I. Key Considerations for Entering International Air Freight into a Warehouse
The entry of international air freight into a warehouse is a critical link connecting booking, customs declaration, and loading. It directly impacts whether cargo can be cleared on time and loaded onto the vessel. The following eight key considerations are crucial:
- Time of Entry: Strictly Adhere to the “Cut-off Time” to Avoid Delays
The key time for entering a warehouse is the “Cut-off Time” (usually notified in advance by the freight forwarder or airline, 4-24 hours prior to flight departure, varying by airport, route, and cargo type).
Cargo delivery to the airport cargo terminal/freight forwarder’s designated warehouse should be planned in advance, allowing for buffer periods for loading, unloading, and inspection to avoid missing the cut-off time due to unexpected circumstances such as traffic jams or cargo packaging adjustments.
If you anticipate a late arrival, you must contact the freight forwarder or warehouse operator 2-4 hours in advance. In some cases, you can request an “emergency warehouse entry,” but this may incur additional fees (such as expedited handling fees). Furthermore, cargo that arrives after the cut-off time will likely be dropped from the hold and will require rebooking.
- Cargo Packaging: Comply with transportation standards and be clearly labeled.
Packaging is essential for safe transportation and must meet both “cargo protection” and “operational standards”:
Packaging Strength: Choose appropriate packaging based on the characteristics of the cargo (e.g., foam or bubble wrap for fragile items, wooden pallets or steel racks for heavy cargo) to prevent damage from bumps and stacking during transport. Liquid cargo must be sealed in leak-proof packaging and comply with airline hazardous material restrictions (non-hazardous liquids require a “Non-Hazardous Material Certificate”).
Packaging Labeling: The outer packaging must clearly indicate key information, including the shipping mark (including the consignor/consignee’s initials, destination, and package number), gross weight (G.W.), net weight (N.W.), and dimensions (L×W×H). If special requirements are met, pictorial or textual markings such as “Fragile,” “This Side Up,” and “Keep Dry” may be required.
Compliance: Wooden packaging must comply with the quarantine requirements of the destination country/region (for example, wooden pallets exported from China to the EU must bear the IPPC fumigation mark) to avoid customs detention due to non-compliance.
- Cargo Information: Consistent with Booking and Customs Declaration Information
The actual cargo information entering the warehouse must completely match the information provided in the previous booking and subsequent customs declaration. Failure to do so may result in customs inspection or loading issues.
Core Information Consistency: The number of pieces, gross weight, and volume of the cargo must be consistent with the “booking form” provided when booking. If there are significant discrepancies between the actual cargo and the booking information (e.g., a weight discrepancy of more than 5%), the cargo may be dropped due to insufficient space or require recalculation of freight charges.
Cargo Name Accuracy: The actual name of the cargo entering the warehouse must be consistent with the name on the customs declaration and commercial invoice to avoid situations where “goods A is actually goods B, but goods B are declared.” Otherwise, this will be considered “false declaration” and subject to customs penalties.
- Accompanying Documents: Complete, Accurate, and Corresponding to the Goods
Accompanying documents must be submitted simultaneously with the goods entering the warehouse. Missing or incorrect documents will directly affect customs clearance and loading. Common accompanying documents include:
“Warehouse Receipt” issued by the freight forwarder: This document is required for delivery to the designated warehouse and must include the booking number, port of destination, and cargo information.
Commercial Invoice and Packing List: These must be stamped with the company seal and contain the same information as on the customs declaration. Branded goods require a “Brand Authorization Letter.” Special goods (such as food or cosmetics) require the corresponding quarantine certificate and certificate of origin.
Non-Dangerous Goods Certification (if applicable): For goods that could be easily mistaken for dangerous goods, such as liquids and powders, a “Non-Dangerous Goods Identification Report” issued by a professional organization must be prepared in advance and submitted to the warehouse and airline along with the goods.
- Special Cargo: Confirm Restrictions in Advance and Meet Special Requirements
Special cargo (such as dangerous goods, cold chain cargo, and oversized or heavy cargo) has strict restrictions on warehousing. Details must be confirmed in advance with the freight forwarder, airline, and warehouse:
Dangerous goods: They must comply with the IATA Dangerous Goods Regulations and obtain a Dangerous Goods Transport Permit from the airline in advance. They must use specialized packaging and affix dangerous goods labels. Upon warehousing, they must be stored separately and handled by a warehouse certified for dangerous goods handling.
Cold chain cargo: Confirm in advance whether the warehouse has temperature-controlled storage facilities (such as a constant temperature warehouse or refrigerated cabinet). Temperature monitoring must be performed after warehousing to prevent spoilage. Coordinate with the airline to arrange for cold chain containers for loading.
Oversized or overweight cargo: If a single piece of cargo exceeds a certain weight (e.g., over 100kg) or volume (e.g., over 1.5m x 1.5m x 1.5m), you must notify the warehouse in advance to confirm whether the warehouse has large loading and unloading equipment (e.g., forklifts, cranes). You must also confirm with the airline in advance whether the cargo can be loaded in the cabin (e.g., narrow-body aircraft cannot accommodate oversized cargo).
- Warehouse Handover: In-person Verification and Signature Confirmation
After the cargo arrives at the warehouse, you must complete an in-person handover and verification with the warehouse staff to avoid subsequent disputes:
Verify the number of pieces and packaging for integrity. If any packaging is damaged or pieces are missing, have the warehouse staff note the damage and sign the receipt on the spot. Take photos for evidence and promptly report this to the freight forwarder.
After confirming the warehouse has received the cargo, you must obtain the Warehouse Receipt as proof that the cargo has been successfully received. This receipt can be used as a traceability document if any issues arise with the cargo.
- Fee Settlement: Clarify warehousing fees to avoid missed payments.
Warehousing may involve additional fees. Please confirm the fee details and schedule with the freight forwarder or warehouse in advance.
Common fees include: warehousing fees (warehouse handling fees for receiving goods), pallet fees (if pallet reinforcement is required), expedited fees (expedited handling fees for missed warehousing times), and storage fees (fees incurred if goods exceed the free storage period after entering the warehouse, typically 1-3 days).
Please clarify the payment method (prepaid/collect) to avoid warehouse detention due to unpaid fees, which could affect installation.
- Dangerous Goods and Prohibited Items: Strictly Comply with Airline Restrictions
Airlines have strict regulations regarding “prohibited” and “dangerous goods.” Before loading, you must verify that the goods meet transportation requirements:
Prohibited items are absolutely prohibited from loading. These include explosives (such as dynamite), compressed gases (such as lighter gas), highly toxic substances (such as pesticides), and controlled knives. If prohibited items are mistakenly shipped, not only will the goods be confiscated, but you may also face penalties from the airline.
Hazardous goods must be handled strictly in accordance with the “Dangerous Goods Transportation Procedure.” Unauthorized dangerous goods are strictly prohibited from loading. Otherwise, the airline will refuse to transport them, and the airline will be held responsible for safety.
II. Can information be modified after the goods have been accepted into the warehouse?
You can modify information after the goods have been accepted into the warehouse, but there are strict time and scope restrictions, and additional fees may be incurred. The later you make the modification, the more difficult it will be. The specific circumstances will depend on the situation:
- Types and Conditions of Modifiable Information
Non-core Information: If you are modifying non-core information such as “minor information on the cargo mark” or “additional details on the packing list” that does not affect booking, customs declaration, or loading, and you are modifying it before the warehouse cut-off time and before the customs declaration is submitted to customs, you can contact the freight forwarder for assistance. You must submit an “Information Modification Request” to the freight forwarder, stating the reason for the modification and the correct information. The freight forwarder will coordinate with the warehouse and customs broker to synchronize the updates. In some cases, a “modification fee” (ranging from tens to hundreds of yuan) may be incurred.
Core Information: Modifying core information such as the number of pieces, gross weight, volume, cargo name, consignee, consignor, and port of destination is more challenging and requires two conditions:
Before the “cut-off time” and “customs declaration filing time” have passed: If the shipment has been cut off or the customs declaration has been submitted to customs, any changes require a customs clearance application, which is a complex and time-consuming process.
The airline has not generated a “pre-allocated manifest”: If the pre-allocated manifest has been submitted to customs, modifying core information requires the airline to simultaneously modify the pre-allocated manifest and re-declare it with customs. This requires airline approval and may result in cargo being dropped due to changes in space.
- Situations where modification is impossible or extremely difficult
After the cut-off time has passed: After the shipment has been cut off, the warehouse has already begun sorting and palletizing the cargo. Modifying this information requires re-adjusting the cargo handling process. The airline may also have locked the space information. Modifications are generally not allowed or may incur a high “emergency change fee” with no guarantee of success.
Declared and Cleared by Customs: After the customs declaration is released, the cargo information has been entered into the customs system. To modify the declaration, you must apply to the customs for a “Declaration Modification/Cancellation” application. A reasonable justification must be provided (such as supporting documentation of an incorrect declaration). Modifications can only be made after customs approval. This process takes at least 1-3 business days and may cause the cargo to miss its scheduled flight.
Loaded or Flight Already Departed: After the cargo is loaded, all information is fixed and cannot be modified. If errors are discovered at this point (such as an incorrect destination port), the cargo will need to be “transshipped” after arriving at the incorrect destination, resulting in high transshipment fees and delayed delivery.
- Recommendations for Modifying Information
Confirm and modify as soon as possible: If errors are discovered after the cargo has been received, contact the freight forwarder immediately to clearly inform them of the errors and the corrected information. The freight forwarder will assess the feasibility of the modification to avoid delays until after the cargo is closed or after customs declaration.
Providing supporting documentation: When modifying core information, you must provide supporting documentation (such as a weighing slip showing the actual weight of the goods, a letter explaining the corrected product name, etc.) as required by the freight forwarder or customs to increase your chances of having your modification approved.
Prioritize the accuracy of core information: Before receiving your shipment, be sure to double-check booking, customs declaration, and core cargo information (number of pieces, weight, product name, consignor, and consignee). This will minimize the need for post-warehouse modifications and avoid delays or additional costs.
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