As global trade continues to expand, more foreign trade enterprises are choosing air freight as their primary method of transportation. Air freight’s speed and efficiency ensure high-value, time-sensitive goods can reach their destinations promptly, meeting the market’s demand for timeliness.air transportas the main mode of its cargo transportation. The speed and efficiency of air transport enable high-value and urgent goods to be delivered to their destinations in the shortest possible time, meeting the markets demand for timeliness.

However, export air freight involves various challenges, including selecting airlines and freight forwarders, navigating complex regulations, and scheduling transport times effectively. Foreign trade enterprises must carefully manage every step to ensure goods are delivered smoothly and efficiently. Let’s explore the details of the export air freight process.

I. Export Air Freight Process

Market Sales

Air freight agents approach shippers to solicit cargo and sell airline space.

Transportation Commission

After reaching an agreement with the export unit, the airline’s agent provides the International Cargo Consignment Note to the shipper, who completes it and stamps it as the basis for the commission.

Review documents

Review invoices, packing lists, customs declarations, foreign exchange verification forms, licenses, commodity inspection certificates, and other documents to ensure they are complete, accurate, and valid.

Pre-allocation of space

The agent compiles the consignment and pre-declaration information, calculates the number of pieces, weight, and volume for each route, develops a pre-allocation plan, and assigns airway bill numbers.

Booking space

Based on the pre-allocation plan, the agent books space with the airline and prints the master air waybill number, number of pieces, weight, and volume, etc.

Accepting orders

Accept the shipper or their agents submitted and verified shipping instructions, declaration documents, and receipt vouchers, and after verification, create an operation handover document.

Document preparation

Fill out the air waybill based on the international freight forwarding authorization provided by the shipper, generally in English.

Receiving goods

The air freight forwarding company receives the goods to be shipped from the shipper and transports them to its own warehouse, while also weighing, measuring, and counting them, and verifying whether the quantity, product name, contract number, etc. of the goods are consistent with the air waybill.

Marking and labeling

Mark the shippers and consignees names, addresses, contact numbers, and other information on the goods, as well as handling instructions, and attach airline labels and sub-labels to each piece of cargo.

Cargo allocation

Verify the difference between the actual number of pieces, weight, and volume of the goods and the pre-declared quantity on the shipping instructions, and reasonably allocate the cargo for loading.

Space booking

The airline confirms the space and issues a booking confirmation based on the booking information submitted by the agent.

Export declaration

The shipper or their agent declares the export goods to customs, submitting documents such as the customs declaration, invoice, packing list, and contract. Customs releases the goods after verifying that everything is correct.

Warehouse release order

Based on the customs release information, the air freight forwarding company creates a warehouse release order, notifying the warehouse and the airline that the goods can be released from the warehouse for loading onto the aircraft.

Picking up pallets/containers

The airline arranges for vehicles to pick up the pallets/containers to the warehouse or designated location according to the cargo allocation plan.

Loading goods into pallets/containers

Load the goods into the pallets/containers, secure the goods to ensure they do not move or get damaged during transportation.

Signing the air waybill

After the goods are loaded onto the aircraft, the airline or its agent signs the air waybill, confirming that the goods have been loaded and accepting responsibility for transportation.

Handover and dispatch

The air freight forwarding company hands over the goods and documents such as the air waybill to the airline, which is responsible for transporting the goods to their destination.

Flight tracking

The air freight forwarding company or the shipper can track flight information through the airlines website or other channels to understand the transportation status of the goods.

Information service

The air freight forwarding company promptly provides the shipper with relevant information about the transportation process, such as flight delays and cargo arrival.

Settlement of costs

The air freight forwarding company settles freight, miscellaneous fees, and other charges according to the agency agreement signed with the shipper.

II. Precautions for Export Air Freight

Regulations and policies

Be familiar with the import and export control regulations, customs regulations, tax policies, etc. of your own country and the destination country to ensure that the goods meet the requirements and avoid delays or fines due to violations.

Document preparation

• Accuracy: Ensure the authenticity, accuracy, and completeness of documents such as invoices, packing lists, bills of lading, contracts, customs declarations, certificates of origin, and licenses. The information between documents must be consistent, such as the product name, quantity, and value of the goods must be accurate.
• Timeliness: Pay attention to the validity period of documents, such as licenses and commodity inspection certificates, to avoid affecting the export of goods due to expired documents.

Selection of freight forwarder and airline

• Professionalism: Choose a professional, experienced, and reputable freight forwarding company that can provide efficient services, including accurate document processing and reasonable cargo allocation arrangements.
• Safety: Choose an airline with a good safety record and transportation capacity to ensure the safety of goods during transportation.

Cargo packaging and marking

• Packaging quality: The packaging of goods should be sturdy and intact, suitable for air transportation. For special goods such as fragile, easily damaged, and dangerous goods, special packaging should be carried out in accordance with relevant regulations, and ensure that the packaging can withstand the bumps and pressure during air transportation.
• Clear marking: Mark the shippers and consignees names, addresses, contact numbers, and other information clearly on the goods, as well as handling instructions, such as Fragile and This Side Up labels, to facilitate identification and handling during transportation.

Flight and transportation time

• Real-time tracking: Keep track of flight dynamics in a timely manner, and pay attention to whether flights are delayed or canceled, etc., so as to adjust transportation plans and notify the consignee in time.
• Reasonable arrangement: Reasonably arrange transportation time, and reserve enough time for customs declaration, inspection, and other procedures to avoid the goods from not being loaded on time due to time constraints.

Cargo weight and size restrictions

Different airlines and aircraft models have different restrictions on the weight and size of goods. It is necessary to understand in advance and ensure that the goods meet the requirements to avoid additional costs or inability to transport due to overweight or oversized goods. If the goods are large in size or heavy in weight, special loading and unloading equipment and transportation arrangements may be required.

Regarding insurance purchase

Based on the value and risk profile of the goods, consider purchasing cargo insurance to mitigate the risk of loss or damage during transportation. When purchasing insurance, carefully read the policy terms to understand the coverage and claims process.

Regarding communication and collaboration

Throughout the air freight process, maintain close communication and collaboration with relevant parties such as freight forwarders, airlines, and customs to promptly resolve any potential issues.

By paying attention to these details, companies can ensure a smooth export air freight process. For further questions or support, feel free to contact Zong Dai Fu!]