International air transport of large-scale cargo (generally referring to cargo weighing over 100 kilograms, exceeding 1 cubic meter in volume, or exceeding the standard cargo hold dimensions, such as large mechanical parts, industrial equipment, and engineering molds) presents far more challenges throughout the entire transportation process than ordinary cargo due to its unique characteristics. Cost structures and operational procedures are also more complex.
In this article, Weefreight will explain the core challenges, cost structure, and key operational considerations, hoping to be helpful.
- The Core Challenges of International Air Transport of Large-Scale Cargo
The heavy, large, and special nature of large-scale cargo leads to multiple challenges in space, loading and unloading, transportation, and customs clearance, presenting a comprehensive test of the professionalism of the logistics chain.
- Difficulty in obtaining space and high uncertainty in delivery times
These are the most prominent challenges of air transport of large-scale cargo.
Poor cargo hold adaptability: Ordinary passenger flights have limited belly space and limited weight capacity (typically 24-50 kg per piece), making them unable to accommodate large cargo. This necessitates the use of all-cargo flights, which have limited route coverage (mostly concentrated at core hub airports) and strict restrictions on cargo door size and floor load capacity (for example, some wide-body freighters have doors approximately 3 meters high, preventing oversized cargo from being loaded).
Intense competition for cargo space: All-cargo flight space is already limited, especially during peak logistics seasons. Large cargo requires significant hold space, and airlines typically prioritize high-value-added, small-volume shipments. Large cargo often faces difficulties booking and long waiting times, and may even be delayed due to temporary space availability.
High transit connection risk: If there are no direct all-cargo flights to the destination, transit through a hub airport is necessary. However, transit airports may lack cargo hold capacity and ground handling equipment (such as large forklifts and cranes). Furthermore, loading, unloading, and transshipping during transit take longer, resulting in a much higher probability of delays than for ordinary cargo.
- Difficulty in ground handling and loading and unloading, with high safety risks
Loading, unloading, handling, and storage of large cargo require extremely high levels of specialized equipment and personnel. Mistakes at any stage can lead to cargo damage or safety accidents.
High equipment dependency: Specialized tools such as large forklifts, hydraulic lifts, cranes, and roller conveyors are required. If the necessary equipment is lacking at the departure or destination airport, loading and unloading of cargo is impossible. Some extremely heavy cargo (such as industrial equipment weighing tens of tons) even requires the temporary deployment of specialized loading and unloading equipment, significantly increasing costs and time.
Highly professional operations are required: Loading and unloading require precise balance control to avoid collisions and tilting (for example, if a precision mechanical component tilts more than 15°, it can damage its internal structure). Loading and unloading routes must also be planned based on cargo size to avoid scratches with cargo holds and airport ground facilities.
Storage and stacking restrictions: Large cargo cannot be stacked like ordinary cargo and requires separate storage space. Appropriate stacking areas must be selected based on weight and size (for example, overweight items must be placed in areas with approved load-bearing capacity). This increases storage costs and management challenges.
- Greater compliance and customs clearance risks
Large cargo often consists of industrial supplies and custom equipment, which involve more complex import and export compliance requirements and are prone to problems during customs clearance.
Complex declaration and documentation: Large cargo often includes items such as “special equipment” and “precision instruments.” Detailed technical specifications (such as weight, dimensions, material, intended use, and HS code) must be clearly specified during declaration. Some goods also require special documentation such as certificates of origin, 3C certification, import licenses, and automatic import licenses for electromechanical products. Missing documents or inaccurate declaration information can directly lead to customs clearance delays.
Complex customs inspection: Large cargo is bulky and heavy, requiring specialized equipment to move the cargo to the inspection area. This process is not only time-consuming (typically 1-3 business days, significantly longer than for ordinary cargo), but may also incur additional inspection and lifting fees. If cargo requires unpacking for inspection, reloading is even more difficult and costly.
Complex destination policy restrictions: Some countries/regions have specific regulations for the import of large equipment, such as the EU’s CE certification (Machinery Directive) for industrial machinery and the US’s OSHA certification for special equipment. Goods that fail to meet local standards may be refused entry.
- High Risk of Cargo Damage During Transportation
Large-sized cargo is typically of higher value (such as large medical equipment and precision machine tools) and less resistant to shock and vibration, posing a much higher risk of damage during transportation than ordinary cargo.
Transportation turbulence can have significant impacts: Flight takeoffs and landings, as well as air turbulence, can cause cargo to shift or collide within the cargo hold. If not securely secured (e.g., with simple ropes), this can easily cause scratches, structural deformation, or even damage to core components.
Cargo damage is common during loading and unloading: Improper equipment operation (e.g., excessive forklift force, unbalanced crane lifting), or miscommunication with ground personnel during loading and unloading can directly result in cargo falling or impacting. This type of damage accounts for over 60% of all large-sized cargo damage.
II. Cost Structure of International Air Freight for Oversized Cargo
Oversized cargo costs aren’t simply calculated as “weight x unit price.” Instead, they’re calculated based on multiple factors, including cargo weight, volume, and handling difficulty. Core costs include the following:
- Basic Freight: Based on the greater of “actual weight” or “volumetric weight,” and including surcharges.
The basic freight rate is calculated using the same logic as for regular cargo (volumetric weight = length x width x height in cm ÷ 6000). However, because oversized cargo occupies more space, the difference between actual weight and volumetric weight is usually smaller. Airlines will also charge a Heavy Lift Surcharge (HLS) for oversized cargo. This surcharge typically applies to shipments exceeding 100 kg, 150 kg, or 200 kg (different airlines have different standards). The heavier the shipment, the higher the surcharge (e.g., $50 per piece for 100-200 kg, $100 per piece for 200 kg and above).
- Ground Handling Fees: These account for a significant portion of the cost and are calculated based on the difficulty of handling.
This is the bulk of the costs associated with large cargo and includes:
Loading and unloading fees: These fees are based on the weight and size of the cargo, as well as the equipment required (e.g., standard forklifts and cranes). Crane usage fees for overweight cargo can reach thousands of yuan per trip.
Storage Fees: Due to the need for separate storage and high stacking requirements, storage fees are calculated based on “occupied floor space x number of days,” significantly higher than the weight/volume-based charges for ordinary cargo.
Securing Fees: To prevent cargo from shifting during transport, reinforcements such as wooden pallets, steel straps, and cushioning materials are required. The cost of these reinforcements is calculated as the material cost plus labor costs (e.g., reinforcing the wooden frame of large equipment can cost thousands of yuan).
Transit Handling Fees: If transit is involved, the costs of loading and unloading, storage, and securing at the transit airport are calculated separately and are typically higher than those at the point of origin.
- Special Resource Usage Fees: Charged on demand, with high uncertainty.
Special Flight Fees: If the size/weight of cargo exceeds the carrying capacity of a regular all-cargo flight (e.g., a single piece weighing over 10 tons or a width exceeding 4 meters), a “special cargo aircraft” (such as the Antonov An-124) must be chartered. Charter fees are extremely high (usually hundreds of thousands or even millions of yuan per flight).
Over-Length/Over-Width Surcharge: If the length of cargo exceeds the cargo hold limit (e.g., over 10 meters) or the width exceeds 3 meters, the airline will charge an additional over-length/over-width surcharge, calculated proportionally to the cargo’s excess length.
Document Handling Fees: If you entrust a freight forwarder to handle import licenses, certification documents, etc., a document handling fee will be incurred (usually hundreds to thousands of yuan per document).
- Customs Clearance and Other Fees
Customs Clearance Fees: Include customs brokerage fees, inspection service fees (if required), customs duties, and VAT. Inspection service fees, as specialized equipment is required, may be 2-3 times higher than for ordinary cargo.
Insurance: Due to the high value of large cargo, it is recommended to purchase freight insurance. Insurance premiums are typically calculated at 0.3%-0.8% of the cargo’s declared value (the higher the value and the higher the risk, the higher the rate).
III. Key Points for International Air Freight of Large Cargo
To address the aforementioned challenges and control costs and risks, the following key points must be strictly adhered to, ensuring control throughout the entire process from pre-planning to delivery:
- Pre-Planning: Accurate Assessment and Securing Resources
Identify Core Cargo Parameters: Measure the cargo’s actual weight, precise dimensions (length × width × height, accurate to the nearest centimeter), center of gravity, and packaging in advance. Note key information such as whether the cargo is fragile, whether there are any lifting points, and the maximum tilt angle limit. This information forms the basis for determining space suitability and calculating costs.
Prioritize all-cargo direct flights: Avoid transit as much as possible and choose direct all-cargo flights from your departure point to your destination (such as SF Airlines and FedEx Express freighters from China to Europe) to reduce the risks and costs of transit. If transit is necessary, confirm in advance whether the transit airport’s loading and unloading equipment and cargo hold dimensions are compatible.
Secure space in advance: Bookings for large-scale cargo should be made at least 7-15 days in advance (more than 30 days in advance during peak season). Confirm space with the airline through a freight forwarder experienced in handling large-scale cargo. It is recommended to choose a freight forwarder with extensive partnerships with all-cargo airlines, as they can secure priority space and assist with connecting with airport ground operations.
- Packaging and Reinforcement: Safety First, Compliance with Regulations
Customized Professional Packaging: Select a packaging solution based on the cargo’s characteristics. Precision equipment requires a composite packaging solution consisting of a wooden frame, a cushioning layer (foam or bubble wrap), and a moisture-proof film. Heavy equipment requires a wooden or steel pallet that meets load-bearing standards (e.g., rated for 5 tons or more), with anti-slip mats installed on the bottom.
Strengthened Securement: Secure the cargo to the pallet with steel straps or nylon tie-downs (tensile strength ≥ 1.5 times the cargo weight), avoiding vulnerable areas. Secondary securement within the cargo hold, such as mesh covers and baffles, must be implemented in conjunction with the airline to ensure the cargo does not shift during transport.
Clear Labeling: Outer packaging must be prominently labeled with warning signs such as “Oversized Cargo,” “Center of Gravity,” “No Inversion,” and “Lifting Points.” The weight and dimensions of the cargo should also be clearly indicated to facilitate ground handlers’ quick understanding of key operational requirements.
- Documentation and Compliance: Advance Preparation, Consistent Information
Complete Declaration Materials: In addition to standard commercial invoices, packing lists, and airway bills, prepare special documents in advance, such as cargo technical specifications, certificates of origin, import licenses, and certifications (e.g., CE, FCC). Ensure that the HS code, product name, and specifications of the goods on the documents are consistent with the actual goods.
Accurately declare cargo information: Concealing cargo weight, dimensions, or attributes (e.g., declaring “super-heavy equipment” as “ordinary machinery”) is strictly prohibited. Falsified declarations may not only result in the airline rejecting the cargo, but also lead to fines for safety hazards and insurance company denial of compensation if damage occurs.
- Ground Operations and Tracking: Full Monitoring and Timely Response
Connect with a Professional Ground Team: Require the freight forwarder or airline to assign a ground team qualified in large-scale cargo handling to handle loading and unloading. Communicate cargo handling specifications (e.g., lifting angles and handling speeds) with the team in advance. If necessary, a dedicated person may be dispatched to supervise the loading and unloading process on-site.
Full-Process Dynamic Tracking: Track cargo status in real time using the air waybill number and the airline’s logistics system, focusing on key milestones such as completion of loading and unloading at the departure airport, flight departure, cargo handover at the transit airport, and unloading at the destination airport. If any delays or equipment failures occur, immediately coordinate solutions with the airline through the freight forwarder (e.g., flight rescheduling or deployment of spare equipment).
- Customs Clearance and Delivery: Advance Communication for Efficient Delivery
Advance Review of Customs Clearance Documents: Submit all customs clearance documents to the destination customs clearance agency for review before shipment to ensure they meet local customs requirements and avoid customs clearance delays due to documentation issues.
Coordinate Pickup at Destination: Confirm in advance whether the consignee or their agent has the capacity to pick up large cargo (e.g., suitable transport vehicles and unloading equipment). If not, entrust the freight forwarder to arrange door-to-door service. The freight forwarder will coordinate specialized vehicles (e.g., low-bed trucks) and loading and unloading equipment at the destination, ensuring a seamless transition from airport to terminal.
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