Document preparation for international air freight focuses on three key areas: “customs clearance compliance,” “cargo identification,” and “delineation of responsibilities.” While there may be slight differences depending on the cargo type (general cargo, special cargo) and country of destination, these documents can generally be categorized into three main categories: basic documents, special documents supplemented based on the cargo/destination, and supporting supporting documents.
In this article, Weefreight will provide detailed instructions, hoping to be helpful.
- Basic Documents: Required for all air freight shipments.
These documents are essential for airlines to accept cargo and for customs clearance. Whether it’s general cargo or special cargo, they must be prepared completely and accurately in advance (incorrect information may result in customs detention or delays).
Commercial Invoice
This is a key document used by customs to determine the value of goods and levy duties. It must be issued by the shipper (exporter) and must be true and consistent with the goods. Key information includes:
Complete information of both the buyer and seller (company name, address, contact information, tax ID number);
A detailed description of the goods (product name, specifications, material, and intended use. Avoid general terms like “gift” or “sample”; specify specific terms like “pure cotton T-shirt” or “stainless steel thermos cup”);
Quantity, unit price, and total price (currency must be specified, such as USD or CNY);
Place of origin (such as “Made in China”);
Invoice number, issue date, and a statement stating that “this invoice is authentic and valid” (usually stamped or signed).
Packing List
It describes the physical properties of the goods, such as packaging, weight, and volume, to assist customs in verifying the quantity and specifications of the goods. It must correspond exactly to the “Goods Description” on the commercial invoice. Core information includes:
The packaging method (e.g., “10 cartons, 20 pieces each” or “5 pallets, 10 cartons each”);
Detailed information for each package (carton number, gross weight, net weight, and volume. Volume must be indicated as length × width × height in cm or m³);
Total gross weight, total net weight, and total volume (must be consistent with the weight/volume on the air waybill to avoid airline rejection).
Air Waybill (AWB)
This is the “transportation contract” between the airline and the shipper, and also serves as the “proof of delivery” for the goods. It is divided into a Master Bill of Lading (MAWB) and a House Bill of Lading (HAWB):
A Master Bill of Lading (MAWB): Issued by the airline and payable to the airline (e.g., CA, CX, EK). The consignee is usually the freight forwarder in the destination country (not the final consignee).
A House Bill of Lading (HAWB): Issued by the freight forwarder and payable to the freight forwarder. The consignee is the final consignee (facilitating the consignee’s pickup in the destination country).
The bill of lading must accurately include the following information: shipper, consignee, notify party, number of packages, gross weight, volume, port of departure and destination, flight number, and freight payment method (prepaid/collect on delivery).
Customs Declaration Form
This form is used for domestic customs export declarations. You must select the appropriate format based on the type of goods (e.g., exports from China require the “Customs Declaration Form for Export Goods of the People’s Republic of China”). Core information includes:
Business entity (a company with import and export rights) and shipper information;
Goods HS code (key for determining tariff rates and regulatory requirements, requires accurate classification; for example, the HS code for “pure cotton T-shirts” is 62052000);
Trade method (e.g., general trade, samples, personal effects);
Transaction method (FOB, CIF, CFR, etc., which affects freight and insurance declarations);
The form must be stamped with the business entity’s official seal and submitted to customs by a customs broker (individual shipments can entrust a freight forwarder to handle customs declarations).
- Supplementary Documents for Special Goods/Destination: Additional Documents Required Based on the Goods’ Attributes or Destination Country’s Requirements
If the goods are considered “non-standard goods” (such as dangerous goods, food, or electronics), or if the destination country has special import regulations (such as the EU or the US), the following additional documents are required; failure to do so will directly result in customs clearance failure.
Certificate of Origin (CO)
This document certifies the goods’ origin. Some countries/regions qualify for tariff preferences with this certificate (such as ASEAN countries’ FORM E and the EU’s GSP certificate). Common scenarios include:
If the destination country requires this document (for example, Saudi Arabia, Egypt, or Turkey, customs clearance may be impossible without a CO);
If the goods require tariff reductions or exemptions (for example, China exports to ASEAN countries, providing a FORM E can provide partial tariff reductions or exemptions).
There are two types of certificates: “General Certificate of Origin (CO)” and “Preferential Certificate of Origin (such as FORM E or FORM A).” Applications must be made from the local Entry-Exit Inspection and Quarantine Bureau (CIQ) or the China Council for the Promotion of International Trade.
Dangerous Goods Transport Documents (for Dangerous Goods)
If the cargo is classified as dangerous goods (such as lithium batteries, cosmetics, alcoholic beverages, and chemicals), the documents must be prepared in strict accordance with the International Air Transport Association (IATA) Dangerous Goods Regulations (DGR). Core documents include:
Dangerous Goods Declaration: This must be signed and confirmed by the shipper, indicating the dangerous goods category, UN number (such as UN3480 for lithium batteries), and packing group;
Dangerous Goods Safety Data Sheet (MSDS/SDS): This details the physical and chemical properties of the cargo, its hazard level, and emergency handling procedures, and must conform to international standards (such as ISO format);
Packing Certificate: This certifies that the dangerous goods packaging complies with IATA requirements (e.g., using approved dangerous goods cartons and labels);
Note: Dangerous goods must be confirmed in advance by the airline that accepts them. Some airlines refuse to transport high-risk dangerous goods (such as flammable liquids).
Product Certification Documents (for specific categories)
Some countries require mandatory certification for imported products. You must prepare the corresponding certificates in advance; otherwise, customs in the destination country may detain your products. Common examples include:
Exports to the EU: CE certification is required (for electronic products, toys, and mechanical products, demonstrating compliance with EU safety standards);
Exports to the US: FCC certification is required for electronic products, FDA certification is required for food/drugs, and CPSC certification is required for children’s products;
Exports to the Middle East (such as Saudi Arabia and the UAE): SASO certification (Saudi Arabia) or ECAS certification (UAE, demonstrating compliance with local quality standards) is required;
Exports to food/cosmetics: A Health Certificate or Inspection Certificate, issued by the domestic CIQ, is required to certify compliance with hygiene and safety requirements.
Authorization/License Documents (for Restricted Goods)
If the goods fall into the “regulated categories” (such as branded goods, medical devices, or animal and plant products), the corresponding authorization or license is required:
Branded goods (such as Nike and Apple products): A Brand Authorization Letter is required to prove the shipper’s authorization to export the branded product (to avoid infringement complaints);
Medical devices (such as masks and blood pressure monitors): A Medical Device Business License (for domestic export) and import permit from the destination country (such as US FDA registration or EU CE MDD certification) are required;
Animal and plant products (such as flowers, meat, and timber): A Phytosanitary Certificate/Animal Health Certificate, issued by CIQ, is required to certify that the goods are free of pests and diseases (to prevent biological invasions).
Personal Effects Declaration (For Individual Shipments)
If the shipper is an individual (not a company) and the goods are for personal use (such as study abroad luggage or gifts), a Personal Effects Declaration letter is required. This letter should include:
Personal identification information (passport number, address);
Purpose of goods (“personal use, not for commercial sale”);
Cargo list (specify the name, quantity, and value of each item to avoid high-value items being classified as “commercial goods”);
Some countries (such as the United States and Canada) also require a copy of the individual’s passport for customs verification.
- Supporting Documents: Supplement as needed to reduce customs clearance risks.
These documents are not mandatory, but can aid in expedited customs review and reduce the likelihood of inspections. Common examples include:
Sales Contract: Evidence of the transactional relationship between the buyer and seller. If customs have questions about the value of the goods, the contract can be provided as supplementary evidence.
Packing Photos/Cargo Photos: Customs in some destination countries (such as Brazil and Argentina) may require these documents to verify that the goods match the declared information.
Freight Invoice: If the freight is “collect on delivery,” a freight invoice issued by the airline or freight forwarder is required for the destination country’s customs to verify the freight amount (some countries impose taxes on freight).
Key Reminders: Core Principles of Document Preparation
Information Consistency: All documents must accurately match the “goods description, quantity, value, and consignee and consignor information” (e.g., the product name on the commercial invoice must match the HS code, and the weight on the packing list must match the airway bill). Information conflicts are a major cause of customs detention.
Confirm destination country requirements in advance: Customs clearance regulations vary significantly between countries (e.g., Brazil has strict customs clearance regulations, requiring advance confirmation of the tax number and document format). It is recommended to check the latest requirements with the destination country’s freight forwarder or customs official website.
Pre-clearance of Special Cargo: For special cargo such as dangerous goods and medical devices, pre-clearance documents must be submitted to the airline and freight forwarder to avoid flight delays due to non-compliant documentation.
If you have any international logistics service needs, please contact us by clicking the floating chat icon in the lower right corner or using the other contact information in the lower right corner of the page!
