Let’s be real—if you’ve been in the apparel trade for more than a season, you’ve felt that gut punch when a shipment doesn’t show up on time. I’ll never forget the time I was handling a 5,000-piece tee order for a university event in Ohio. The designs were approved, the payment was sent, the countdown was on. Then came the email: “Port congestion in Long Beach. ETA pushed by 10 days.”

The client needed those tees for freshman orientation. I spent the next week playing phone tag with freight forwarders, the factory, and a very anxious marketing manager. We made it work—just barely—by splitting the shipment and air freighting half of it. I ate the cost. The client kept the business. Lesson learned the hard way: In bulk apparel, delays aren’t exceptions. They’re expectations. But they don’t have to be yours.

Why Your Shipment is Always Stuck

ipment is Always Stuck

It’s never just one thing. Delays love company. Over my years dealing with factories and freight, I’ve seen it all:

• Factories that overpromise. They’ll say “yes” to anything to get the PO, then quietly run three shifts behind schedule
• The “missing button” effect. One tiny component—a custom tag, the wrong shade of thread—can hold up 10,000 garments.
• Customs paperwork that’s “almost right.” I had a shipment held for four days because the commercial invoice listed “cotton tee” instead of “100% cotton jersey tee.” Really.
• Peak season madness. Q4 is a bloodbath. Everyone’s fighting for containers, space, and attention.
• You can’t prevent every hiccup. But you can keep them from becoming heart attacks.

Pick Partners, Not Suppliers

Early on, I chose a factory in Vietnam based on one thing: price. Their FOB was $1.20 less per unit than anyone else’s. What could go wrong?

Turns out, a lot. Their “monthly capacity” was a creative estimate. When our order of 20,000 hoodies hit their line, they collapsed. We got the shipment 18 days late. I had to explain to a very unhappy retail chain why their Halloween merch arrived November 3rd.

Now, I ask different questions:

• Walk me through your current production schedule.”
• “Can I talk to one of your long-term clients?”
• “What’s your plan if fabric arrives late?”

The right partner will have answers. The wrong one will have excuses.

If you’re vetting a new factory, I put together a supplier scorecard template that’s saved me more than once. [Link to your resource]

Time Buffers Aren’t Suggestions

I had a client once who insisted, “We need these in 60 days. Tops.” I told him we needed 90. He said no. We did it in 60.

Then the ship missed its berthing window. Then customs flagged the shipment for a random inspection. Then the trucker had a scheduling conflict.

We delivered on day 78. The client didn’t thank me for hitting 78—he blamed me for missing 60.

Now I build in buffer like it’s part of the budget:

• 90 days standard lead time. 120 during Q3/Q4.
• +2 weeks for new suppliers or complex items (like bonded fleece or full zip hoodies).
• Safety stock of best sellers pre-positioned regionally. Yes, it costs more. So do chargebacks.

Stop Using Only Sea Freight. Seriously.

Putting all your inventory on a boat is like betting your kid’s tuition on blackjack. Sometimes you win. Sometimes you’re stuck off the coast of LA for 14 days watching your profit evaporate in demurrage fees.

My playbook now is mixed:

• Sea for volume. Basics, repeat styles, low-cost items.
• Air for urgency. New launches, best sellers that restock, anything with a hard date.
• Regional hubs for agility. I keep best-selling tees and hoodies in US and EU warehouses. The margin hit is less than the cost of a missed sale.

Last year, a last-minute order for 2,000 polo shirts came in from a corporate client. Instead of panicking, I pulled from US stock and had it delivered in 3 days. The client thought I was a magician. I’m just prepared.

Talk to Your Forwarder Before There’s a Fire

Your freight forwarder isn’t a vendor. They’re your lifeline. I’ve used the same forwarder for six years because when I email at 3 AM, she answers.

We once had a shipment “disappear” off the radar mid-transit. While other forwarders were still sending automated replies, hers was on the phone with the carrier’s HQ in Dutch. Turns out the container was misrouted to Rotterdam instead of Rotterdam—wait, no, it was a coding error. She fixed it before it became a two-week delay.

I now insist on:

• One dedicated contact who knows apparel.
• Weekly tracking updates—not just “at sea.”
• Pre-submission of all documents for my review.

The Truth About On-Time Delivery

Retailers don’t care about your factory’s excuses. They care about their shelves. Every late shipment costs you trust. And in this business, trust is the only currency that matters.

Before you place your next order, ask yourself:

• Does my supplier have skin in the game?
• Did I build a timeline that can survive a typhoon?
• Do I have a Plan B that doesn’t involve begging?

Stop reacting to delays. Start preventing them.

FAQs (From Real Buyers, Not AI)

What’s the #1 cause of delay you see?
Paperwork errors. Always. Incorrect HS codes, undervalued invoices, missing signatures. The boring stuff will bite you hardest.

Is air freight ever worth the cost?
Yes. When the cost of being late is higher than the freight. Launch collections, event merchandise, holiday goods—air is insurance.

How do you handle a supplier who’s always “almost ready”?
Get on a plane. I’ve flown to factories unannounced to see lines idle. Surprise visits fix “almost” really fast.

What’s your buffer rule for peak season?
Double it. If you think you need 2 weeks, book 4. Ports turn into parking lots in October.

Do you ever refuse an order because of timeline?
Absolutely. Better to say no than to fail. I’ve walked away from six-figure orders I knew we couldn’t deliver on time.

If you’re tired of hoping your shipment arrives on time, let’s talk. I help brands build supply chains that deliver more than stress.