For beginners new to cross-border logistics, international air freight is a key method for connecting global cargo. Its efficiency and flexibility make it a top choice for time-sensitive shipments.
In this article, Weefreight will provide a comprehensive overview of international air freight for beginners, covering core concepts, key terms, and the complete process.
- Core Concepts of International Air Freight
International air freight refers to the transportation of cargo from one airport in one country (or region) to another via international civil aviation. It’s more than just “transportation,” but rather a comprehensive logistics service encompassing multiple stages, including booking, warehousing, customs declaration, air freight, customs clearance, and delivery. It primarily serves scenarios such as cross-border trade and the transport of large personal cargo.
Compared to other cross-border logistics methods, international air freight’s core advantages lie in its fast delivery time (typically 3-15 days) and wide coverage (accessible to airports in most countries and regions worldwide). However, its costs are higher than those of sea and rail transport, making it suitable for high-value, urgent, lightweight, or time-sensitive cargo (such as electronic components, fresh produce, and samples).
II. Key International Air Freight Terms for Newbies
The international air freight process involves a large number of specialized terms, and understanding these is fundamental to understanding the logistics of air freight:
- Core Participants
Airlines: The carriers responsible for transporting cargo, such as Air China (CA), United Airlines (UA), and Lufthansa (LH), primarily provide flight resources and transportation services.
International freight forwarders (freight forwarders): The middlemen connecting shippers with airlines, responsible for booking space, processing customs documents, and coordinating warehousing and ground operations. Newbies often use freight forwarders to arrange air freight (which is more efficient and less costly than working directly with airlines).
Cargo terminal/airport cargo center: An airline-designated cargo handling facility responsible for ground operations such as security checks, weighing, assembly, loading and unloading.
Customs: The regulatory body for goods entering and leaving the country, responsible for reviewing customs declaration documents, inspecting goods, and collecting customs duties. This is an essential regulatory step in the air freight process.
- Transport Mode Related
Scheduled air transport: This refers to air transport services operated by airlines on fixed routes, flight numbers, and take-off and landing times. Its advantages are stable and predictable delivery times, making it suitable for small shipments. Its disadvantages are limited space and availability during peak season.
Charter air transport: Shippers or freight forwarders charter an entire aircraft or part of it from an airline. This is suitable for large shipments (e.g., tens of tons or more). Its advantages are flexibility and customizable schedules. Its disadvantages are extremely high costs.
Less-than-Load (LCL): Multiple shippers’ goods are combined and shipped in the same air freight container (or pallet). This is suitable for smaller shipments and allows for cost sharing. Full-Package Load (FCL) involves a single shipper’s goods occupying an entire pallet, resulting in faster delivery times and a lower risk of damage.
- Costs and Billing
Billing Weight: International air freight is not charged directly based on “actual weight.” Instead, the larger of “actual weight” and “volume weight” is used as the basis for billing.
The formula for converting volumetric weight is generally: Volumetric Weight (kg) = Length (cm) × Width (cm) × Height (cm) ÷ 6000 (some airlines use a ÷ 5000 ratio; please confirm in advance).
Air Freight: The core transportation fee charged by airlines or freight forwarders is typically calculated in yuan per kg. Prices vary significantly between different routes, airlines, and peak and off-peak seasons (for example, peak season prices on China-US routes can be over 50% higher than off-season prices).
Surcharges: Additional fees in addition to air freight. Common ones include:
Fuel Surcharge (FAF): Adjusted monthly with international oil price fluctuations, it accounts for the largest proportion of surcharges;
Security Inspection Fee: Mandatory security inspection fee for cargo entering and leaving the airport, charged per ticket or by weight;
Remote Area Surcharge: If the destination airport is in a “remote area” (e.g., a non-capital/first-tier city airport), an additional fee will be charged, usually by weight or a fixed amount;
Declared Value Fee: If the cargo is of a high value, the shipper may apply for a “declared value” and be charged a percentage of the declared value (e.g., 0.5%). If the cargo is lost or damaged, compensation will be paid based on the declared value.
- Process Nodes
CY Cut-off: The latest time by which the shipper must submit complete customs documents (e.g., invoice, packing list) to the freight forwarder. Missing this deadline will result in the shipper being unable to catch the flight.
Gate Cut-off Time: The latest time cargo can enter the airport cargo terminal; cargo exceeding this time cannot be loaded into the cargo hold of the flight.
Air Waybill (AWB): The “transportation document” for air freight, divided into a master bill of lading (MAWB) and a house bill of lading (HAWB)—the master bill of lading is issued by the airline to the freight forwarder, while the house bill of lading is issued by the freight forwarder to the shipper, who uses the house bill of lading to track the cargo and handle customs clearance.
DDP/DDU: The “delivery terms” in international trade, which directly affect air freight responsibilities and costs:
DDP (Delivered Duty Paid): The freight forwarder is responsible for the entire “door-to-door” process from domestic shipment to the international consignee, including all fees such as duties and customs clearance. The shipper simply waits for delivery.
DDU (Delivered Duty Unpaid): The freight forwarder is responsible for transportation and customs clearance, but the consignee is responsible for duties and other fees.
III. The Complete International Air Freight Process (From Stock Preparation to Receipt)
The international air freight process is highly interconnected. Oversights at any stage can affect delivery time or incur additional costs. Newcomers should focus on the following 10 steps:
- Preliminary Preparation: Clarify Cargo Information and Requirements
Shippers should first confirm the cargo’s core information: product name, weight, volume, destination airport, and whether it is sensitive or dangerous goods (e.g., liquids, batteries, and counterfeit goods are considered sensitive goods, while flammable and explosive materials are considered dangerous goods and have different transportation requirements). They should also specify their delivery time requirements (e.g., whether they require expedited delivery) and service type (e.g., port-to-port or door-to-door).
- Select a Freight Forwarder and Request a Quote
Beginners should prioritize choosing a qualified (such as NVOCC) and reputable freight forwarder. Provide your cargo information and request a quote. Be sure to confirm whether the quote includes “air freight + all surcharges” (to avoid potential hidden fees). Also, ask for the estimated flight time and delivery time.
- Confirm the Order and Book a Space
After confirming the quote, the shipper signs an agreement with the freight forwarder. The forwarder then books space with the airline based on the cargo information. (During peak season, it’s recommended to book space 3-7 days in advance to avoid space shortages.) Once the booking is successful, the airline will issue a “Warehouse Receipt” (WR) specifying the warehouse address, cut-off time, and other information.
- Cargo Packaging and Warehousing
The shipper packages the cargo according to air freight requirements (it must be secure and moisture-proof to prevent damage during transit. Sensitive cargo may require special packaging). Then, according to the WR, deliver the cargo to the airport cargo terminal or the freight forwarder’s designated warehouse before the cut-off time.
- Prepare Customs Declaration Documents
The shipper submits the required documents to the freight forwarder. Core documents include:
Commercial Invoice: Indicates the name, quantity, unit price, and total value of the goods (the core basis for customs clearance and taxation);
Packing List: Indicates the packaging method, weight/volume per box, and total number of boxes;
Customs Declaration: Completed by the freight forwarder or customs broker to report cargo information to customs;
Other documents: For dangerous goods, a “Dangerous Goods Identification Report” is required, and for branded goods, a “Trademark Authorization Letter” is required.
- Customs Declaration and Security Inspection
The freight forwarder submits the documents to the customs broker, who then declares the goods to customs. Meanwhile, the goods undergo security inspection at the cargo terminal (dangerous goods require additional security checks). After approval by customs, a “Release Notice” is issued, allowing the goods to enter the airport cargo hold. If customs have any concerns about the goods, they may request an “inspection,” requiring the shipper or freight forwarder to cooperate with the unpacking inspection (this may delay delivery).
- Loading and Air Freight
After passing security inspection and customs declaration, cargo terminal staff assemble the cargo onto pallets or containers and load them into the airline’s cargo hold. After takeoff, the freight forwarder obtains a “bill of lading,” and the cargo owner can track the cargo’s status on the airline’s official website using the bill of lading number.
- Customs Clearance at Destination
Upon arrival at the destination airport, the cargo must undergo the local customs clearance process. The freight forwarder (or destination agent) submits the bill of lading, commercial invoice, packing list, and other documents to the local customs office. Customs reviews the cargo information and assesses customs duties. After the consignee (or freight forwarder) pays the duties, customs issues a “clearance release” notice.
- Airport Collection
After customs clearance, the cargo is collected from the airport cargo terminal. If “port-to-port” service is selected, the consignee must collect the cargo at the airport. If “door-to-door” service is selected, the freight forwarder (or destination agent) will arrange local transportation.
- Final Delivery and Acceptance
The local transport stage delivers the goods to the consignee’s designated address. The consignee verifies the quantity and integrity of the goods and signs for them, completing the entire international air freight process.
IV. Key Tips for Beginners to Avoid Pitfalls
Don’t easily trust “low-price quotes”: If a freight forwarder’s quote is significantly lower than the market average, it may have omitted fuel surcharges, remote location fees, and other charges, which will be “charged” later. Always ask the freight forwarder for a detailed “all-inclusive price.”
Accurately declare cargo information: Understating the value (to avoid customs duties) or misrepresenting the product (e.g., declaring sensitive goods as ordinary goods) is strictly prohibited. Otherwise, customs may detain the goods, impose fines, or even destroy the goods.
Pay close attention to the “order cut-off/port cut-off times”: These are the “deadlines” for air freight. Missing these times will require rescheduling, which not only delays delivery but may also incur “shipping rebooking fees.”
Insurance is essential for valuable cargo: While air freight has a lower risk of damage or loss, it’s recommended that high-value cargo (such as electronics and luxury goods) be insured. Premiums typically range from 0.3% to 0.5% of the cargo value to mitigate unexpected risks.
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