The international air freight booking process can be divided into three core stages: preliminary preparation, formal booking, booking confirmation, and subsequent coordination. Each step requires advance planning based on the cargo characteristics and airline requirements to ensure a smooth process.
In this article, Weefreight will provide a detailed explanation, which we hope will be helpful.
I. The Complete International Air Freight Booking Process
- Preliminary Preparation: Clarify Requirements and Gather Key Information
Before initiating a booking, confirm the basic cargo information and transportation requirements to avoid booking delays or anomalies due to incomplete information.
Confirm the core cargo information:
Clarify the actual weight and volumetric weight of the cargo (calculated as: length (cm) × width (cm) × height (cm) ÷ 6000), the weight/dimensions of each piece (whether it is oversized or heavy; for example, if a piece exceeds 100kg or exceeds 3m in length, please inform us in advance), the cargo type (general cargo, dangerous goods, or sensitive goods; for example, batteries, liquids, powders, etc. require special certification), and the HS code (some special cargoes require advance confirmation to ensure they comply with airline regulations).
Determine transportation requirements:
Clarify the departure and destination airports (if they are remote, confirm whether there are direct flights or require a transfer), the estimated shipping time (allow a 1-3 day buffer to avoid missed flights due to production or customs delays), the timeliness requirements (whether an expedited flight is required, such as a direct flight vs. a transfer flight), and whether additional services such as customs declaration and customs clearance at the destination port are required.
Choosing a Partner:
If you don’t have the qualifications or resources to directly connect with airlines, you can choose a reliable freight forwarder (be sure to confirm their tier-one airline agent status and whether they can secure more stable space and pricing). If your cargo volume is large (e.g., a few tons or more per month), you can directly contact the sales department of an airline (such as Air China, Lufthansa, FedEx, etc.) to arrange for bookings.
- Formal Booking: Submit an Application and Communicate Space Details
After preparing your information, submit your booking application to the freight forwarder or airline. The key is to ensure that your space requirements are accurately communicated.
Submitting a Booking Note:
Complete a standard booking note, including complete information for the shipper, consignee, and notify party (company name, address, contact information), cargo information (product name, weight, volume, number of pieces, packaging type), transportation information (port of departure, port of destination, flight date, desired flight), and any special requirements (such as whether a reefer container is required or whether a hazardous materials identification report is available). Some airlines or freight forwarders support online submission (e.g., through the freight forwarder’s system or the airline’s official website), but physical or electronic booking forms can also be submitted offline.
Confirming Price and Space Availability:
The freight forwarder or airline will provide a quote based on the booking information (including base freight, fuel surcharge, security fee, etc.) and inform you of the current flight’s space availability (for example, during peak season, you may need to lock in space in advance or accept a transfer option). After confirming the price, you must clearly reply “Agree to Booking” to avoid hesitation and potentially having space taken up.
Additional Review for Special Cargo:
For dangerous goods, you must provide a Dangerous Goods Identification Report (DGM), Dangerous Goods Packaging Certificate, and MSDS (Material Safety Data Sheet) in advance. The airline will review compliance with IATA (International Air Transport Association) dangerous goods regulations and will only arrange bookings after approval. For fresh or refrigerated goods, you must confirm the airline’s refrigerated space availability and the temperature control requirements (e.g., -18°C frozen, 2-8°C refrigerated).
- Booking Confirmation and Subsequent Coordination: Secure Space and Prepare for Cargo Transportation
After your booking application is approved, you will need to obtain the official space confirmation document and proceed with subsequent steps such as cargo loading and customs clearance.
Obtaining a Shipping Order (SO):
The airline or freight forwarder will issue a Shipping Order (SO). This SO contains key information such as the flight number, departure date, collection deadline (order cut-off time), and loading address (either the airline’s designated warehouse or the freight forwarder’s collection warehouse). Carefully verify all information (especially the flight time and destination port) and promptly report any errors.
Cargo Loading and Security Inspection:
Deliver the cargo to the designated warehouse according to the “collection deadline” on the SO. (The cargo must be pre-packed and labeled. The shipping order must include information such as the consignee, number of pieces, and gross weight.) The warehouse will weigh and measure the cargo (to verify weight and volume to avoid significant discrepancies with booking information that may result in space adjustments) and conduct aviation security checks (routine security checks for general cargo, while sensitive cargo requires additional security certificates).
Connecting with customs declaration and bill of lading confirmation:
If you declare customs yourself, you must submit customs documents (commercial invoice, packing list, customs declaration, verification form, etc.) to customs before the “order cut-off time.” If you entrust a freight forwarder to handle customs declaration, you must submit these documents to the freight forwarder in advance. After customs clearance is approved, the airline will issue an air waybill (AWB), which consists of a master bill (issued by the airline to the freight forwarder) and a house bill (issued by the freight forwarder to the shipper). You must confirm that the cargo information and consignee and consignor information on the AWB are consistent with the actual information. Once confirmed, you can wait for the cargo to be loaded and shipped.
II. How to Book in Advance? Key Considerations
The key to booking in advance is to “anticipate space availability and reserve ample time.” This is especially true during peak seasons or special circumstances. The following planning is essential:
Determine your booking time based on peak and off-season travel:
Off-season (e.g., January-February, July-August, excluding holidays): Booking is generally sufficient 3-5 days in advance, as space is relatively plentiful and prices are relatively stable.
Peak season (e.g., October-November before Black Friday, September-December before Christmas, and January-February before the Spring Festival): Space is limited, requiring booking 7-15 days in advance (or even longer. For popular routes like China to the US or Europe, booking may require 2-4 weeks in advance during peak season) to avoid last-minute booking difficulties or significant price increases.
Choose a “reservable space” partnership:
If you have a stable, long-term cargo volume (e.g., a fixed monthly shipment), you can sign a long-term agreement with an airline or freight forwarder, agreeing on a fixed space quota (e.g., 5 tons per month). This ensures stable space even during peak season and offers more competitive pricing. If you have a large single shipment (e.g., over 500kg), you can contact the freight forwarder in advance to request “reserved space” and pay a small deposit to lock in the space (some freight forwarders support this).
Confirm special requirements in advance to avoid last-minute issues:
If your cargo requires special transportation (e.g., oversized items, dangerous goods, refrigerated cargo), confirm the availability of space with the airline 1-2 weeks in advance. This is because these spaces are limited (e.g., refrigerated spaces are usually only available for 1-2 flights), and last-minute bookings are likely to be unavailable. Furthermore, if the destination port has special customs clearance requirements (e.g., bilingual invoices in Canada, VAT numbers in Europe), you should prepare the necessary documentation in advance to avoid customs clearance delays and missed flights. Keep an eye on flight status and allow for buffer time:
When booking, ask your freight forwarder or airline to provide an “alternative flight plan” (e.g., a primary direct flight and an alternate connecting flight) to avoid cargo delays caused by flight cancellations or delays. Also, ensure your cargo is delivered to the warehouse 1-2 days before the “collection deadline” to allow time for possible weight verification and packaging adjustments. (If the actual weight of your cargo is more than 5% heavier than the booking time, additional freight charges or space adjustments may be required. Advance delivery allows for timely processing.)
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