Definition of air transportation
International air freight refers to the logistics method of transporting goods from one country to another via aircraft, and it is one of the fastest and safest transportation methods in international trade.
Billing for air transportation
1. Core principle: billable weight
Airfreight charges are calculated on the basis of the “Chargeable Weight”, which is the greater of the actual weight and the volumetric weight.
Actual weight: the actual kilograms (kg) in which the cargo was weighed.
Volumetric weight: the weight converted from the volume of space occupied by the cargo in the cabin.
Formula: Volumetric weight (kg) = length (cm) × width (cm) × height (cm) ÷ 6000
(Some airlines may use ÷ 5000, need to confirm in advance!)
2. Cost components
Air Freight
Calculated according to billable weight × unit price, which is quoted by airlines or forwarders (e.g. ￥30/kg).
The unit price is affected by the following factors:
Route: popular routes (e.g. China and the U.S.) have lower prices, remote areas have higher prices.
Cargo type: general cargo is the cheapest, special cargo such as dangerous goods and batteries are more expensive.
Off-peak season: Freight rates may go up during peak season (e.g. before Christmas).
Fuel Surcharge
Airline surcharges due to fluctuations in fuel prices are calculated on a pro-rata basis based on billable weight or freight charges.
Other miscellaneous expenses
Security Fee: Fixed fee (e.g. ￥50/ticket).
Customs declaration fee: export customs brokerage fee (e.g. ￥200/ticket).
Airport operation fee: loading and unloading, storage and other costs (such as ￥0.5/kg).
Destination port fees: customs clearance fees, delivery fees, etc. (to be confirmed in advance to avoid hidden costs!) .
3. calculation step
Measuring the goods: weigh the actual weight (kg) and measure the volume (length x width x height in cm).
Calculate volumetric weight: Volume ÷ 6000 (or 5000).
Compare the actual weight with the volumetric weight, and take the greater as the billable weight.
Total Freight = (Chargeable Weight × Unit Price) + Fuel Surcharge + Miscellaneous Charges
What to look for in air transportation
1. Limitations of the goods themselves
Embargoed items:
Absolutely prohibited: flammable and explosive products (e.g. alcohol, lithium batteries when overloaded), weapons, live animals, drugs, etc.
Restricted Transportation: Liquid/powder (special packaging and certification required), drugs (importing country license required), products containing batteries (UN38.3 certification required).
Note: The embargo lists of different countries are different (e.g. alcohol is prohibited in the Middle East), so it is necessary to check the regulations of the destination in advance!
Goods declaration:
The name of the goods should be specific (e.g. “electronic equipment” should be changed to “bluetooth headset”), avoiding vague descriptions such as “samples” and “parts”. Avoid vague descriptions such as “samples”, “parts”, etc.
Declare the value truthfully, under-declaration may be seized or fined by the Customs.
2. Packaging and labeling
Packaging requirements:
Shockproof and drop-proof: precision instruments are reinforced with foam box + wooden frame; liquids need to be sealed and the outer layer wrapped with absorbent material.
Limitations of single box: weight ≤70kg (some airlines require ≤32kg), size ≤158cm (length+width+height).
Attention: Wooden crates/pallets need fumigation certificate (IPPC marking), otherwise they may be destroyed by the destination country!
Label specification:
Mark (Shipping Mark): consignee, destination, number of pieces, weight/volume clearly labeled.
Fragile products, upward arrow and other markings need to be pasted in a conspicuous position.
Preparation of documents
3. Preparation of documents
Required Documents:
Commercial Invoice (Commercial Invoice)
Packing List
Air Waybill (AWB)
Certificate of Origin (COO, required by some countries)
Special documents: such as FDA certification (U.S. food/drugs), CE certification (EU electronic products).
Document details:
Consignee and consignor information (name, address, phone number) must be consistent with the customs declaration information.
Document Language: Non-English speaking countries need to be translated into local language (e.g. Spanish is required for some South American countries).
4. Timeliness and transportation control
Flight options:
Direct flights are the fastest, but the price is high; transit flights may be delayed 1-3 days, need to pay attention to the efficiency of transit airports (e.g., Dubai, Hong Kong airport is more efficient).
Note: Avoid flight congestion during holidays (e.g. Chinese New Year, Christmas in Europe and America).
Customs clearance pre-approval:
Provide information in advance to the agent of destination port for pre-approval to avoid delay in customs clearance due to wrong tax code and inconsistent HS code.
Some countries are slow in customs clearance (e.g. Brazil, India) and extra time should be reserved.
5.Cost trap avoidance
Hidden costs:
Destination port charges: storage fee (overtime billed by the day), agent customs clearance fee, delivery fee (additional charge for remote areas).
Unforeseen circumstances: bill of lading modification fee (modify bill of lading information), return shipping fee (customs refused to accept).
Countermeasures: Ask the forwarder to provide “All-In Rate” (All-In Rate) and confirm the cost list in writing.
Billing Disputes:
Cargo size/weight is measured by the airline, if it is not in accordance with the measurement of the freight forwarder, there may be a difference in price, it is recommended to take pictures at the time of delivery to keep the evidence.