To reduce the incidence of non-delivery of international air freight, we need to address multiple aspects, including pre-trade communication, process management, and risk prevention. We should also develop strategies that take into account the customs clearance policies and transaction characteristics of different countries.
Below, Weefreight will provide detailed explanations, which we hope will be helpful.
- Pre-transaction: Clarify responsibilities and requirements to reduce information gaps
Confirm the consignee’s qualifications and ability to pick up the goods
Verify the consignee’s import qualifications (such as import rights, tax number/CNPJ/VAT, and other necessary customs clearance documents) to avoid customs clearance failures due to insufficient qualifications.
For new customers, you can request documents such as business licenses and import permits, or verify their business reputation through third-party credit agencies to avoid dealing with clients with poor credit.
Clearly define trade terms and delivery responsibilities.
Clearly define the trade terms to be used (e.g., EXW, FOB, CIF, DDP, etc.) and divide responsibilities for customs clearance and delivery.
If the consignee is responsible for customs clearance (e.g., FOB, CIF), confirm in advance whether they are familiar with local customs clearance procedures and, if necessary, recommend that they entrust a professional customs clearance agent.
If the shipper is responsible (e.g., DDP), ensure that they or their partner agent have the necessary customs clearance capabilities in the destination country to avoid delivery delays due to operational errors.
Clearly stipulate the delivery deadline and responsibilities for overdue delivery (e.g., storage fees will be borne by the consignee) in the contract to reduce the risk of subsequent disputes.
Communicate cargo details and compliance requirements in advance.
Clarify cargo information (name, quantity, value, material, etc.) to the consignee to ensure consistency with customs clearance documents to avoid cargo detention due to declaration discrepancies.
Remind consignees of any special regulations in the destination country (such as US ISF declarations, EU ENS declarations, and Brazilian CNPJ tax number requirements), and assist them in preparing the required documents (such as certificates of origin and certification reports) in advance.
II. During Transportation: Real-Time Tracking and Timely Alerts
Tracking cargo movements throughout the entire process and proactively reminding them to pick up their shipments.
Get access to cargo tracking information through the airline’s official website, logistics platform, or agent. Notify consignees 1-2 days before arrival at the destination airport to prepare for customs clearance and pickup.
For countries with shorter free storage periods (such as 3 days in the US and 5 days in Europe), set a “countdown reminder” to prevent consignees from missing their pickup time due to negligence.
Anticipate customs clearance risks and intervene proactively to resolve them.
If the shipment involves special categories (food, cosmetics, electronics, etc.), confirm the destination country’s entry requirements (such as FDA and PSE certification) in advance to ensure all necessary documentation is complete.
If customs clearance is hindered (e.g., missing documents, incorrect declarations), immediately coordinate with the consignee to communicate with the local customs office to assist with supplementary documents or revised declarations to avoid prolonged cargo detention.
III. Risk Management: Respond to emergencies and minimize losses
Agree on a “Backup Contact” or “Alternative Pickup Party”
Require the consignee to provide a backup contact (such as another company representative or local agent). If the consignee loses contact, the backup party can handle cargo collection.
For high-value cargo, it may be appropriate to stipulate that “if the consignee fails to collect the goods within the specified timeframe, the shipper has the right to entrust a third party to collect or return the goods,” and specify the relevant cost-sharing arrangements in the contract.
Purchase Logistics Insurance or Additional Services
Purchase logistics insurance that covers “detention risk” to mitigate potential storage fees, return shipping costs, and other expenses.
Negotiate with the airline or shipping agent for an “Overdue Collection Alert Service” to obtain timely information on cargo detentions for expedited resolution.
Targeted Measures for Special Markets
For countries with strict customs clearance or high return costs (such as Brazil and India), we recommend adopting the “prepayment + delivery upon full payment” model to prevent consignees from abandoning their goods.
For regions like the Middle East and Africa, you can work with a reputable local customs clearance agent to smooth customs relations in advance and reduce delivery issues caused by customs delays.
If you have any international logistics service needs, please contact us by clicking the floating chat icon in the lower right corner or using other contact information in the lower right corner of the page!
