Freight fraud can involve more than a missing load. A convincing email can introduce a different delivery address, collection contact or bank account into an otherwise familiar shipment.
The useful question is not simply “Does this look genuine?” It is “Have we verified this change through a channel we already trust?” For Australian importers and exporters, a few clear approval steps can help staff respond consistently when time is tight.
Agree who can change shipment instructions
Before cargo moves, identify the people authorised to approve collection, delivery and document changes. Make sure your supplier, freight forwarder and receiving team know the relevant contacts for their part of the shipment.
Keep one current set of instructions. If an address or collection arrangement changes, record who requested it, who verified it and which providers need the replacement instructions. A forwarded email chain should not be the only evidence of approval.
Use this checklist when something changes
- Pause the unverified instruction. Unexpected urgency is a reason to check, even when the message appears to come from a familiar organisation.
- Contact the established person. Use a number already verified in your records or obtained independently—not a new number supplied in the suspicious message.
- Confirm the specific change. Check the shipment reference, authorised recipient and revised instruction. Avoid circulating more commercial information than the check requires.
- Record approval. Give the updated instruction a clear version or timestamp and confirm that the relevant parties have received it.
- Escalate inconsistencies. If identities, documents or instructions do not match, involve the responsible manager before releasing goods or changing payment details.
Treat bank-detail changes as a separate check
An authentic-looking invoice is not proof that its bank details are correct. The Australian Cyber Security Centre recommends verifying requests through a known number and considering an approval process for changed payment details or large transfers. Read its business email compromise guidance.
Keep finance approvals separate from routine shipment updates. A person who coordinates a delivery should not automatically be treated as authorised to change the supplier’s payment account.
Protect the documents behind the shipment
Commercial invoices, packing lists and transport documents can reveal valuable shipment information. Share them with the parties who need them, check recipients before sending and use your organisation’s approved document-handling process. Avoid publishing release references or complete shipping paperwork on social media.
Our shipping documents guide explains the role of key documents; access and release controls should be agreed for your own operation.
If you suspect an incident
Contact your established freight and internal security contacts promptly. Preserve the relevant messages and records, and follow your incident-response process. If money has been sent or financial details disclosed, Scamwatch advises contacting your bank immediately. Its fake business invoice guidance also explains reporting options.
These checks support good practice; they do not replace shipment-specific security arrangements, insurance advice or specialist incident support.
Adapted for the Sea Logic website from our LinkedIn article, Cargo Theft and Freight Fraud, originally published 29 January 2026. This website edition adds context and practical guidance; its publication date is shown above.
