitably increasing costs and delivery times.

Common mistakes during cargo preparation

Most problems arise even before departure, when small inaccuracies in documents or packaging can easily lead to delays, extra costs, or disputes with the supplier. The most common issues include unclear understanding of Incoterms, inappropriate packaging, lack of proper documentation before loading, and poor communication regarding technical requirements. To avoid such situations, it is essential to agree on all key details in advance.

Incoterms, packaging, and product verification

In the contract, clearly define who is responsible for packaging, labeling, and documentation according to Incoterms. This will determine where risks, costs, and potential losses lie. Packaging must withstand transport, comply with EU requirements, palletization norms, and container sizes. Ensure that the supplier follows the applicable labeling rules in Spain, including symbols and disposal instructions.

Before shipping, request the following from the supplier:

• Photos of the batch and packaging

• Certificate of compliance/COO

• Packaging inspection protocol

For critical products, consider setting a hold-point—shipment occurs only after quality and compliance confirmation.

Quality control and technical requirements

Prepare a complete technical package for the supplier: specifications, allowable deviations, temperature and humidity requirements, testing method, and AQL if applicable to your product category. Implement a clear and step-by-step control scheme:

• Factory audit – manufacturer inspection;

• In-line checks – production control;

• Pre-shipment inspection (PSI) – final check before shipment;

• Loading supervision – oversight during loading.

For large or high-risk batches, consider independent inspections (e.g., SGS, Bureau Veritas) to reduce the risk of receiving substandard goods and provide evidence for claims. Immediately define procedures for non-compliance: who pays for returns or repackaging, how losses are compensated, and how violations are documented. If the roles under Incoterms are clear, packaging meets requirements, and quality control is documented, the risks of delays, extra costs, and quality loss are significantly reduced.

Customs logistics for export from the EU and import into Ukraine

Even if everything is agreed with the supplier in Spain and logistics are perfectly arranged, customs can still halt the cargo. The reason is almost always the same—documents or classification do not match regulatory requirements. That’s why it’s crucial to have a full set of documents from the beginning and clearly understand the requirements for origin, labeling, and product codes.

Documents without which the cargo won’t go anywhere

It is critically important to collect the basic set of documents. This is not a formality—without them, the shipment simply won’t proceed beyond the warehouse or will be delayed at customs.

• The invoice should reflect the price, currency, Incoterms, seller and buyer. This is the basis for customs duties and VAT calculation, and any errors will trigger additional requests.

• The packing list details weight, number of items, and type of packaging. It allows for quick comparison with the declaration and minimizes re-checks.

• Certificates of origin/EUR.1 are required for preferential duties on goods from the EU; otherwise, customs will apply the standard rate.

• Transport documents (CMR, B/L, AWB) and the export declaration EX1 confirm the transportation and release of goods from the EU. Without them, customs won’t have legal grounds to move the batch forward.

Product classification, labeling, and origin

Customs delays are often related to errors in product codes, labeling, or origin data. Customs cross-checks these parameters automatically, and any discrepancies in documents or EU requirements almost certainly lead to corrections or additional control.

• The correct HS/UKT ZED code determines the duty rate, VAT, and sometimes the need for additional permits, so it’s essential to coordinate it in advance with a broker, forwarder, or official databases.
• Labeling and packaging must comply with EU and Ukrainian standards. If standard markings are missing, customs may require additional explanations or even initiate an inspection.
• Product origin must be supported by documents (EUR.1 or others) to avoid additional charges.

Hidden costs affecting the budget

Many companies, when importing from Spain, only account for freight and product cost, but the actual expenses include dozens of smaller fees. These often include port charges: mooring, docking, pilot, tug, transshipment, container handling, documentation, and short-term storage. Even a one-day delay due to documents, vessel schedule, or terminal congestion adds costs. “Last mile” delivery, insurance, repackaging, inspections, certification, and customs services also add costs that may seem insignificant at first but, in total, can significantly increase the budget.

You must account for all these “hidden” costs right away. Only then will you see the full picture and know the real cost of logistics before the deal begins.

How SYNEX Logistics addresses problem areas on the Spain-Ukraine route

SYNEX Logistics helps businesses navigate all the “bottlenecks” on the Spain-Ukraine route without stress. The company selects the optimal transportation method, combining sea, road, rail, or air routes depending on cargo type and delivery deadlines. Direct contracts with carriers and constant monitoring at all stages—from packaging and loading to arrival at the warehouse in Ukraine—minimize the risk of cargo damage and delays in ports.

SYNEX Logistics pays special attention to customs brokerage services. The company handles all documentation, duty calculations, insurance, and even temporary cargo storage, so the client can confidently plan deliveries without worrying about formalities or additional costs. From standard and oversized cargo to special and ADR shipments, SYNEX provides full “turnkey” support, transparently showing all costs. As a result, businesses know exactly what they’re paying for and can confidently plan imports from Spain without unpleasant surprises.

Contact SYNEX Logistics to simplify deliveries and fully control risks throughout the entire route—from loading in Spain to arrival at the warehouse in Ukraine.

Conclusions

Freight transport from Spain requires attention to detail at every stage—from route selection and proper packaging to documentation. Seasonal peaks, holiday periods, and port congestion can cause delays, so it’s important to plan logistics in advance. Errors in classification, labeling, or certification often lead to additional checks and costs. Transparent quality control and timely documentation help avoid unforeseen problems and make deliveries more predictable.