Shipping Policy

Effective date: 1 January 2026  ·  Last updated: 29 June 2026

1. Incoterms

Mada Overseas trades under the Incoterms® 2020 rules published by the International Chamber of Commerce (ICC). The following Incoterms are available, subject to product and destination:

• FOB (Free On Board): Goods are delivered to the named port of loading and loaded on board the vessel nominated by the buyer. Risk transfers to the buyer once goods are on board.
• CIF (Cost, Insurance & Freight): Mada Overseas arranges and pays for freight and marine insurance to the named port of destination. Risk transfers to the buyer at the port of loading.
• CFR (Cost & Freight): Mada Overseas arranges freight to the destination port; buyer arranges insurance. Risk transfers at port of loading.
• EXW (Ex Works): Buyer is responsible for all costs and risks from the point of collection at origin. Available subject to prior agreement.

The applicable Incoterm for each shipment is stated in the Proforma Invoice or Sales Contract.

2. Ports of Origin

Shipments are made from the following principal ports depending on product origin:

• Madagascar: Port of Toamasina (Tamatave) — primary export port for cloves, vanilla, cinnamon, cashew, kidney beans, and mud crabs.
• Philippines: Port of Manila / Port of Cebu — mud crabs (live and frozen).
• Bangladesh: Chittagong Port — mud crabs (live and frozen).
• India: JNPT (Mumbai / Nhava Sheva), Pipavav, Chennai — rice, sugar, wheat flour.
• Brazil: Port of Santos, Port of Paranaguá — sugar (ICUMSA grades).
• Africa (varied): Ports determined by mineral origin country — chrome ore, copper ore.

3. Lead Times

Lead times run from the date of confirmed Purchase Order and receipt of the agreed payment instrument (advance TT or LC):

• Agricultural commodities (spices, grains, pulses): 3–6 weeks, subject to stock availability and vessel schedule.
• Live mud crabs: 3–7 days from confirmed order; subject to flight availability to the destination country.
• Frozen mud crabs: 2–4 weeks by sea freight.
• Mineral ores: 4–8 weeks depending on quantity and loading port logistics.
• Sugar & rice (large volume): 4–8 weeks; vessel booking lead time varies by season.

All lead times are estimates and subject to port congestion, regulatory delays, weather, and availability. Mada Overseas will communicate any material change to the expected shipment date promptly.

4. Minimum Order Quantities

Minimum order quantities (MOQs) are as follows. Smaller quantities may be considered for established buyers at a premium:

• Cloves, Vanilla, Cinnamon/Cassia: 1 MT per product
• Raw Cashew Nuts: 25 MT per origin
• White Kidney Beans: 20 MT
• Live Mud Crabs: 100 KG per consignment
• Frozen Mud Crabs: 1 MT
• Rice: 1 × 20ft FCL (approx. 24 MT)
• Sugar: 1 × 25 MT (FCL); 1,000 MT for bulk vessel
• Wheat Flour: 1 × 20ft FCL (approx. 22 MT)
• Chrome & Copper Ore: 500 MT minimum; bulk vessel quantities preferred

5. Packaging Standards

Standard packaging by product category:

• Cloves: New polypropylene bags, 50 KG net; kraft inner liner.
• Vanilla: Vacuum-sealed bundles of 100–250g in foil pouches; outer carton.
• Cinnamon/Cassia: New gunny bags, 25 KG net; or as per buyer specification.
• Raw Cashew: New polypropylene bags, 80 KG net; fumigated.
• Kidney Beans: New PP bags, 50 KG net; 25 KG bags available on request.
• Mud Crabs (live): Polystyrene box with ice packs, individual rubber-banded claws; max 10 KG per box.
• Sugar & Rice: Standard 50 KG PP bags, or 1 MT jumbo bags (big bags) as per buyer preference.
• Wheat Flour: Multi-wall paper bags, 25 KG or 50 KG net.
• Ores: Bulk, or 1 MT big bags as per buyer requirement.

Custom branding, private-label packing, and buyer-supplied packaging are available on request, subject to minimum quantities and prior arrangement.

6. Shipping Documentation

A full set of original shipping documents is provided for each consignment. Standard documents include:

• Commercial Invoice (stating Incoterm, price, quantity, HS code)
• Packing List
• Bill of Lading (Ocean B/L) or Airway Bill (AWB) for air shipments
• Certificate of Origin (COO) — issued by the relevant Chamber of Commerce
• Phytosanitary Certificate (for agricultural products) — issued by the national plant protection authority
• Fumigation Certificate (where required)
• Quality / Weight Certificate (SGS or equivalent)
• Health Certificate (for seafood, issued by the relevant ministry)
• Halal Certificate (available on request)

Additional documentation required by the destination country's customs authority can be arranged on prior request and may be subject to additional cost.

7. Quality Inspection

Mada Overseas arranges pre-shipment quality and weight inspection by an internationally accredited inspection body — typically SGS, Bureau Veritas, or Intertek — at the port of loading. The inspection certificate is included in the document set.

Buyers may nominate their own inspection representative at the loading port, provided advance notice is given. The cost of buyer-nominated inspection is for the buyer's account.

8. Insurance

Under CIF terms, Mada Overseas arranges marine cargo insurance for a minimum of 110% of the CIF invoice value against Institute Cargo Clauses (A) risks.

Under FOB or CFR terms, the buyer is responsible for arranging their own cargo insurance from the point of loading.

Insurance for live seafood shipped by air is subject to specialist coverage; buyers are advised to consult a specialist marine insurer for live cargo.

9. Customs & Import Compliance

It is the buyer's sole responsibility to ensure that the imported goods comply with all applicable regulations, import permits, and health and safety standards in the destination country, including but not limited to:

• Import licences and permits
• Phytosanitary and food safety regulations
• CITES requirements (where applicable)
• Country-of-origin rules and preferential tariff requirements
• Product labelling regulations

Mada Overseas provides accurate documentation to support customs clearance but cannot be held liable for goods detained, seized, or destroyed by customs authorities in the destination country.

10. Special Conditions — Live Seafood

Live mud crab consignments are subject to the following special conditions:

• Orders are confirmed subject to stock availability at the time of booking — live inventory is not held on pre-order.
• Shipping is via commercial air freight (cargo hold). Mada Overseas will book the most direct routing available.
• Natural mortality in transit of up to 3% is considered acceptable and is not subject to claim. Mortality above 3% must be evidenced by a third-party surveyor's report at destination within 24 hours of arrival.
• Buyer is responsible for ensuring the destination airport and local authority permits the import of live crustaceans prior to placing an order.